Data Policy
This Data Policy explains how PRIM Fleet Standards collects, processes, stores, and manages data in accordance with UK data protection legislation, including the UK GDPR and the Data Protection Act 2018.
Last updated: 31 October 2025
Data Controller
PRIM Fleet Standards is the data controller responsible for your personal data. We are committed to protecting your privacy and handling your data in an open and transparent manner.
Legal Basis for Processing
We process personal data under the following legal bases:
Contract Performance
Processing necessary to fulfil our contractual obligations to you, such as providing accreditation services, training, and auditing.
Legal Obligation
Processing required to comply with legal and regulatory requirements in the fleet safety and transport sectors.
Legitimate Interests
Processing necessary for our legitimate business interests, such as improving our services, marketing, and preventing fraud.
Consent
Where you have given explicit consent for specific processing activities, such as marketing communications.
How We Collect Data
We collect data through various methods:
Direct Interactions
Information you provide when filling out forms, contacting us, or registering for services
Automated Technologies
Data collected automatically through cookies and similar technologies when you use our website
Third Parties
Information from business partners, insurers, and publicly available sources
Service Delivery
Data collected during audits, training sessions, and accreditation processes
Data Sharing and Transfers
We may share your data with:
Service providers and IT support
Professional advisers (legal, financial)
Regulatory bodies and authorities
Insurance companies and brokers
DVSA and other certification bodies
Auditors and compliance consultants
Payment processors
Marketing and communications partners
We ensure that all third parties respect the security of your data and treat it in accordance with the law. We only permit them to process your data for specified purposes and in accordance with our instructions.
Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to:
- •Recognise you when you return to our website
- •Remember your preferences and settings
- •Understand how you use our website
- •Improve website performance and user experience
- •Deliver relevant content and advertisements
You can manage your cookie preferences through your browser settings. However, blocking certain cookies may impact your experience on our website.
Security Measures
We have implemented comprehensive security measures to protect your data:
Encryption
Data transmitted over the internet is encrypted using SSL/TLS protocols
Access Controls
Strict access controls ensure only authorised personnel can access personal data
Regular Backups
Data is regularly backed up to prevent loss and ensure business continuity
Monitoring
Continuous monitoring for security threats and vulnerabilities
Data Breach Procedures
In the unlikely event of a data breach, we have procedures in place to:
- •Promptly assess the nature and scope of the breach
- •Notify the Information Commissioner's Office (ICO) within 72 hours if required
- •Inform affected individuals without undue delay
- •Take immediate steps to mitigate any damage
- •Review and improve our security measures
Changes to This Policy
We may update this Data Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the updated policy on our website and updating the "Last updated" date at the top of this page. We encourage you to review this policy periodically.
Questions About Data Protection
If you have any questions about how we handle your data or wish to exercise your data protection rights, please contact us:
Phone: 0117 279 4417
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data appropriately.