Privacy Policy

Last updated: 11 May 2026 · Effective from September 2020

Your privacy is important to us and we are committed to protecting it. PeakPulse is a product of Proximitum Limited ("Proximitum", "we", "us"). The primary purpose of this Privacy Notice is to explain how we collect, use, and safeguard personal data when you use the PeakPulse fleet-management platform (the "Service"), the Proximitum website, and any related mobile applications. We take care to protect the privacy of customers and users and, if we do ask you to provide certain information, you can be assured that it will only be used in accordance with this notice.

Proximitum is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation where applicable, and the Data Protection Act 2018 (DPA 2018). This Privacy Notice sets out your rights, and the basis on which we collect, use and disclose personal data about you. Proximitum will always aim to be transparent about how we process personal data.

1. Who we are

Data controller

Proximitum Limited

Registered office

Suite 3, Offices, Britannia Estate, New Rd, Sheerness ME12 1NB

Telephone

+44 (0) 203-875-8930

General enquiries

hello@proximitum.com

Privacy / DPO

enquires@proximitum.co.uk

2. Your rights

You are entitled to know whether we hold personal data about you and, if we do, to have access to that personal data and request that it be corrected if it is inaccurate. You can also choose to manage the marketing communications you receive by using opt-out mechanisms in emails we send to you. In such cases, we will retain the minimum personal data necessary to record that you opted out, in order to avoid contacting you again.

Under the UK GDPR you specifically have the right to:

• Access a copy of personal data we hold about you (Art. 15).
• Have inaccurate data corrected (Art. 16).
• Have data erased where applicable (Art. 17).
• Restrict processing (Art. 18) and port your data to another provider (Art. 20).
• Object to processing based on legitimate interests (Art. 21).
• Withdraw consent at any time, where consent is the basis (Art. 7(3)).
• Not be subject to automated decision-making with legal effects (Art. 22) — we do not use automated decision-making in this sense.

If you have submitted personal information through this website or the Service and wish us to cease using it for the purposes submitted, please contact enquires@proximitum.co.uk. We respond within one calendar month.

3. How we collect information from you

We collect information through our website, the PeakPulse Service, and via third-party platforms in two ways:

• Information which is collected and stored during normal use of the site or Service, such as your IP address and the pages you visited.
• When you opt to submit personal information — for example to register for a PeakPulse account, send you further information or email alerts, view certain content such as white papers or research, apply for a job, or register for an event, conference or webinar.

4. What information we collect

The information we might collect and process about you includes:

• Your basic identification and contact details. This may include your name, company, address, telephone number, email address and other information that you provide us.
• Information about your computer, such as your IP address, operating system and browser type.
• Information about your customer relationship with us. This may include information about your previous purchases of our products and services, your billing information, events you have attended, and feedback you have given us.
• Details of your visits to our website, the pages you view and resources you access or download. Please see our Google Analytics section below and our separate cookie policy for more information.
• Details of the actions you take within emails we have sent you, for example which content you click through to read on our website.
• Information that you choose to provide by filling in a form on our website, including subscribing to newsletters and alerts, registering for a conference, or requesting content such as a white paper.
• If you contact us with an enquiry, or for information, we may keep a record of that correspondence.
• We may ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
• We may collect personal information when we meet you face to face or when you contact us either on the telephone or in writing.

PeakPulse account & authentication data

• Account data: name, work email address, hashed password, organisation name, role, country.
• Authentication data: sign-in attempts, IP address, user-agent string, multi-factor authentication secrets, registered passkeys, session identifiers.
• Communications: alert emails sent to you, support enquiries.
• Billing data: organisation contact details, billing address, plan, invoice history. We do not store payment card details — payments are processed by our payment provider.

PeakPulse fleet & driver data

• Vehicle telematics: GPS positions, speed, heading, ignition state, odometer, recorded against the vehicle's IMEI.
• Driver assignment data: which driver was assigned to which vehicle and when.
• Driver behaviour metrics: harsh-braking events, speeding, idling, walkaround inspection results, driver hours.
• Documents you upload: MOT, insurance, V5C, walkaround photos, proof of delivery, fuel receipts.

Data controller note: for vehicle and driver data captured via PeakPulse, your organisation is the Data Controller and Proximitum acts as Data Processor under a separate Data Processing Agreement. You are responsible for informing your drivers via your own privacy notice. ICO guidance for vehicle tracking is available at ico.org.uk.

PeakPulse mobile applications (Android / iOS)

• To efficiently and accurately collect driving and walkaround data, the app's location settings need to be enabled, and set to either "Always" or "While Using the App".
• Proximitum recognises the importance of privacy — data is only used for the purpose it is intended, it is not used in any other applications, and it is not shared with any third parties beyond the sub-processors listed in section 7.

Call recording. To help improve efficiency and effectiveness of some of the services provided to you by phone, we may keep a record of calls that you make to us.

5. Information we receive from third parties

We may collect information about you from third parties that we work with for the purposes of delivering to you the services that you request from us. For example, we may engage third parties for online event registration and further information requests systems; these entities will collect information directly from you on our behalf.

6. How is the information used and why is it being collected

We may use your personal information in the following ways:

• We analyse browsing activity data to understand how people use the features and functions of our website to identify improvements so that we can provide you with a better website experience.
• We analyse how you interact with the website and email content to enable us to provide you with better and more relevant content.
• To process online job applications which you fill out.
• To fulfil your requests for more information, white papers, articles, alerts, newsletters or other content. Pages that collect this type of information may provide further information as to why your data is needed and how it will be used.
• To deliver the PeakPulse Service to your organisation — account creation, authentication, processing telematics, generating reports, sending billing correspondence.
• To secure the Service against abuse (rate-limiting, account lockouts, audit logging).
• For surveys or research questionnaires to help improve our content or our services to you.
• To contact you for marketing purposes where you have agreed to this.

Lawful basis under UK GDPR Article 6

We process personal data on the following lawful bases:

• Legitimate purpose (Art. 6(1)(f)) — communicating with you to deal with your enquiries, fulfilling your requests for services and information, sending you communications which you have requested, notifying you of changes to our services, processing payment where applicable, and monitoring behaviour on our website to improve your browsing experience.
• Performance of a contract (Art. 6(1)(b)) — delivering the PeakPulse Service you have subscribed to.
• Legal obligation (Art. 6(1)(c)) — keeping accounting records, responding to lawful requests from authorities, fraud prevention.
• Consent (Art. 6(1)(a)) — where you give us your express consent, for example when you provide consent to receive marketing materials.

You have the right to object to Proximitum processing your personal information. If you wish to object, please contact us at enquires@proximitum.co.uk.

7. Who your information is shared with

In connection with any application, request or enquiry you make, your information will be passed directly to the relevant business unit within Proximitum and nowhere else.

By submitting your personal information through this website or the Service, you are consenting to it being processed in the manner described above.

We will not share your personal information with any third party, outside of Proximitum, that intends to use it for direct marketing purposes, unless we have specifically informed you and you have given us specific permission to do so.

We may use third parties — like service providers, agents or contractors — to provide support and administration assistance for the internal operations of our websites, event registration systems, applications and online advertisements. These third parties may come into contact with your personal information in the course of providing their services to us. They must provide equivalent levels of security for your personal information as Proximitum and, where required, are bound by a legal agreement to keep your personal information private, secure and to process it only on the specific instructions of Proximitum.

For the PeakPulse Service specifically, sub-processors currently include:

• Cloud hosting (UK / EEA region) for the Service infrastructure, databases and backups.
• Transactional email delivery for alerts, password resets, and notifications.
• Payment processing for plan subscriptions.
• Map tiles and reverse-geocoding — CARTO and OpenStreetMap (Nominatim) for the live map and journey playback. Only the request URL is exposed; no account-level data is sent.
• DVLA for vehicle compliance lookups (where your plan includes this feature) — registration plate only.
• Anthropic for AI-generated reports (Enterprise Plus plans only) — anonymised report prompts, no driver names.
• Professional advisers, auditors, and authorities where legally required.

8. International transfers

We may from time to time store certain personal information linked to your browsing experience in the US using an approved transfer mechanism with our third-party suppliers. However, most of our systems that would store your information are based in the UK or the European Economic Area. If we need to transfer your personal data to countries outside the European Economic Area, we will ensure that such transfers are compliant with the UK GDPR and the DPA 2018, using the UK International Data Transfer Agreement (IDTA), the EU Standard Contractual Clauses, or another approved safeguard. Appropriate measures will be put in place to keep your personal data secure.

9. How long we keep your information

Proximitum has a Data Retention Policy which mandates how long records, including personal data, must be retained. Retention periods are determined by legislation and business requirements. In most cases we will hold your data for up to 3 years after last contact, unless we have a legitimate business need or regulatory obligation which requires that we hold this data for a superseding period of time.

For the PeakPulse Service specifically:

• Account data: retained while your account is active and for 12 months after closure, then deleted or fully anonymised.
• Telematics positions: retained for the period agreed in your contract (typically 12 or 24 months), then aggregated to journey-summary records and the raw points are deleted.
• Audit logs: retained for 12 months for security and compliance purposes.
• Invoices: retained for at least 6 years per HMRC requirements.
• Backups: retained for 30 days in encrypted form.

All information will be kept securely on our systems. All personal data will be held in accordance with the Proximitum Data Retention Policy.

10. Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. These include:

• Encryption in transit (TLS 1.2+) and at rest for databases and backups.
• Argon2id password hashing, multi-factor authentication, and passkey (WebAuthn) support.
• Role-based access control with branch-level scoping for users.
• Audit logging of privileged actions and impersonation events.
• Regular dependency patching, vulnerability scanning, and access reviews.

11. Cookies and local storage

PeakPulse uses a single strictly-necessary session cookie (name pp_session; HttpOnly; Secure in production; SameSite=Strict). It exists solely to keep you signed in; without it, sign-in would not work. Under PECR this cookie is exempt from prior consent.

Browser localStorage may also be used to remember preferences such as theme (light/dark), unit (km/miles), and "you have seen the cookie notice" — none of which is sent to our servers.

12. Google Analytics

We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on.

This Analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (e.g. name or address) so this information cannot be used to identify who you are.

We have also implemented Google Analytics Demographics and Interest Reporting. This is used to gain insight into the age, gender and interests of our users to help us make decisions on how to improve the website for the future. Users can opt out of this reporting by visiting Google Ads Settings.

You can find out more about Google's position on privacy as regards its analytics service at Google support. Visitors may choose to opt-out of Google Analytics tracking with the Google Analytics opt-out browser add-on.

13. Links to other websites

Our website may also contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites, and such sites are not governed by this privacy notice. You should always look at the privacy notice applicable to the website in question.

14. The right to complain

If you have any concerns or complaints regarding the processing of your personal data, or our compliance with the UK GDPR and DPA 2018, you should contact Proximitum's Data Protection Officer at enquires@proximitum.co.uk.

You also have the right to lodge a complaint with the Supervisory Authority. Their contact details in the UK are:

• Website: www.ico.org.uk
• Telephone: 0303 123 1113
• Postal address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

15. Children

The Service is intended for use by businesses and is not directed at children under 13. We do not knowingly collect data from children. If you believe a child has signed up, contact us and we will delete the account.

16. Changes to our Privacy Notice

Proximitum may change this notice by updating this page. You should check this page from time to time to ensure that you are happy with any changes. Material changes will be communicated to account administrators by email at least 30 days before they take effect. The "Last updated" date at the top reflects the current version. This privacy notice is effective from September 2020.

17. Contacting us

If you can't find what you're looking for here, or have concerns about our use of personal data, please contact enquires@proximitum.co.uk or by post to:

Proximitum Limited
Suite 3, Offices, Britannia Estate
New Rd, Sheerness ME12 1NB
Tel: +44 (0) 203-875-8930
hello@proximitum.com