Effective date: 20 October 2025
Last updated: 26 November 2025

1. Introduction

This Privacy Policy explains how EXEROS TECHNOLOGIES LTD (“we”, “our”, “us”) processes personal data in connection with the Vidematics Companion App (“the App”).
We are registered in England and Wales under company number 07006795, with our office at:
Unit 12, I/O Centre Seymour Street, Royal Arsenal, London, England, SE18 6SX.

The App provides users with access to operational, safety and driver-related information. Some information displayed in the App may originate from Exeros in-vehicle systems operated by an employer or fleet operator. The App does not directly collect data from those devices; it displays only the information made available through Exeros systems.

2. Data Controller

EXEROS TECHNOLOGIES LTD
Unit 12, I/O Centre Seymour Street, Royal Arsenal, London, England, SE18 6SX
Email: support@exeros-tech.co.uk

3. Personal Data We Collect Through the App

3.1 Account and identity data

  • Name
  • Email address
  • Login credentials

3.2 App usage data

  • Application Activity logs
  • Timestamps
  • Interaction with features (e.g. completing checks, reports)

3.3 Location data (GPS)

The App collects GPS location data when the user grants permission. This data is used only for the following purpose:

  • Automatically pairing a driver (App user) with a nearby vehicle, and automatically un-assigning them when they finish using that vehicle.

This requires access to the user’s background or foreground location depending on the App’s configuration in order to maintain an accurate link between the driver and the vehicle during the journey.

The App does not use location data for advertising, marketing, or unrelated analytics.

Location data collection can be disabled by the user in system settings, but certain functionalities may not work without it (e.g. automatic driver–vehicle assignment).

3.4 Operational inputs

  • Data submitted through vehicle checks
  • Accident or incident reports
  • Event confirmations

3.5 Device information

  • Device type and operating system
  • Connectivity status
  • Bluetooth/NFC metadata when applicable (e.g., for connecting to in-vehicle peripherals)

3.6 Data from Exeros systems

Where the App displays data originating from in-vehicle Exeros systems, that data is processed separately by Exeros Technologies Ltd and then made available in the App.

4. Purpose and Legal Basis for Processing

We process personal data for the following purposes:

  • Providing App functionality (contract performance)
    Including vehicle checks, incident reporting and driver-vehicle pairing features.
  • Automatic driver–vehicle pairing and un-pairing using GPS (consent)
    Location is only processed when the user has granted permission.
  • Operational safety, compliance and customer support (legitimate interests)
  • Improving App performance and ensuring security (legitimate interests)
  • Meeting legal or regulatory obligations (legal obligation)

5. Data Sharing

We may share personal data with:

  • Fleet operators or employers who pay for and manage the user’s access to Exeros systems.
  • Service providers supporting hosting, infrastructure, analytics or customer support, under written data protection agreements.
  • Public authorities or law enforcement only when required by law.

We do not sell personal data to third parties.

6. Data Retention

We retain personal data only for as long as necessary:

  • Account and identity data: duration of account + up to 6 years
  • Operational data (reports, checks, events): up to 2 years, or longer if required by law
  • Support/technical logs: up to 2 years
  • Location data: retained only as necessary for driver-vehicle pairing and related operational history; may be retained as part of events or logs depending on fleet operator requirements

7. Security

We implement technical and organisational measures including encryption in transit, access controls and secure authentication. While we strive to protect personal data, no digital system can be guaranteed completely secure.

8. Your Rights

Under UK data protection law, you may have the right to:

  • Access your personal data
  • Request correction or deletion
  • Object to or restrict processing
  • Withdraw consent (especially for GPS location processing)
  • Data portability
  • Lodge a complaint with the UK ICO: https://ico.org.uk

To exercise these rights, contact: support@exeros-tech.co.uk

9. Updates to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date indicates the latest revision. Continued use of the App after updates constitutes acceptance of the revised policy.

10. Contact

For privacy-related inquiries:
EXEROS TECHNOLOGIES LTD
Unit 12, I/O Centre Seymour Street
Royal Arsenal, London, England, SE18 6SX
Email: support@exeros-tech.co.uk

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