Last updated 6 October 2026
VM21 Driver Privacy Policy and Terms of Use
This document covers how Vehicle Movement 21 Ltd handles your personal information in the VM21 Driver app (Part 1) and the terms for using the app (Part 2).
Part 1: Privacy Policy
This policy explains how Vehicle Movement 21 Ltd ("VM21", "we", "us") collects and uses personal information when you use the VM21 Driver app ("the app"). VM21 is the data controller for this information. If you have any questions, contact us at vehiclemovement21@gmail.com or on 07557 344 877.
Who the app is for
The app is only for drivers who work with VM21. Accounts are created by the VM21 office. There is no public sign-up, and the app is not intended for anyone under 18.
What we collect
| Information | Why we collect it |
|---|---|
| Account details: your name, email address and phone number. Drivers sign in with a one-time code emailed to them, so no password is stored for a driver | To sign you in, show you your jobs and contact you about your work |
| Job information: the jobs assigned to you, their status and when you start and complete them | To organise vehicle collections and deliveries and keep the office up to date |
| Vehicle photos and damage notes taken at check-in and check-out | To keep a record of each vehicle's condition at collection and delivery, and to deal with any disputes about damage |
| Precise location, recorded only at the moment you complete a check-in, check-out or add a receipt | To confirm where a vehicle was collected and delivered and where an expense was incurred. The app does not track your location in the background or between these actions. |
| Receipt photos and expense details: category, amount, VAT and notes | To reimburse expenses, charge them correctly to the job and keep accounting and tax records |
| Technical information: device type, operating system and app version, in our systems' request logs | To keep the app working, fix problems and keep it secure |
The app asks for permission before it uses your camera or location. You can change these permissions at any time in your phone's settings, but check-ins, check-outs and receipts cannot be completed without them.
The app does not show advertising, does not track you across other companies' apps or websites, and we do not sell your personal information.
Our legal reasons for using your information
- Contract: to provide the work arrangement between you and VM21, including assigning jobs and paying expenses.
- Legitimate interests: to keep reliable records of vehicle condition and location for our customers, insurers and to resolve disputes, and to keep the app secure.
- Legal obligation: to keep financial records such as receipts and VAT information for HMRC.
Who we share it with
We only share your information where we need to:
- Service providers who run the app for us under contract: Red Software Development Ltd (app development and support) and Supabase (secure database and file hosting). They may only use your information to provide their services to us.
- Our customers, such as dealerships and vehicle owners, who may receive condition photos, notes and delivery times for their own vehicles.
- Our accountants, insurers and professional advisers, where needed for bookkeeping, insurance claims or legal advice.
- Authorities such as HMRC or the police, where the law requires it.
Some of our service providers may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place as required by UK data protection law, such as the UK International Data Transfer Agreement or an adequacy decision.
How long we keep it
- Account details: for as long as you work with VM21, then up to 12 months afterwards.
- Job records, vehicle photos, notes and location stamps: up to 6 years after the job, to deal with claims and disputes.
- Receipts and expense records: 6 years from the end of the financial year they relate to, as required for tax purposes.
- Technical and crash information: up to 12 months.
Keeping it secure
Information is sent over encrypted connections and stored with access controls, so drivers only see their own jobs and receipts, and pay and financial information stays with the office.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong
- ask us to delete your information, where we are not required to keep it
- object to, or ask us to restrict, how we use it
- ask for your information in a portable format
To make a request, including a request to close your account and delete your data, email vehiclemovement21@gmail.com. We will respond within one month.
If you are unhappy with how we have used your information, please contact us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed, and we will tell you in the app or by email about any significant changes.
Part 2: Terms of Use
These terms apply to your use of the VM21 Driver app ("the app"), provided by Vehicle Movement 21 Ltd ("VM21", "we", "us"). By signing in and using the app you agree to them. They sit alongside any agreement you have with VM21 for driving work, and if the two conflict, your driving agreement takes priority.
1. Who can use the app
The app is only for drivers who have been given an account by VM21. You must be 18 or over. Your access ends when you stop working with VM21, or earlier if we suspend it under section 6.
2. Your account
- Keep the sign-in codes emailed to you private, and do not let anyone else use your account or the email address it is tied to.
- Tell the office straight away if you think someone else has accessed your account or if your phone is lost or stolen.
- You are responsible for what is recorded through your account.
3. Accurate records
Condition photos, damage notes, times, locations and receipts recorded in the app are used by VM21, our customers and insurers. You agree to:
- photograph each vehicle honestly and record any damage you can see
- only check in and check out when you are with the vehicle at the collection or delivery point
- only upload genuine receipts for expenses you have actually paid for the job
- not alter photos, receipts or location information
Submitting false or misleading information may lead to your access being suspended and may be dealt with under your driving agreement.
4. Using the app safely
Never use the app while driving. Only use it when the vehicle is parked safely. Follow the law and the Highway Code at all times.
5. Acceptable use
You must not copy, modify, reverse engineer or try to gain unauthorised access to the app or its systems, interfere with how it works, or use it for anything other than your work with VM21.
6. Suspending access
We may suspend or end your access at any time if you stop working with VM21, if we reasonably believe you have broken these terms, or to protect the security of the app.
7. Availability and changes
We aim to keep the app available and working, but we cannot promise it will always be uninterrupted or error free, for example when there is no mobile signal or during maintenance. We may update or change the app and these terms. We will let you know about significant changes.
8. Ownership
The app and its content belong to VM21 and its licensors. We give you a personal, non-transferable licence to use the app on an Apple device you own or control, only for your work with VM21 and in line with these terms and Apple's Usage Rules.
9. Liability
Nothing in these terms limits liability that cannot legally be limited, including liability for death or personal injury caused by negligence, or for fraud. Otherwise, the app is provided as a work tool and we are not liable for losses that were not reasonably foreseeable, or for loss of data caused by your device, network or failure to keep your account secure.
10. Your personal information
Our Privacy Policy in Part 1 explains how we use your information.
11. Apple App Store terms
If you downloaded the app from the Apple App Store:
- These terms are between you and VM21 only, not Apple. VM21, not Apple, is solely responsible for the app and its content.
- Apple has no obligation to provide any maintenance or support for the app.
- If the app fails to meet any applicable warranty, you may notify Apple, and Apple may refund the purchase price (if any). To the maximum extent permitted by law, Apple has no other warranty obligation for the app.
- VM21, not Apple, is responsible for dealing with any claims relating to the app, including product liability claims, claims that the app fails to meet legal or regulatory requirements, and consumer protection or similar claims.
- If a third party claims that the app or your use of it infringes their intellectual property, VM21, not Apple, is responsible for investigating, defending and settling that claim.
- You confirm that you are not located in a country subject to a US Government embargo or designated as a "terrorist supporting" country, and that you are not on any US Government list of prohibited or restricted parties.
- Apple and its subsidiaries are third-party beneficiaries of these terms and may enforce them against you.
12. Law
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.
13. Contact
Vehicle Movement 21 Ltd, Wellington House, 32 The Green, High Coniscliffe, Darlington, DL2 2LJ. Email vehiclemovement21@gmail.com or call 07557 344 877.