Privacy & Cookie Policy

This policy covers the DriveOps marketing website (driveops.uk), the DriveOps web platform (app.driveops.uk), and the DriveOps mobile app.

1. Data controller

DriveOps is operated by Tolmon Limited, the data controller responsible for personal information collected through the DriveOps marketing website and platform.

Tolmon Limited

Company registered with Companies House

Company number: 14468414

Registered office:
510 The Chocolate Factory
5 Clarendon Road
London
N22 6XJ
United Kingdom

For data protection enquiries: info@tolmon.com

2. What information we collect

Marketing website (driveops.uk)

• Demo request and contact forms: name, email address, company, role, production details, and any message you choose to include.
• Server logs from our hosting provider, including IP address, browser type, and request paths.
• Cookie consent preference (stored in your browser).

Platform (app.driveops.uk and the DriveOps mobile app)

For account holders (captains, transport coordinators, administrators):

• Account details: name, email address, role, production assignment, password hash.
• Session data: authentication tokens, login timestamps, IP address.
• Optional profile picture.

For drivers using the mobile app:

• Identity: name, email address, driver category, assigned vehicle.
• Location data: GPS coordinates, timestamps, speed, and heading. Location is collected only while a shift is active and the app is either in the foreground or running as a background service with a persistent system notification.
• Vehicle data: odometer readings, fuel or charge level, and vehicle snapshots at shift start and end.
• Movement data: journey traces, idle periods, and route efficiency calculations.

For all platform users:

• Application logs and error reports (via Sentry) for stability and debugging.

We do not knowingly collect special category data (Article 9 UK GDPR) such as health, biometric, racial, religious, or trade-union data. The DriveOps platform is not designed to capture this information.

3. How drivers' data reaches us

Drivers are typically invited to DriveOps by their production's transport captain rather than signing up directly. When this happens:

• The captain provides the driver's name, email address, and vehicle assignment.
• The driver receives an invitation email and downloads the DriveOps mobile app.
• On first launch, the app presents a privacy notice describing what is collected, why, and how to exercise your rights. Acknowledgement is required before any location tracking begins.
• Drivers can request access, correction, or deletion of their data at any time by contacting info@tolmon.com, regardless of how their account was created.

This notice is provided to satisfy our obligations under UK GDPR Article 14 (information to be provided where personal data has not been obtained from the data subject).

4. Cookies and similar technologies

We do not use any other cookies, tracking pixels, analytics scripts, or advertising technologies on the marketing site. Inside the platform, we use only the session cookies required to keep you logged in.

5. Third-party services and processors

We use the following providers to operate DriveOps. Each acts as a data processor under our written instructions:

• Vercel (Vercel Inc., USA): hosting and CDN for the marketing site and web platform.
• Railway (Railway Corp., USA): backend API hosting and PostgreSQL database hosting.
• Resend (Resend Inc., USA): transactional email delivery, invitations, password resets, account notifications, and demo follow-up.
• Sentry (Functional Software Inc. trading as Sentry, USA): application error monitoring and performance tracing.
• Apple Push Notification service (Apple Inc., USA) and Google Firebase Cloud Messaging (Google LLC, USA): push notification delivery on iOS and Android.
• Expo / EAS (650 Industries Inc., USA): mobile app build infrastructure and over-the-air update delivery.
• Google LLC (USA): Google Maps Platform for displaying location, routes, and addresses in the DriveOps mobile app.
• What3Words Limited (United Kingdom): conversion between GPS coordinates and three-word location addresses.

We may add or change processors over time. Where we do, we will update this list and rely on equivalent contractual safeguards.

6. International transfers

Several of our processors are based in the United States. When we transfer personal data outside the United Kingdom, we rely on one or more of the following safeguards under UK GDPR Chapter V:

• The UK Extension to the EU-US Data Privacy Framework (the "UK-US Data Bridge"), where the receiving organisation is certified.
• Standard Contractual Clauses approved by the European Commission together with the UK International Data Transfer Addendum issued by the ICO.
• The UK International Data Transfer Agreement (IDTA).

You can request a copy of the safeguards that apply to a specific transfer by contacting info@tolmon.com.

7. Legal basis and purpose

Where we process personal data, we do so on the following legal bases under the UK GDPR:

• Contract performance (Article 6(1)(b)): operating your DriveOps account, processing demo requests, and providing the platform.
• Legitimate interests (Article 6(1)(f)): server logging for security, error monitoring, fraud prevention, product improvement, and operational telemetry. We have carried out a balancing test for each of these and consider that the processing does not override your rights and freedoms. You can request a summary of this assessment.
• Consent (Article 6(1)(a)): cookie preferences, optional product communications, and location tracking on the mobile app (acknowledged at first launch).
• Legal obligation (Article 6(1)(c)): retaining financial records as required by UK tax law.

8. Automated decision-making and profiling

We do not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals. Route efficiency scores, idle detection, and CO2e calculations are descriptive only, they are not used to make employment decisions about drivers, and we do not provide them to third parties for that purpose.

9. Your rights under UK GDPR

You have the following rights in relation to personal data we hold about you:

• Right of access (Article 15): request a copy of the personal data we hold.
• Right to rectification (Article 16): ask us to correct inaccurate or incomplete data.
• Right to erasure (Article 17): request deletion of your personal data where there is no overriding legitimate reason to continue holding it.
• Right to restrict processing (Article 18): ask us to limit how we use your data while a query or objection is resolved.
• Right to data portability (Article 20): receive your data in a structured, commonly used, machine-readable format.
• Right to object (Article 21): object to processing based on legitimate interests.
• Right to withdraw consent (Article 7(3)): where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.
• Rights related to automated decision-making (Article 22): described above, we do not carry out such processing.

To exercise any of these rights, contact us at info@tolmon.com. We will respond within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. How to withdraw consent

Click the Cookie preferences link in the footer to review or change cookie choices. Selecting "Reject All" sets your preference to essential-only and stores that choice for six months.

To withdraw consent for location tracking on the mobile app, revoke location permission in your device settings. The app will continue to function for tasks that do not require location.

11. Children

DriveOps is a business-to-business service for film and TV production transport teams. It is not directed at, and we do not knowingly collect personal data from, individuals under the age of 18.

12. Data retention

We retain different categories of data for different periods.

Account and personal data

Your name, contact details, profile information, and account preferences are retained while your account is active. If you request account deletion via driveops.uk/delete-account, this data is removed within 30 days of a verified request.

Journey data and GPS history

GPS coordinates, timestamps, and movement traces are collected while drivers are on shift. After account deletion or a partial deletion request:

• Individual journey records are pseudonymised, driver name, driver identifier, vehicle registration, and account identifier are removed, and retained for 7 years to support emissions audits, BAFTA Albert verification, and dispute resolution. After 7 years, individual records are deleted.
• Aggregate emissions data (totals and averages by production, by month, and by vehicle category, with no individual-level granularity) is retained indefinitely for industry sustainability reporting and benchmarking. Aggregate data does not identify individuals and is not personal data under UK GDPR Article 4.

Vehicle snapshots, odometer readings, and fuel or charge data

Retained while the production is active and for 7 years after production completion to support insurance and emissions reporting, then deleted or aggregated as described above.

Financial records

Invoices, billing information, and transaction records are retained for the periods required by UK tax law: VAT records for 6 years and company tax records for 7 years from the relevant accounting period.

Support and contact correspondence

Emails and form submissions you send to us are retained for up to 2 years to handle follow-up queries, then deleted unless required for legal or accounting purposes.

Application logs and error reports

Sentry error reports and operational logs are retained for 90 days unless required for ongoing incident investigation.

Cookie preferences

Stored in your browser and expire after six months. We do not retain copies on our servers.

Records of deletion requests

When you submit a deletion request, we retain a record of the request (your name, email, the categories of data you asked us to delete, and the date) for 6 years to demonstrate compliance with our obligations under UK GDPR. This is the limitation period for civil claims under English law and is permitted under UK GDPR Article 17(3)(e).

To request deletion of your account or specific data, visit driveops.uk/delete-account.

13. Security

We use technical and organisational measures appropriate to the risk to protect personal data, including:

• TLS encryption for all data in transit.
• Encryption at rest for our PostgreSQL database.
• httpOnly, Secure session cookies on the web platform; bearer tokens with short expiry on mobile.
• Parameterised SQL and input validation to mitigate injection attacks.
• Rate limiting on authentication endpoints.
• Role-based access control, soft deletes, and audit logging.
• Restricted CORS policy and strict content security headers.

No system is perfectly secure, but we work to maintain protection appropriate to the risk in line with UK GDPR Article 32.

14. Data breaches

In the unlikely event of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, we will:

• Notify the Information Commissioner's Office within 72 hours of becoming aware, as required by UK GDPR Article 33.
• Notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms, as required by Article 34.

15. Updates to this policy

We will update the date at the top of this page when material changes are made. For substantive changes affecting how your data is used, we will also notify active platform users by email. We encourage you to review this policy periodically.