Smart Operations PRO is operated by Matt Billings, a sole trader trading as MB Driving, based in Gloucestershire, UK. For the purposes of UK data protection legislation, Matt Billings (MB Driving) is the data controller for the personal data described in this policy. If you have any questions about this policy or how we handle your data, please contact us at hello@smartoperationspro.co.uk.
Account information - when you register, we collect your name and email address, either through Google Sign-In or when you create an account with your email address and a password.
Vehicle and operational records - mileage entries, daily and weekly vehicle check records, maintenance data, tyre information, service history, renewal dates and compliance records you enter into the app. This data belongs to you.
Professional records - your ADI/PDI badge and driving licence expiry dates, ICO registration details, CPD log entries, first aid course details and any certificate photos you choose to upload. These are used only to build your own records and reminders.
Location - if you allow it, the app uses your device's location to show local weather and nearby fuel prices. See Section 5 for who receives it.
Billing information - if you subscribe, payment is handled by Stripe. We never see or store your full card details; we receive only your subscription status and a customer reference.
Usage data - basic information about how you use the app, including device type and session data, used only to maintain and improve the service.
Website statistics - anonymous, aggregated visit statistics for our website (see Section 6).
Messages you send us - if you use the contact form on our website, we receive your email address, the reason you chose and your message.
Local storage - certain preferences (such as your inspector name and vehicle settings) are stored locally on your device via your browser's local storage.
We use your data to provide and improve Smart Operations PRO, to maintain your account and subscription, to store your vehicle, compliance and professional records securely, to show local weather and fuel prices, and to reply to messages you send us. We do not use your data for advertising and we do not sell it to third parties.
Check records and mileage data are stored in line with the DVSA recommendation of 15 months minimum retention. You are responsible for maintaining compliance with any applicable record-keeping obligations, including those in the DVSA driving instructor Code of Practice.
Under UK GDPR Article 6, we rely on the following legal bases:
Contract (Art. 6(1)(b)) - processing your account, subscription, vehicle and professional records is necessary to provide the service.
Legitimate interests (Art. 6(1)(f)) - improving the app and website, measuring which of our adverts and pages are useful (using anonymous statistics), replying to enquiries and maintaining security, where these do not override your rights.
Consent (Art. 6(1)(a)) - where you have explicitly agreed, for example to Google Analytics cookies on our website, or by allowing location access on your device. You can withdraw consent at any time.
We use a small number of trusted service providers, each acting on our behalf (as a data processor) or providing a specific service:
Google Firebase / Firestore (Google Cloud) - stores your account and records securely, with encryption in transit and at rest, and handles sign-in. Passwords are managed by Firebase Authentication and are never stored or seen by us.
Stripe - processes subscription payments. Stripe handles your card details under its own privacy policy.
Vercel - hosts the secure server functions that connect the app to Stripe and to fuel price data.
Open-Meteo and OpenStreetMap (Nominatim) - receive your device's location coordinates when the app fetches your local weather and place name.
UK Government Fuel Finder data - your location is sent to our own server to look up nearby fuel stations.
Formspree - delivers messages sent through the contact form on our website to our inbox.
Umami and Google Analytics - website statistics, as described in Section 6.
Some of these providers may process data outside the UK. Where they do, they use safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or adequacy regulations.
We do not share your personal data with anyone else except where required by law.
Umami (no cookies) - our website (smartoperationspro.co.uk) uses Umami to count visits, see which pages and adverts bring people to the site, and which buttons are used. Umami does not set cookies, does not store anything on your device and does not collect personal data. The statistics are anonymous and aggregated, so we cannot identify you from them. Because nothing is stored on your device, no consent banner is needed for Umami.
Google Analytics (cookies, with your consent) - our website also uses Google Analytics for more detailed insight. This sets analytics cookies in your browser, but only after you have given consent via the cookie banner shown on your first visit. If you choose to reject, no analytics cookies are set and Google Analytics does not load.
You can change your Google Analytics preference at any time using the "Cookie Settings" link in the website footer.
The app itself (app.smartoperationspro.co.uk) does not use cookies for tracking. It uses your browser's local storage to save certain preferences, as described in Section 2.
Active account data - retained for as long as your account is active.
Deleted accounts - personal data is removed within 30 days of account deletion. You can delete your account at any time from within the app or via our account deletion page.
Vehicle compliance records - we recommend retaining these for a minimum of 15 months in line with DVSA guidance.
Contact form messages - kept only as long as needed to deal with your enquiry.
Billing records - kept by Stripe and by us for as long as required by UK tax and accounting law.
Under UK GDPR you have the right to access, correct, or delete your personal data; to restrict or object to processing; and to data portability. You can export your records from within the app at any time. To exercise any of these rights, contact us at hello@smartoperationspro.co.uk. We will respond within one calendar month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
All data between your device and our servers is encrypted using HTTPS/TLS. Data stored in Firestore is encrypted at rest. Check records are tamper-proof once submitted - they cannot be altered retrospectively.
If you believe your account has been compromised, please contact us immediately at hello@smartoperationspro.co.uk.
We may update this Privacy Policy from time to time. When we make material changes, we will update the date at the top of this page. Continued use of Smart Operations PRO after changes are posted constitutes your acceptance of the updated policy.
Email: hello@smartoperationspro.co.uk
Data Controller: Matt Billings, sole trader trading as MB Driving
Website: smartoperationspro.co.uk