Driver Walk-around Check App

Privacy Policy

Welcome to Distinctive System’s privacy policy for the Driver Walk-around Check App.

Distinctive Systems Limited (We or DSL) respects your privacy and is committed to protecting your personal data.  This privacy policy will inform you how we look after your personal data when you use our app and tell you about your privacy rights and how the law protects you.

1. Important information and who we are

(a) Important information about this App

The App will only work if the company that you work for or are employed by (your Employer) has DSL’s Vehicle Maintenance System or Vehicle Maintenance System Walk-around Check Edition (VMS).  If that is not the case then we recommend that you delete the App immediately.

The App will ask to use the camera on your device and to permit use of your GPS location. If you are not willing to agree to these then you must decline such permission on your device. If you agree to use of your camera and/or your GPS location then the record of the GPS location at which you use the App to carry out a driver walk-around check and any photographs submitted to the App will be retained by us and passed to your Employer.

This app is not intended for use by anyone under the age of 18. We do not knowingly collect data relating to children.

This app uses Google Maps to record your location.  We therefore recommend that you read Google’s privacy policy which sets out how Google will use your personal data.

(b) Purpose of this Privacy Policy

By using Driver Walk-around Check App (the App) you will provide certain personal data to us.  It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

By downloading and using the App you are accepting and consenting to the practices described in this policy.

(c) Data Controller

Distinctive Systems Limited is the data controller and responsible for your personal data.  Your Employer will have their own rules and procedures on the use of your personal data and you should familiarise yourself with these as well as reading this privacy policy.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

(d) Contact Details

Our full details are:

Full name of legal entity: Distinctive Systems Limited
Name or title of DPO:  Catherine Whitehead
Email address:
Postal address: Amy Johnson Way, York, YO30 4XT

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues ( We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

(e) Changes to the privacy notice and your duty to inform your Employer of changes

This version was last updated on 18th May 2018.

It is important that you notify your Employer of any changes to your personal data. Your Employer can update your personal data through VMS. 

2. The data we collect about you

We may collect and process the following data about you:

The information you give us may include your name, e-mail address, your password and the name of your Employer.

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.

3. How we use your personal data

We will only use your personal data when the law allows us to.  We will use your personal data in the following ways:

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We do not use your data for marketing purposes.

4. Disclosure of your information

We will share your personal information with your Employer as joint Data Controllers. We will provide your Employer with the information you submit to the App in carrying out the driver walk-around checks including the GPS location data recorded at the place where the driver walk-around check was carried out or the defect in the vehicle was reported and any photographs you have submitted as part of the driver walk-around check or defect report and the length of time taken to complete the driver walk-around check.

We may also share your data with:

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. Where your personal data is stored

All information you provide to us is stored on a cloud server located in the UK before being transferred to your Employer.  If you are using the App within the EEA, your personal data will not be transferred outside of the EEA.

6. Data Security

Where your Employer has given you or you have chosen a password which enables you to access the App, you are responsible for keeping this password confidential. We ask you not to share your password with anyone outside of your organisation.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted by the App; any transmission is at your own risk. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed once it has been received by us. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.  It is your Employer’s responsibility to ensure the security of information received by them.

We have put in place procedures to deal with any actual or suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

8. Your rights

(a) Data Subject Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

9. Glossary


Data Protection Legislation: (i) until 24th May 2018, the Data Protection Act 1998 then (ii) unless and until the GDPR is no longer directly applicable in the UK, the General Data Protection Regulation ((EU) 2016/679) and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then (iii) any successor legislation to the GDPR or the Data Protection Act 1998.

GDPR: General Data Protection Regulation ((EU) 2016/679).


Internal Third Parties

Other companies in the Distinctive System’s group acting who are based in the USA and Australia where those companies request support from us on behalf of their customers (i.e. your Employer).

External Third Parties