Privacy Policy

1. Purpose of this Policy

Flexy Fuels Ltd (“we”, “our”, or “us”) is committed to protecting your privacy and ensuring that your personal information is handled safely, securely, and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains what data we collect, why we collect it, how it’s used, and your rights regarding that information.

2. Information We Collect

We collect and process different types of personal data depending on how you interact with us:

• Personal Identification: Name, address, date of birth (if needed for verification).
• Contact Details: Email address, phone number, and postal address.
• Account Details: Fuel card or membership number, username, and password.
• Payment Details: Bank or card information (processed securely by approved providers).
• Vehicle Information: Registration number, mileage, fuel usage, and service history.
• Communications: Emails, enquiries, or feedback interactions.
• Website Data: IP address, browser type, and cookies used for performance and analytics.

3. How We Use Your Information

We use your personal data to:

• Provide fuel card services, fleet management, and customer support.
• Process payments and verify transactions.
• Manage your customer account and communicate about your service.
• Send invoices, receipts, and service updates.
• Improve and maintain our website and systems.
• Provide you with special offers or updates (if you’ve opted in).
• Comply with our legal, tax, and reporting obligations.

We only process your data when it is lawful to do so — for example, when necessary to perform a contract with you, to meet a legal obligation, or for legitimate business interests.

4. Data Security

Your personal information is stored securely using industry‑standard encryption and data‑protection measures.
We employ firewall protection, secure web hosting, and restricted access for authorised staff only.

If a data breach occurs that may compromise your personal information, we will notify you and the Information Commissioner’s Office (ICO) in line with legal requirements.

5. Data Retention

We keep your personal data only as long as necessary for the purpose it was collected.
Typically:

• Customer and billing records: 6 years (for accounting and legal compliance).
• Marketing contacts: until you unsubscribe or withdraw consent.

After that period, your data will be securely deleted or anonymised.

6. Sharing Your Information

We do not sell or rent your personal details.
However, we may share relevant data with trusted third parties who help us deliver services, such as:

• Payment processors and accounting providers (Stripe, PayPal, or banking partners).
• IT service suppliers and web‑hosting companies.
• Vehicle‑service and fuel‑supply partners who process orders on our behalf.
• Legal, tax, or compliance bodies where disclosure is required by law.

All third‑party partners are contractually obliged to protect your data and use it only for agreed purposes.

7. Your Data Rights

Under UK law, you have the right to:

• Access a copy of your personal data.
• Request corrections if data is inaccurate or incomplete.
• Request deletion (“right to be forgotten”) if no longer needed.
• Object to processing for marketing or profiling purposes.
• Withdraw consent at any time where processing is based on consent.
• Request data transfer to another provider (“data portability”).

To exercise these rights, email.

8. Cookies and Tracking

Our website uses cookies to enhance your experience and analyse site performance.
You can accept, reject, or manage cookies through your browser settings at any time.

For details, see our separate Cookie Notice.

9. Marketing Preferences

We may occasionally send service updates or promotional offers by email.
You can unsubscribe at any time by clicking the “unsubscribe” link in our emails or contacting us directly.

10. Changes to This Policy

We may update this Privacy Policy occasionally to reflect changes in legislation, technology, or business practice.
Any updates will appear on this page with a new “Effective Date”.

11. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact:

Data Protection Officer – Flexy Fuels Ltd