VehtraVEHTRA
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Privacy Policy

Last updated 10 June 2026

1. Who we are & how to contact us

Vehtra is a trading name for an inspection management platform operating in the United Kingdom. For the personal data described in this policy, Vehtra acts as the data controller. You can contact us at info@vehtra.co.uk.

2. What data we collect

We collect three broad categories of data:

Account data

  • Your name and email address.
  • The Firebase user ID assigned to your account.
  • Your organisation membership and role.

Inspection content

  • Vehicle registration numbers and details.
  • Customer records you create.
  • Photographs uploaded during inspections.
  • Signatures captured on inspections.
  • Repair notes, brake test data, tyre data and similar inspection content.

Inspection content may contain personal data about third parties such as drivers or end-customers, which is provided to Vehtra by the operator using the platform.

Operational data

  • Request logs, including IP address and browser user-agent.
  • In-app activity events used to render the activity feed.

3. Lawful basis

Under UK GDPR, Vehtra processes personal data on the following bases: legitimate interest in running and improving the platform; performance of a contract with paying customers; and consent, where we ask for it specifically.

4. How we use your data

  • To provide the inspection management platform and customer portal.
  • To authenticate users and protect accounts.
  • To send transactional emails such as inspection reports to your customers.
  • To investigate bugs, performance issues and abuse.
  • To comply with our legal obligations.

5. Who we share it with

Vehtra uses a small number of trusted sub-processors. We do not sell personal data and we do not share it for marketing.

  • Google (Firebase) — authentication and identity. Hosted in the United States; transfers protected by the UK International Data Transfer Agreement and the EU-US Data Privacy Framework where applicable.
  • Brevo (formerly Sendinblue) — transactional email delivery for inspection reports. Hosted in the European Union.
  • Render — hosts the Vehtra backend application and database. Transfers outside the UK are protected by the UK International Data Transfer Agreement where applicable.
  • Vercel — hosts the Vehtra frontend application and serves pages from a global edge network. Transfers outside the UK are protected by the UK International Data Transfer Agreement where applicable.

6. International transfers

Where personal data leaves the United Kingdom, Vehtra relies on appropriate safeguards including the UK International Data Transfer Agreement, the EU-US Data Privacy Framework or other lawful mechanisms.

7. Retention

Account data is retained while your account is active and for a reasonable period after closure. Inspection records are retained while the operator’s account is active, so operators can meet their own record-keeping obligations under DVSA legislation. We retain inspection data for a minimum of 18 months (exceeding the 15-month DVSA minimum); inspection records older than 18 months may be deleted periodically when appropriate. Data may be retained for longer where required by law, and on account closure operators may request an export of their data.

8. Your UK GDPR rights

You have the right to:

  • Access the personal data we hold about you.
  • Have inaccurate data corrected.
  • Request erasure of your data, subject to legal obligations.
  • Restrict or object to certain processing.
  • Receive your data in a portable format.
  • Lodge a complaint with the Information Commissioner’s Office (ico.org.uk).

To exercise any of these rights, contact us at info@vehtra.co.uk.

9. Cookies & local storage

Vehtra uses strictly necessary browser storage only:

  • A Firebase authentication token so you stay signed in.
  • A small key recording which organisation you currently have selected, so the platform remembers your choice between visits.

Vehtra does not currently use marketing or analytics cookies. If that ever changes, this policy will be updated and consent will be sought before any non-essential cookies are set.

10. Children

Vehtra is not directed at people under the age of 18 and is not intended for use by children. Please do not register if you are under 18.

11. Changes to this policy

Material changes to this policy will be notified by email with reasonable notice. Minor changes will be reflected by updating the "Last updated" date at the top of this page.

12. Contact

Questions about this policy or about how we handle your personal data can be sent to info@vehtra.co.uk.