Privacy Policy

1. Overview

VehIQ is a vehicle management app. We collect only the data necessary to provide the app's core functionality — tracking your vehicles, fuel, services, maintenance, expenses, and documents. We do not sell your personal data. We do not show you advertising. Your data is used solely to make the app work for you.

This policy describes our privacy practices in compliance with applicable laws including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), Apple App Store Guidelines, and Google Play Store requirements.

2. Data We Collect

We collect data in two ways: data you provide directly, and data we collect automatically when you use the app.

Data You Provide

Data Collected Automatically

3. How We Use Your Data

We use the data we collect for the following purposes:

• Providing the App: Storing and displaying your vehicle, fuel, service, expense, and document records.
• Maintenance Calculations: Comparing your service records against industry-standard intervals to generate health indicators.
• Efficiency Tracking: Calculating km/l, cost per km, and monthly spend from your fuel and expense logs.
• AI Receipt Scanning: Sending receipt images to our AI processing service to extract data and pre-fill form fields.
• Notifications: Sending maintenance reminders and document expiry alerts based on your stored data.
• Analytics & Reports (Premium): Generating spend summaries, trends, and vehicle comparisons from your records.
• Data Export (Premium): Formatting your data as CSV, JSON, or PDF files upon your request.
• Security: Authenticating your identity and maintaining session integrity.
• App Improvement: Using anonymised usage and crash data to fix bugs and improve the app.
• Customer Support: Responding to your inquiries.
• Legal Compliance: Meeting our obligations under applicable laws.

We process your data on the following legal bases (where applicable): contract performance (providing the app service), legitimate interests (security, app improvement), consent (notifications, optional features), and legal obligation.

4. Data Sharing

We do not sell, rent, or trade your personal data to third parties. We share data only in the following circumstances:

With Service Providers

We work with carefully selected third-party service providers who process data on our behalf and are contractually bound to handle it securely and only as instructed. These are described in Section 5.

Legal Requirements

We may disclose your data if required to do so by law or in response to valid legal process (such as a court order or government request), or to protect the rights, property, or safety of Yuki Digital, our users, or the public.

Business Transfers

If Yuki Digital is acquired by or merged with another company, your data may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

5. Third-Party Services

VehIQ uses the following third-party services to function. Each is governed by its own privacy policy:

All subscription billing is managed by Apple (App Store) or Google (Play Store) under their respective purchase terms. Yuki Digital does not have access to your payment card information.

6. Device Permissions

VehIQ requests the following device permissions. All are optional and requested only when the relevant feature is used:

You can revoke any permission at any time through your device's Settings app. Revoking a permission disables the associated feature but does not delete any data already saved.

VehIQ does not request access to your contacts list, location/GPS, microphone, Bluetooth, or health data.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the service.

• Active account data (vehicles, records, documents) is retained indefinitely while your account exists, as it is the core purpose of the app.
• Deleted records are removed from active databases within 30 days of deletion. Backup copies may be retained for up to 90 days.
• Account deletion: When you delete your VehIQ account, all associated personal data is permanently deleted within 30 days. Anonymised, aggregated usage statistics (which cannot identify you) may be retained.
• Receipt images submitted for AI scanning are processed and deleted from the AI service within 24 hours.
• Crash and analytics logs are retained for up to 12 months.
• Financial/legal records may be retained for up to 7 years to comply with tax and accounting obligations, in anonymised or minimal form.

You can delete your account and all associated data at any time from Profile → Settings → Delete Account within the app.

8. Security

We take the security of your data seriously and implement industry-standard safeguards:

• Encryption in transit: All data transmitted between the app and our servers uses TLS (Transport Layer Security) encryption.
• Encryption at rest: Data stored in our databases is encrypted at rest.
• Authentication: We use secure token-based authentication. Passwords (if used) are hashed using industry-standard algorithms — we never store plaintext passwords.
• Access controls: Server access is restricted to authorised personnel only, with multi-factor authentication required.
• Minimal data access: The App only accesses data relevant to the feature you are actively using.

No method of electronic transmission or storage is 100% secure. While we use commercially reasonable means to protect your data, we cannot guarantee absolute security. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

All Users

• Access: You can view all your data within the app at any time.
• Correction: You can edit or correct any of your data within the app.
• Deletion: You can delete individual records, vehicles, or your entire account from within the app.
• Data portability: Premium users can export all data as CSV, JSON, or PDF from Settings → Export Data.
• Notification opt-out: You can disable all notifications from your device Settings or within the app.

EEA / UK Users (GDPR)

• Right to erasure ("right to be forgotten"): Request deletion of your data by deleting your account in-app or contacting us.
• Right to restrict processing: You may request that we limit how we process your data in certain circumstances.
• Right to object: You may object to processing based on legitimate interests.
• Right to lodge a complaint: You have the right to lodge a complaint with your local data protection authority.

California Users (CCPA)

• Right to know: You may request information about the personal data we collect, use, disclose, and sell (we do not sell personal data).
• Right to delete: You may request deletion of personal data we hold about you.
• Right to opt out of sale: We do not sell personal data. No opt-out is required.
• Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise any of these rights, you can act directly within the app or contact us at the address in Section 13. We will respond to verifiable requests within 30 days (or 45 days where permitted by law).

10. Children's Privacy

VehIQ is not directed at children under the age of 13 (or 16 in the EEA/UK). We do not knowingly collect personal data from children under these ages. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately at the address in Section 13 and we will delete such data promptly.

The App is rated for users aged 4+ on the App Store and Everyone on Google Play (for content rating purposes only). Account creation and data logging features require a valid email address and are intended for adults or mature teenagers with parental consent.

11. International Data Transfers

Yuki Digital operates globally, and your data may be processed in countries other than your country of residence. When we transfer personal data outside of the EEA or UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission, or transfers to countries with an adequacy decision.

By using VehIQ, you acknowledge that your data may be transferred to and processed in these countries in accordance with this Privacy Policy and applicable data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by:

• Displaying a notice within the app before the change takes effect, and
• Updating the "Effective Date" at the top of this page.

Your continued use of VehIQ after the effective date of a revised policy constitutes your acceptance of the changes. If you disagree with the changes, you should stop using the app and delete your account.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

We aim to respond to all privacy-related inquiries within 5 business days and all formal data subject requests within 30 days.