Privacy Policy

This Privacy Policy explains how PCV Log Book (“we”, “us”, “our”) collects, uses and protects information about you when you use our digital daily check system for coaches, buses and minibuses (the “Service”) available at pcvlogbook.com.

1. Who we are

PCV Log Book is a web-based tool designed for PCV operators, transport managers and their drivers. We provide a digital alternative to paper defect books, enabling drivers to complete daily walkaround checks and operators to view and export records.

If you have any questions about this policy or how we handle personal data, you can contact us via the:

• contact form on our homepage
• Location: London, United Kingdom

2. Scope of this policy

This policy covers information we process when:

• you visit our landing page or website;
• you register a company account or log in to the admin area;
• drivers use the daily check interface with their PINs;
• we process subscription payments via Stripe; or
• you contact us by email or other channels.

3. Information we collect

3.1 Company account information

When you create a company account we may collect:

• Company name;
• Contact name (where provided);
• Contact email address and (optionally) phone number;
• Login credentials for the admin user (passwords are stored in hashed form only);
• Number of vehicles added to the system;
• Stripe customer ID and subscription information (where applicable).

3.2 Driver & vehicle information

Within your company account, you can create and manage records such as:

• Driver names or identifiers;
• Driver PIN codes (or other login codes) configured by your company;
• Vehicle details (e.g. registration, internal fleet ID, vehicle type);
• Any internal notes you choose to store.

These records are scoped to your company account. Other operators cannot see your drivers or vehicles.

3.3 Daily check & defect information

When a driver completes a daily check, we record:

• Date and time of the check;
• Checklist ID and company ID;
• Vehicle selected for the check;
• Checklist responses (e.g. OK / Defect / N/A);
• Defect notes provided by the driver;
• Odometer reading (where entered);
• Driver name or identifier linked to the check;
• Driver signature image (captured and stored as an image file);
• Transport Manager rectification notes and signatures (where used).

3.4 Payment and billing data

Payments for PCV Log Book are processed via Stripe. When you subscribe or update your subscription:

• We receive information from Stripe such as customer ID, subscription ID, invoice amounts and status.
• Your full card details are handled and stored by Stripe, not by us. We do not have access to your full card number.

3.5 Technical and usage data

When you or your drivers use the Service, we may collect:

• IP address;
• Browser type and version;
• Device type and operating system;
• Pages viewed and actions taken within the admin area or driver interface;
• Log files for security, debugging and performance monitoring.

3.6 Communications

If you contact us by email or through a form, we will process the content of your message, any contact details you provide and our replies, in order to handle your request and keep an audit trail.

4. How we use your information

We use the information described above to:

• Provide and maintain the PCV Log Book Service;
• Set up and manage company accounts and logins;
• Allow drivers to complete and submit daily checks using company-specific PINs;
• Store and display digital checklists, defect notes and signatures;
• Generate exports (e.g. PDF) for audits and roadside checks;
• Handle billing, payments and subscription management;
• Respond to support queries and other communication;
• Monitor and improve the performance and security of the Service;
• Comply with legal obligations and respond to lawful requests.

5. Legal bases (UK & EU users)

Where UK or EU data protection law applies, we rely on the following legal bases:

• Performance of a contract – to provide the Service to you and your company;
• Legitimate interests – for security, fraud prevention, support, and improving the Service;
• Consent – where required, for optional communications or analytics;
• Legal obligations – to meet our legal and regulatory requirements.

6. Sharing your information

We do not sell your personal data. We may share information with:

• Service providers such as:
  • Stripe (payment processing and subscription billing);
  • Hosting providers (to host the website and database);
  • Email providers (for sending support or system emails).
• Authorities or regulators where we are legally required to do so (for example, to comply with a court order).
• Professional advisers (such as lawyers or accountants) where necessary for business or legal reasons.

Each company’s driver, vehicle and checklist data is kept logically separated. One operator cannot view another operator’s fleet or daily checks via the normal interface.

7. International transfers

Our Service may involve processing data on servers located in the UK, the EEA, or other countries where our service providers operate (for example, Stripe). Where personal data is transferred outside the UK or EEA, we aim to rely on appropriate safeguards such as standard contractual clauses or equivalent mechanisms.

8. Data retention

We retain information for as long as necessary to provide the Service and fulfil the purposes described in this policy, including:

• Company account data – kept while your account is active and for a reasonable period afterwards for record-keeping, support and legal purposes;
• Driver & vehicle records and checklists – kept while your account is active, and in accordance with any retention policies you ask us to apply;
• Billing and payment records – kept for the duration required by tax and accounting laws;
• Support and communication records – kept for as long as needed to manage and document the interaction.

You can request deletion of certain data, but we may need to keep some records where required by law or where it is necessary for legal claims.

9. Security

We use reasonable technical and organisational measures to protect personal data, including:

• Transport Layer Security (HTTPS) for data in transit;
• Hashed passwords for admin logins;
• Access controls for the admin area and internal systems;
• Limiting access to production data to authorised personnel only.

However, no online service can be guaranteed to be 100% secure. You are responsible for keeping your login details safe, choosing strong passwords and controlling access within your organisation (for example, who has admin rights, who can view historic checks).

10. Your rights

Depending on where you live, you may have rights over your personal data, including:

• Right of access – to request a copy of the personal data we hold about you;
• Right to rectification – to correct inaccurate or incomplete information;
• Right to erasure – to request deletion of certain data;
• Right to restriction – to limit how we process certain data;
• Right to data portability – to receive certain data in a portable format;
• Right to object – to certain types of processing, including direct marketing (if we send it);
• Right to withdraw consent – where we rely on consent as the legal basis.

To exercise these rights, please contact us via the contact form on our homepage . We may need to verify your identity before responding.

11. Cookies and similar technologies

PCV Log Book may use cookies and similar technologies to operate the website and improve the Service. These may include:

• Essential cookies – required for security and basic functionality;
• Preference cookies – for things like remembering login state (if implemented);
• Analytics cookies – if we enable usage analytics to understand how the Service is used.

Where required by law, we will ask for your consent before using non-essential cookies.

12. Third-party websites

The Service may contain links to third-party websites (for example Stripe or external resources). These sites are operated independently, and their privacy practices are not covered by this policy. We encourage you to review their privacy policies separately.

13. Changes to this policy

We may update this Privacy Policy from time to time. If changes are significant, we may also provide an additional notice (for example, in the admin area or by email to account contacts).

14. Contact us

If you have any questions, concerns or requests regarding this policy or your personal data, you can contact us:

• The easiest way to reach us is via the contact form on our homepage .