Privacy Policy

1. Introduction

This policy applies to your use of:

• Fuelmate’s mobile application software (“App”) namely the “Garage Locator app” once you have downloaded or streamed a copy of the App onto your mobile telephone or handheld device (“Device”)
• Fuelmate’s website (“Website”) accessible via https://fuelmate.co.uk and online web application (“Portal”) accessible via https://account.fuelmate.co.uk
• Any of the services accessible through the App or Portal, or which we otherwise agree to provide to you or your employer through any third-party software or application (“Services”) e.g., Fuelmate’s Fleetmate Telematics solution which utilises vehicle data and fuel data to track relevant information about your fleet
• Any services provided by Fuelmate where you have contacted us in writing; over the phone; via SMS, via social media or in person

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. The App, Portal and Website are not intended for children, and we do not knowingly collect data relating to children. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

Please note that we may amend this Privacy Policy from time to time. Any such changes will apply to you with effect from the date of the change. If we make any substantial changes to the way in which we use your personal information we will notify you by posting a notice on the homepage of the Fuelmate website. You can view the current version of our Privacy Policy at any time by clicking on the ‘Privacy Policy’ link on the footer of the Fuelmate website.

2.Who we are

We are Fuelmate Limited (CRN: 6553782) (“we”, “us” or “our”), part of the J.R. Rix & Sons group. We are responsible for the App, Portal and Website and we are the controller in respect of all personal data collected via the Services. We are registered as a controller with the Information Commissioner’s Office and our registration number is: Z1941448.

3.Contact details

We will be happy to deal with any queries or requests regarding the data we hold about you. 

You can contact us by:

• Email: datainformationofficer@rix.co.uk
• Post: Data Compliance Officer, Two Humber Quays, Wellington Street West, Hull, HU1 2BN
• Telephone: 01482 224422

You have the right to make a complaint at any time to Fuelmate by using the contact details above. You also have the right to complain to the Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues, if you have any concerns with regard to the way in which we have processed your personal data.

4.Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 5/05/2022. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to you. The new policy may be displayed on-screen, and you may be required to read and accept the changes to continue your use of the App or the Services.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.

5.The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

• Identity Data relating to Card users (for example, drivers first name, last name, vehicle registration, username or similar identifier, title)
• Business Contact Data (for example, position within the company, company address, company business status (sole trader/limited), email address and telephone numbers of key contacts)
• Application for credit data (for example length of time trading, company registration number, VAT Number, credit amount required, business type, turnover, number of employees, volume of fuel purchases in a year by type of vehicle, where your vehicles operate, no. of vehicles used, type of fuel cards required, network required, type(s) of fuel used, identity of card users, no. of cards), bank details including account holder, account number, sort code and name of bank/building society/and address, instruction to pay direct debit and acknowledgement that Fuelmate is permitted to share data with credit reference agencies or a credit insurer to obtain and support a credit fee
• Terms and conditions (for example agreement with Fuelmate’s terms and conditions and schedule of fees)
• Financial Data (for example, your business financial accounts and supporting details)
• Online Portal usage Data (for example what parts of the system users have visited, downloaded items, time on the site, user journey history)
• Transaction Data (for example, information regarding purchases made using your Fuelmate fuel card(s), e.g., location of purchase (garage name), card number used, fuel type or fuel accessory purchased, quantity in litres or otherwise stated, surcharge info, card holder present true, total amount in £’s, the date and time, vehicle registration number and odometer readings)
• Payment data (for example direct debits and credits made to the customers’ account)
• Garage Locator App data (for example we use the location data of your device (using GPS locations) so that we can provide a list of garages that are in your local area or on a route that you are about to travel on
• Fuelmate’s Fleetmate telematics data (for example, distance travelled by the vehicle, journey covered by the vehicle, location of the vehicle, driver performance data and vehicle performance data)
• Device Data (for example, the type of mobile device you use, a unique device identifier, the MAC address of the Device’s wireless network interface, or the mobile phone number used by the Device, mobile network information, your mobile operating system, the type of mobile browser you use and time zone setting)
• Content Data (for example, information stored and uploaded onto the App, Portal or Website)
• Profile Data (for example, your username and password, preferences, feedback and survey responses)
• Usage Data (for example, details of your use of the App, Portal and Website and for journey history tracking whilst using Fuelmate’s’ Fleetmate telematics service)
• Marketing and Communications Data (for example, your marketing preferences)

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific App feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

6. Third Parties

Ordinarily, we will be the party collecting your information directly from you. However, there may be situations where this information is obtained by us from third parties. Examples of this would include:

• Directly from a third party – e.g.
  • credit reference agencies
  • data providers for business development
• From a third party with your consent- e.g.,
  • your bank or building society
  • professional body
• From a third-party data profiling company, where you have given your consent for that company to pass such information on to us from publicly available sources – e.g.,
  • Electoral Roll,
  • Companies House,
  • HM Land Registry
  • Government VAT checker

Sharing data with third parties including our service providers and suppliers

We will never sell or rent our customer data to other organisations for marketing purposes. We will not sell, distribute or lease your personal information to third parties for their control unless we have your permission or another lawful basis to do so (e.g., our legitimate interests (so long as our interests are not overridden by the impact on you), a contractual obligation to you or a legal requirement to do so). Where we do seek your permission, we will name the relevant third party at the time we seek such permission from you and any such permission shall be limited to that third party. Please note that we may provide information for processing to certain third parties as outlined in the following paragraph and also in section 9 below.

In order to make certain services available to you, we may need to share your personal data with some of our service partners. These include:

• The Garage Locator app (available through the Apple Store and Google Play Services)
• The online portal services (available through Sauce)
• The ERP ecosystems for customer management (available through Microsoft Dynamics and Bytestrype.)
• Fuelmate’s Fleetmate telematics services. Where data is captured against an employee who drives a vehicle in respect of which this service is provided, the telematics platform will share data to the employer as part of the contract with the employer.

We may also appoint third party data profiling companies to (on our behalf) establish trends and other buying/profile data to the extent that we’re lawfully able to do so.

Fuelmate only allows its service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls. We also impose contractual obligations on service providers relating to data protection and security, which mean they are only authorised by us to use your data to provide services to Fuelmate and to you, and for no other purposes.

6.1 Third party links

Our App, Portal and Website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. Please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as Contact and Location Data. Please check these policies before you submit any personal data to these websites or use these services.

7. How is your personal data collected?

We will collect and process the following data about you:

• Information you give us. This includes information (including Identity, Contact, Financial, and Marketing and Communications Data) you give us when downloading, accessing and using the App, logging in to the Portal, visiting the Website, using our Services and by corresponding with us (for example, by email). If you contact us, we may keep a record of that correspondence.
• Information we collect about you and your device. Each time you use the App, Portal or Website we will automatically collect personal data including Device, Content and Usage Data. We collect this data using cookies and other similar technologies.
• Location Data. When operating the Garage Locator App/ Garage Locator webpage we also use GPS technology to determine your current location. Some of our location-enabled Services require your personal data for the feature to work. If you wish to use the particular feature, you will be asked to consent to your data being used for this purpose. You can withdraw your consent at any time by disabling Location Data in your settings.
• Information we receive from other sources including third parties and publicly available sources. We may receive personal data about you from various third parties such as your employer and from analytics providers such as Google.

In addition to the above the below also lists the places where we get the data that counts as part of your personal information.

Data you give to us:

• When applying for a Fuelmate account
• When you purchase fuel and related fuel services using a card(s) provided by Fuelmate
• When you talk to us on the phone, or to one of our sale representatives, including recorded calls
• When you use our Garage Locator App
• Fuelmate’s online portal and website
• When you use Fuelmate’s Fleetmate telematics services to record data about your vehicle(s)/ named drivers
• E-mails and letters
• In customer surveys
• If you take part in competitions or promotions
• Payment and transaction data
• Profile and usage data. This includes the security details that you create and use in connection with our services and your settings and marketing choices. We also gather data from the devices that you use (such as computers and mobile phones) to connect to our internet services. We also use cookies and other internet tracking software to collect data whilst you are using our Apps, Portals and Websites.
• When you talk to us via social networks and via our chat platform
• Legal or insurance claims or other documents
• Documents and forms that you are required to complete as part of contract with us

8. How we use your personal data

We will only use your personal data when the law allows us to do so. Most commonly we will use your personal data in the following circumstances:

• Where you have consented before the processing
• Where we need to perform a contract, we are about to enter or have entered with you
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
• Where we need to comply with a legal or regulatory obligation

9. Additional Disclosures of your personal data

We may also share personal data about you:

• With third parties who are directly involved in dealing with any request, enquiry or application made by you (for example, we may share your personal data with third party credit reference agencies and/or a credit insurer in order to enable you to make purchases using your Fuelmate fuel card(s) or other Fuelmate services)
• Where such disclosure is required by law
• With third parties who are providing us with professional advice
• Where the disclosure is in connection with any criminal investigation, legal proceedings or prospective legal proceedings where permitted by law
• Where the disclosure is in order to establish, exercise or defend our legal rights (including in connection with court cases and/or providing information to others for the purposes of fraud prevention and reducing credit risk)
• Where we are required to enforce our Terms of Use
• Where we have stated or informed you otherwise (e.g., in this policy or on our Website)
• We will not pass on your information to any third party for the purpose of marketing
• We may also disclose your personal data to third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy

10. If you choose not to provide your personal information

We may need to collect personal information by law, or to enter into or fulfil a contract we have with you or your employer.  If you do not give us any such personal information, we may not be able to enter into a contract with your business for the provision of our services. Moreover, if you do not provide your personal information, we will not be able to provide a service that is directly linked to your own usage whilst working for your employer.

We sometimes ask for information that is useful but not required by law or a contract. We will make this clear when we ask for it. You do not have to give us these extra details and it won’t affect the products or services you have with us.

11. International transfers

If we are required to transfer your personal data out of the United Kingdom and European Economic Area (EEA), we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• Your personal data will be transferred to a country that has been deemed to provide an adequate level of protection for personal data by the European Commission.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in the UK and Europe.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK and EEA.

12. Account Security

If you contact us or we contact you, we may ask for certain information from you to confirm your identity, check our records and deal with your account efficiently and correctly.

We aim to protect all of our customers from fraud. As part of this, we may use your personal information to verify your identity to help prevent or detect fraud. These checks may involve your information being disclosed to credit reference agencies, who may keep a record of that information. This is not a credit check, and your credit rating will be unaffected.

13. Data security

The security of your information is very important to us. As part of our commitment to keeping your data safe, our technical experts maintain physical, electronic and managerial procedures to keep safe the information we collect online.

We use a secure server when you contact us via our websites. We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate, and up to date. We will ensure that your personal information is kept only for so long as is necessary for the purposes for which it was collected and is securely destroyed in accordance with our data retention and disposal policy.

Only authorised employees and carefully checked agents, contractors, and sub-contractors, who provide a particular data processing service for us, are permitted access to our data systems on a day-to-day basis. These people will only be allowed access to your data for the purposes identified within this Privacy Policy, processing it on our behalf or for IT security and maintenance.

Where a third party is processing your data on our behalf, we will take steps to ensure that such third party gives us commitments that it will process your data in line with applicable data protection law. If a third party is located outside of the UK, we will always take appropriate additional steps to ensure that your personal information is kept safe and secure. This will generally involve ensuring that such third party agrees to sign up to a formal legal agreement committing them to comply with data protection standards equivalent to those in the UK.

All information you provide to us is stored on our secure servers. You are responsible for keeping your password and username for the App and Portal, and any other login details relating to any Fuelmate account, confidential. We ask you not to share a password with anyone.

Once we have received your personal data, we will use strict procedures and security features to try to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator when we are legally required to do so.

14. Data retention

We only retain your personal data for as long as we need it for the purpose for which it was collected. Whilst taking in to consideration our legal obligations, we will on an ongoing basis: review the length of time we retain your personal data; consider the purpose or purposes for which we hold your personal data for in deciding whether (and for how long) to retain it; securely delete your personal data if it is no longer needed for such purpose or purposes; and update, archive or securely delete your personal data if it goes out of date. 

Where we are using your personal information to send you marketing information, we will generally retain that information for marketing purposes for two years from the point of the last order or quote that you requested from us. We understand that even if you do not buy from us on every occasion, often we see repeat purchases from customers within this time period.

We will retain relevant account information for eight years in line with legal tax and contract requirements. In the case of commercial customers, we may retain personal information for a longer period of time depending on the order and contracting cycles of the customer (e.g., if a customer commonly enters into five-year deals, we will retain their information for a short period beyond when we would expect such agreement to be renewed).

For further information on how long we retain your personal data please contact us using the contact details set out above.

15.Your legal rights

Under certain circumstances you have the following rights under data protection laws in relation to your personal data.

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data. This is where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • if you want us to establish the data’s accuracy.
  • where our use of the data is unlawful, but you do not want us to erase it;
  • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
• Request transfer or your personal data. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Right to withdraw consent where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

Where you are an active customer of ours, we may direct market to you by post, email, sms or telephone on the basis that we consider we have a legitimate interest in marketing to you in this way and that it does not substantially impact on your privacy. You have a right to object to this at any time and may request that we cease to contact you for direct marketing in this manner at any point. We will comply with any such request.

If you want to remove a consent, request that we cease contacting you for direct marketing purposes or request exercise of any of the above rights in respect of your personal information, you may do so at any time by writing to us at Data Information Officer, c/o J R Rix & Sons Limited, Two Humber Quays, Wellington Street West, Hull, HU1 2BN, or emailing us at datainformationofficer@rix.co.uk or by telephone 01482 224422.

16. Cookies

One of the most important reasons we use cookies is to enhance our customers’ experience.

Cookies are an essential tool in the development and maintenance of a website. By collecting small amounts of information, it gives us great feedback, insight and understanding into our customers’ site visits. By tracking our websites performance in this way, we can successfully deliver the products and services you are looking for, improve navigation and usability ultimately creating a safe, secure environment for you to browse in.

If you don’t allow cookies to be used, then you will have restricted access to some of the features on our website. It will also mean your user journey won’t be tracked so any opportunity to improve your online experience with us will be lost.

A cookie is a small file which asks permission to be placed on your device’s storage. Once you agree, the file is added, and the cookie helps analyse web traffic when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your device or any information about you, other than the data you choose to share with us.

The App, Portal and Website use “cookies” to ensure you receive the best possible visitor experience. Cookies are small files which are sent by a web server to an individual’s computer which are then stored on that computer’s hard drive. A cookie contains text and is like an identification card which can only be translated by the server it originated from.

Cookies cannot tell us information such as your email address, which we can only collect where you tell us, for example if you submit an enquiry to us. Most internet browsers allow you to prevent cookies being stored on your computer. Alternatively, you may be able to configure your browser to accept all cookies or to notify you when a cookie is offered by our server. You may also be able to delete all cookies currently stored on your web browser. For more detailed information on the cookies, we use and the purpose for which we use them see our Cookie Policy.

We may also collect information about where you are on the Internet (e.g. the URL you came from, IP address, and domain types like .co.uk and .com), your browser type, the country where your computer is located, the pages of our website that were viewed during your visit and any search terms that you entered on our website. We will use this information to administer our website, for internal operations (including troubleshooting, data analysis, testing, research, statistical and survey purposes) and as part of our efforts to keep our website safe and secure.

For further information about cookies and how they are used, please visit www.aboutcookies.org.