Privacy Policy
This document outlines how Volteras collects, uses, and protects your personal information when you interact with our services. Your privacy is our priority.
Privacy statement summary
This Privacy Policy (the Policy) explains how your information is collected, used and disclosed by Volteras Technologies Limited. This Policy applies where we are acting as a Data Controller, where we determine the purposes and means of the processing of that personal data, for example with respect to the personal data of our website visitors, service users, clients, partners etc.
In certain limited cases, Volteras also acts as a data controller for specific categories of vehicle data obtained directly from OEM integrations, for example to operate, monitor and improve our platform and ensure secure delivery of services to our clients. Where Volteras processes vehicle or driver-related data on behalf of a client under their instructions, we act instead as a data processor and that processing is governed by the contractual data-protection terms agreed with the client.
1. Who will use my data?
Volteras Technologies Limited
2. What for?
We will store and process your data in order to allow us to provide our products and services. If you contact us, we may also send you information that we think you will be interested in. This may include a range of related products and services. We will also send any relevant details to authorities and any other organisation that requires them by law.
3. What will happen if I contact you?
If you contact us, we will use your data to send you the information that you have requested and updates, and other information that we think you will be interested in. This may include a range of related products and services.
4. What data will be stored?
We will store your personal details in order to provide our services and run our company. This includes your contact details, company information, and in some cases financial information, and in engagement of contract data and information related to services (including vehicle connectivity information, telemetry ingestion/normalisation as instructed, developer portal access, observability, security monitoring, customer support).
5. What data will be shared?
We will not share your data with any third parties other than as described here, to fulfill our obligations to you, operate and develop our company, and to protect our interests. We will only share any data that is particularly relevant to our process in order to provide the services that we offer. We may share your information with regulators or legal bodies that request it. We may also share your data with international organsations, for instance, to service providers located outside the UK/EEA (such as cloud hosting or monitoring providers). Where this is the case, we will ensure your data is kept secure and appropriate controls, agreements, and risk assessments have been completed.
6. How long?
We only retain personal data for as long as necessary to fulfil the purposes set out in this Policy or to meet our legal, regulatory, and contractual obligations. In general: enquiry or marketing data is retained for up to 2 years after the last contact (unless consent is renewed); client and user data is retained for the duration of the contract plus 90 days after termination; financial/transactional records are retained for up to 7 years to meet legal obligations. After the applicable period, personal data is securely deleted or anonymised in line with our Data Retention and Disposal Policy, which is reviewed annually as part of our ISO 27001 and SOC 2 compliance programmes.
7. Who can access my data?
We will never sell, share or otherwise distribute your data to any other third party other than as described here. Access to your data is carefully controlled.
8. How is my data kept secure?
We use cookies and similar tracking technologies to track the activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
About this privacy policy
This policy sets out how we will collect, store, and process the information you provide to us, the information we collect as a result of our interaction, the information we collect about you from other sources, or the information we service about you by using the information we hold. This policy helps to protect us from data security risks, including breaches of confidentiality, failing to offer choice, reputational damage, and any other risks inherent in the collection, storage, or processing of your data.
Principles of Processing Personal Information
The General Data Protection Regulation (GDPR) describes how organisations must collect, handle, process, and store personal information. These rules apply regardless of whether data is stored electronically, on paper or other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. GDPR is underpinned by eight important principles. These say that personal data must:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant, and not excessive
- Be accurate and kept up to date
- Not be held for any longer than is necessary
- Be processed in accordance with the rights of the data subjects
- Be protected in appropriate ways
- Not be transferred internationally unless the destination ensures an adequate level of protection
We take these responsibilities seriously; this document describes our approach to data protection.
Who we are and how to contact us
Volteras Technologies Limited is registered in the United Kingdom and is registered with the Information Commissioner's Office under registration number ZB050743. The Data Protection Lead is Ashley Sainsbury.
Data Protection Officer: Volteras Technologies Limited has appointed Trust Keith Ltd as its external Data Protection Officer (DPO). You may contact our DPO for any questions about this Privacy Policy or our data protection practices
Company name: Trust Keith Ltd.
DCompany address: 20-22 Wenlock Road, London,N1 7GU
Email address: privacy@volteras.com
Data Protection OfficerVolteras Technologies Limited has appointed GDPR Local Ltd as its external Data Protection Officer (DPO). You may contact our DPO for any questions about this Privacy Policy or our data protection practices:
Company name: GDPR Local Ltd.
Company Address: 1st Floor Front Suite 27-29 North Street, Brighton England BN1 1EB
Email Address: dpo.support@gdprlocal.com
To whom does this privacy policy apply?
We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
- Clients
- Customers
- Suppliers
- Partners
- Web visitors
- Mailing list recipients
- Prospects
What this policy applies to
This section describes the purposes for processing your data and applies to the information about yourself that you choose to provide us with or that you allow us to collect. This includes:
- The information you provide when you contact us
- When you contact us to discuss using our services
- Information we collect about how you use the website
- Information relating to services we offer to you and other transactions including financial and other personal information required to complete these transactions
- Information that is given and stored as part of our ongoing relationship
- Information we collect as a result of our interaction
- Information we collect about you from other sources
- Information we service about you by using the information we hold
- Information related to vehicles where we provide services (e.g. VIN, telemetry, odometer, charging data, battery state of health)
We do not routinely collect or process sensitive data about you. However, where this is the case we will ensure we ask for your consent where applicable and take appropriate precautions to protect your data.
How your information will be collected and used
We will only use your personal data for the purposes for which we collected it and as you would reasonably expect your data to be processed and only where there is a lawful basis for such processing, for example:
| Purpose/Activity | Type of data | Lawful basis for processing |
|---|---|---|
| To register you as a new client, partner, or supplier | Identity, contact | Performance of a contract |
| To operate and maintain the Volteras data platform, including vehicle connectivity, telemetry ingestion, and API access | Identity, contact, technical, vehicle data (VIN, telemetry, charging, etc) | Performance of a contract; legitimate interests (to ensure service integrity and security) |
| To provide access to the developer portal, observability tools, and technical support | Identity, contact, technical | Performance of a contract |
| To communicate with you about our products, platform updates, or related services | Identity, contact, marketing and communications | Legitimate interests; consent (where required for marketing) |
| To manage billing, payments, and financial records | Identity, contact, financial, transactional | Performance of a contract; legal obligation |
| To administer and secure our systems and website | Identity, contact, transactional, usage | Legitimate interests (network and information security); legal obligation |
| To meet legal, regulatory, and audit requirements | Identity, contact, transactional, audit | Legal obligation |
| To analyse aggregated or anonymised data to improve our platform performance and security | Technical, usage, vehicle data (aggregated/anonymised) | Legitimate interests (internal product improvement and security monitoring) |
| To manage supplier and vendor relationships | Identity, contact, business details, certification info | Legitimate interests; legal obligation |
| To conduct security testing, vulnerability management, and audit logging | User accounts, technical, usage | Legitimate interests (ensuring system and data security) |
| To record and manage incidents, service tickets, or data protection enquiries | Identity, contact, technical, communication records | Legal obligation (GDPR accountability); legitimate interests (incident resolution and compliance) |
| To recruit and assess candidates for employment opportunities | Identity, contact, employment-related CV/resume | Legitimate interests (recruitment); consent (where required) |
| To manage company events, webinars, or marketing campaigns | Identity, contact, marketing and communications | Consent (where required); legitimate interests (client engagement) |
| To facilitate collaboration and communication with clients and partners through shared tools (e.g. Slack Connect, Notion guest access, email) | Identity, contact, communication records, technical logs | Performance of a contract; legitimate interests (efficient communication and project management) |
In most cases, Volteras acts as a data controller, for example, when we process personal data relating to our website visitors, client or partner representatives, or developer portal users. In some cases, Volteras may also act as a data controller for specific categories of vehicle data obtained directly from OEM integrations, such as for operating, monitoring and improving our platform and ensuring secure delivery of services to our clients. Where Volteras processes vehicle or driver-related data solely on behalf of a client under their documented instructions, we act as a data processor, and that processing is governed by our contractual data-protection agreements with the client.
We may collect and process information about you, including your name, mailing address, contact details (including email address and mobile phone number), your company's name, your company's address, information you provide to us in your communications with us, or with third parties if we are copied. We may take personal information from a range of sources.
We will use your data for the purpose it was collected. Where we have your consent or another lawful basis, we may also use your personal information to send you marketing communications about services, promotions, and offers that may be of interest to you. This document explains how you can manage your communication preferences. Even if you opt out of marketing communications, we may still send you important service-related messages, including those necessary for the provision of any services we offer you. You will only receive marketing communications from us if:
- You requested information from us
- You provided us with your details and ticked the box for us to send you marketing communications
- You have not opted out of receiving marketing
- We have an appropriate lawful basis for processing your personal data for this purpose
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
How to change your preferences
We operate in line with the GDPR data protection guidelines. We respect your rights and will respond to any request for access to personal information and requests to delete, rectify, transfer data and to stop processing. We will also advise you on how to complain to the relevant authorities. Where possible any requests or objections should be made in writing to the Data Controller, or you can visit our website, call, or email us to contact us to exercise your rights, make a complaint, or change your preferences at any time.
Opting out at a later date
You have the right to amend or withdraw your consent at any time, including opting out of marketing communications or the processing of financial data. You can also object to the processing of your data and request its deletion. We respect all user rights as defined in the GDPR. If you have any questions, comments, or wish to file a complaint, please contact us.
How we store and process your data
Your data will be collected, stored and processed securely. In cases where we transfer your data internationally, we will ensure we take appropriate precautions to protect this data. Your data will normally be stored for up to 7 years in order to meet our legal obligations and protect our interests.
We will only use your personal data for the purposes for which it was collected unless we reasonably believe that another use is necessary and compatible with the original purpose. If you would like more information about the compatibility of a new purpose with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis for doing so.
In certain circumstances, we may be legally required to disclose your personal information without your knowledge. These circumstances include legal obligations, ongoing or prospective legal proceedings, or to establish, exercise, or defend our legal rights. This may involve providing information to others for fraud prevention or credit risk reduction. We may also disclose information if we believe a court or other competent authority would likely order us to do so.
Our obligations
As the Data Controller, we are legally responsible for the handling of the information you provide to us. We are committed to complying with the GDPR in all aspects of how we use and share your personal data.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access to your personal data
- Request correction of your personal data
- Request erasure of your personal data
- Object to processing of your personal data
- Request restriction of processing your personal data
- Request transfer of your personal data
- Right to withdraw consent
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.
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.
We aim 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.
Third parties
We may have to share your personal data with selected third parties in order to meet our obligations to you and for the purposes described in this document:
- Service providers who provide IT and system administration services
- Third parties including data processors, suppliers, service providers, equipment providers, and other third parties as required to run and grow our business
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, credit scoring, banking, legal, fraud protection, insurance and accounting services
- Other technology companies providing tracking, analytics, and advertising companies
- Social media companies
- Partners and other organisations involved in the provision of our services to you and as required to operate our company
- Government organisation, regulators, other legal authorities and other relevant jurisdictions who require reporting of processing activities in certain circumstances
- Third parties to whom we sell, transfer, or merge parts of our business or our assets
- Other companies as required to meet our obligations to you and run our business
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
Security
We apply a range of technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, or disclosure. These measures include:
- Encryption of data in transit and at rest
- Device and identity management through secure endpoint controls
- Access controls and authentication mechanisms
- Continuous monitoring and logging of systems
- Regular security testing and vulnerability management
Access to personal data is limited to authorised personnel and trusted service providers who have a legitimate business need to know. They are bound by confidentiality and contractual obligations.
In compliance with GDPR requirements, we will report any data breaches or potential breaches to the relevant authorities without undue delay and, where feasible, within 72 hours of becoming aware of them, and we notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms. If you have any questions or concerns regarding your data usage, please contact us.
Our website may contain links to third-party websites, plug-ins, and applications. Interacting with these links or connections may enable third parties to collect or share your data. We have no control over these third-party websites and are not responsible for their privacy practices. We encourage you to review the privacy policy of each website you visit after leaving our site.
Cookies
Our website uses cookies, small text files stored on your device, to make the site work properly and to help us understand how it is used.
- Essential cookies are needed for core functionality such as page navigation and security. These are always active.
- Analytics and preference cookies help us improve the site and remember your preferences; these are only used if you choose to allow them.
Cookies do not give us access to your computer or any information other than the data you choose to share with us.
When you first visit our site, you will see a cookie banner that lets you accept or reject non-essential cookies. You can change or withdraw your consent at any time through our cookie-settings link or via your browser.
For more information, please see our Cookie Policy or contact us using the details stated in this policy.
Contacting us, excercising your information rights and complaints
If you have any questions or comments about this Privacy Policy, wish to exercise your information rights in connection with the personal data you have shared with us or wish to complain, please contact privacy@volteras.com. We aim to process data protection requests within 30 days. SAR responses are usually free, but we reserve the right to charge for excessive or unfounded requests. We fully comply with Data Protection legislation and will assist in any investigation or request made by the appropriate authorities.
If you remain dissatisfied, then you have the right to apply directly to your local data protection authority.
You can find the list at https://www.edpb.europa.eu/about-edpb/about-edpb/members_en
You may also contact our external Data Protection Officer (Trust Keith Ltd) at privacy@volteras.com
The connected vehicle data platform
