How we look after personal data.

1. Who we are

Amarine One (“Amarine”, “we”, “us”), formerly Amarine Transport Systems, is a trading name of Amarine Trans Ltd, a company registered in England and Wales under number 10622582, whose registered office is at 104 Barclay Street, Leicester, England, LE3 0JB.

We have paid the data protection fee to the Information Commissioner’s Office, and our registration number will be shown here as soon as the ICO issues it. You can reach us about anything in this notice at support@amarineone.co.uk.

2. Who is responsible for which data

Amarine is a platform that transport operators, their drivers and their garages use to keep compliance records. Who is responsible for personal data depends on whose data it is:

• Data an operator keeps on the platform about its drivers, staff and vehicles is controlled by that operator. We process it on the operator’s behalf and only on its instructions, under the data processing terms in our Terms of Service. If you are a driver and want to ask about your records, the operator you work for is usually the right place to start. We will help them answer you.
• Data about our own customers and visitors (the people who contact us, sign up, or pay us, and visitors to this website) is controlled by us.
• Where you use the platform in your own right, for example as a garage on the workshop plan, we are the controller for your account details, and you are the controller for the records you keep about your own customers.

3. This website

No cookies, no tracking. This website does not set cookies, does not use analytics or advertising tools, and does not load anything from other companies’ servers. Its fonts are served from our own host.

Appearance preference. If you choose Light, Dark or Auto, this website saves that choice in your browser so it is remembered on your next visit. This preference stays on your device and is not used for tracking.

Server logs. Like any website, the server that hosts it records each request: the address it came from (your IP address), the page asked for, the time, and the browser used. We use these only to keep the site running and secure, and they are deleted after a short period.

If you contact us, by the Book a demo form, by email, by phone or on WhatsApp, we keep what you send us (your name, company, email address, phone number, the size of your fleet and your message) to answer you and, if you become a customer, to set up your account. What you send through the form is kept in our platform’s database in London and sent on to our mailbox by email.

The apps. The office portal and the driver app keep your sign-in, and forms you have not finished yet, in your own browser’s storage so that you stay signed in and do not lose your work. This is needed for the service you asked for, and is not used to track you.

4. Data on the platform

Depending on how an operator uses Amarine, the platform may hold:

• Identity and contact details: name, date of birth, address, phone number, email address, emergency contact.
• Driving entitlement: driving licence details and photographs, the result of DVLA licence checks (including endorsements and penalty points), Driver CPC and tachograph card details.
• Right to work: the evidence an operator records to meet its legal duty to check it.
• Work records: walkaround checks, defects and photos, incidents, training results, agreements signed, onboarding steps, tachograph infringements, work offered and accepted.
• Money: for self-employed drivers, invoices, expenses and receipts, and the bank details needed to pay them; for garages and operators, invoices between them.
• Vehicles: registrations, inspection sheets, repairs, due dates and the people who carried out the work.
• Account and security: sign-in email, the record of who did what and when, and devices used for two-step sign-in.

Details of motoring offences shown on a DVLA licence check are criminal offence data. Operators keep them because the law requires them to make sure their drivers are entitled to drive, and we hold them only on the operator’s behalf.

5. Why we use it, and on what basis

For data we control, we rely on these lawful bases under the UK GDPR:

• Contract: to provide the platform to our customers, set up their accounts, bill them and support them.
• Legal obligation: to keep accounting records and to meet other duties the law places on us.
• Legitimate interests: to keep the platform secure, prevent misuse, fix faults, improve the service, and tell businesses about Amarine when they have shown an interest. We weigh these against your rights, and you can object at any time.
• Consent: where we ask for it, for example before sending you news you have asked to receive. You can withdraw it at any time.

For data we process on an operator’s behalf, the operator decides the purposes and is responsible for having a lawful basis. For most of it, the basis is the operator’s legal duties under its operator’s licence, road transport and employment law, and its contracts with its drivers.

We do not sell personal data, and we do not use it for advertising.

6. The AI assistant and document reading

Amarine uses AI services to read documents (such as an inspection sheet or a driving licence photo) and to answer questions in the office portal and the driver app. To do that, the question and the records needed to answer it are sent to our AI provider, OpenAI.

• We send only what is needed to answer the question or read the document.
• We ask OpenAI not to store the requests, and data sent through its business service is not used to train its models. OpenAI may keep requests for a limited time to detect abuse, under its own terms.
• The AI never makes a decision about a person. Anything it proposes, such as a booking or a training assignment, is shown to a person, and nothing happens until that person confirms it. Figures such as due dates and amounts are worked out by the platform, not by the AI.

7. Who we share it with

We use a small number of service providers to run Amarine. Each one processes data only on our instructions and under a written contract:

Inside the platform, each company sees only its own records. A garage sees only the vehicles an operator has given it. A transport manager sees only the companies they work for.

We may also share data where the law requires it, for example with the police or a regulator, or to protect our rights. If the business is sold, data would pass to the buyer under the same protections.

8. Data outside the UK

The platform’s database and files are kept in the UK, in a London data centre. Where a provider handles data outside the UK (see section 7), we make sure it is protected by safeguards recognised under UK law, such as the UK Extension to the EU-US Data Privacy Framework or the International Data Transfer Addendum. Our website host keeps its backups in Germany, in the European Union, which UK law recognises as protecting personal data adequately.

9. How long we keep it

• Records on the platform are kept for as long as the operator’s account is open, so the operator can show them when asked. DVSA expects maintenance and inspection records to be kept for at least 15 months, and the operator decides how long beyond that.
• When an operator leaves, it can ask us for a copy of its records for 30 days. After that we delete them within 90 days, except for anything the law requires us to keep. Backups are overwritten on a rolling cycle.
• Billing records are kept for six years after the end of the financial year they relate to, as UK tax law requires.
• Enquiries from people who do not become customers are deleted after 12 months.
• Server logs are kept for a short period for security, and then deleted.

10. How we keep it safe

Data is encrypted in transit and at rest. Each company’s records are kept apart by the database itself, not only by the screens. Office accounts can be protected with two-step sign-in. Every change to a record is kept with who made it and when. Records that count as evidence cannot be deleted, only voided with a reason. If a breach affecting personal data happens, we will tell the operators concerned without undue delay, and the ICO where the law requires it.

11. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data held about you;
• have inaccurate data corrected;
• have data deleted, where there is no longer a good reason to keep it;
• restrict or object to how it is used, including to marketing at any time;
• receive data you gave us in a format you can take elsewhere;
• withdraw consent, where we rely on it.

Some rights have limits. For example, an operator may have to keep a record because the law requires it. We will answer within one month. There is no charge in most cases.

If the data is held by an operator on the platform, ask the operator first. We will help them answer you. If you are not sure who to ask, write to us at support@amarineone.co.uk and we will point you in the right direction.

12. Questions and complaints

Please contact us first at support@amarineone.co.uk, and we will try to put things right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, or 0303 123 1113.

13. Changes to this notice

We will update this notice when what we do with personal data changes, and change the date at the top. If a change matters to our customers, we will tell them before it takes effect.