Privacy notice

This notice covers the TMassist walkaround check app and the TMassist compliance portal. It explains what we hold about you, why, and what you can ask us to do about it.

Who is responsible

Logistics Training (UK) Ltd is the data controller for the personal data described here. Company number 13426018. Registered address: 128 City Road, London EC1V 2NX.

For anything in this notice, write to support@tmassist.co.uk.

One thing worth being clear about: where your employer set up your account, they decide what is recorded about your work and for how long. We hold it on their behalf. Where you signed up yourself with the free app, the account is yours alone.

Our staff read your records — that is the service

This deserves stating on its own rather than buried in a list, because it is the most significant thing we do with your data and it is not what most software does.

Where an operator subscribes to the TMassist dashboard, a qualified transport manager at Logistics Training (UK) Ltd reads that operator's records as part of the service: completed walkaround checks and the defects on them, inspection and roller brake test reports, tachograph data and driver hours, licence and CPC details, and the documents uploaded to the account. That is the point of subscribing — we review it, interpret it and advise on it. It is necessary to perform our contract with the operator, and it is a legitimate interest of theirs in meeting their obligations as an operator's licence holder.

What that means if you are a driver: the checks you file and the hours you drive are read by a named person at Logistics Training (UK) Ltd as well as by your employer. We use them to assess the operation's compliance, never to assess you as an individual for your employer, and we do not make automated decisions about you.

Free app users are different. Nobody at Logistics Training (UK) Ltd reviews a free account's checks as a service — there is no subscription to review them under. We may still access an account to investigate a fault you have reported to us, and staff access to any customer's data is logged so an operator can ask who looked at their records and when.

What we hold

• Your account. Name, email address, and a phone number and business name if you gave one. Passwords are handled by our authentication provider and we never see them.
• Your vehicles. Registration marks, trailer numbers, and the maintenance dates you record against them.
• Your checks. What was checked and when, the result of each item, any defect you report, photographs you attach to a defect, and the signature you draw to sign the check off.
• Delivery records. When a completed check was emailed and to which addresses, so you can show a record reached where it was meant to.
• Dashboard content. For subscribing operators, the compliance records you upload — driver licences and CPC hours, inspection and roller brake test reports, insurance, policies and similar.
• Tachograph records. For subscribing operators, the dates and outcomes of vehicle unit downloads, any download files attached as evidence, and tachograph card expiry dates. We do not analyse driving and rest hours or infringements.
• Our notes on your operation. What we reviewed, what we flagged and what we advised. This is a record of the service we provided, and it is also how we can show an auditor that oversight was actually happening.

We do not track your location, read your contacts, or use advertising identifiers. The camera is used only when you attach a photograph to a defect.

Why we hold it, and on what basis

• To provide the service — storing your checks so you can produce them later, and emailing them to you. This is necessary to perform our contract with you.
• To keep the record intact — a walkaround check is a compliance record, and keeping it accurate and available is a legitimate interest of both you and us. It is also the whole reason the app exists.
• To review, interpret and advise — for subscribing operators, as set out above. Necessary to perform our contract with them.
• To tell business users about our products — because you use this as a business, we rely on legitimate interests to contact you about TMassist. You can stop that at any time, and you never have to give a reason.

Turning off marketing contact never affects your records. You will still receive every completed check, because that is the service and not a message from us — the two are kept deliberately separate.

Who else is involved

We use a small number of suppliers, and only for the purposes listed:

• Supabase — the database, file storage and sign-in behind both the app and the portal.
• Resend — sending your completed checks and other service email.
• Vercel — hosting this website and the portal.
• Anthropic and OpenAI — the question-and-answer features in the portal only. When a portal user asks a question, the relevant parts of that operator's own records may be sent to one of these models to produce an answer. This does not apply to the walkaround check app, which sends nothing to an AI service. Your data is not used to train anyone's model.

We do not sell personal data, and we do not share it for advertising. Some of these suppliers process data outside the UK; where they do, the transfer relies on the safeguards permitted by UK data protection law.

How long we keep it

Completed checks and defect records are kept for at least 15 months, which is the period DVSA's Guide to Maintaining Roadworthiness expects driver defect reports to be available for. Keeping them for less would make the app unfit for the job it is sold for. We may keep them longer where an operator asks us to, or where a defect is part of an ongoing matter.

Account details are kept while the account is open. If you close it, we delete what we are not required to keep, and retain the compliance record for the period above.

Your rights

You can ask us to:

• give you a copy of what we hold about you;
• correct anything that is wrong;
• delete your account and personal details;
• stop contacting you about our products;
• stop relying on legitimate interests where you object to it.

Email support@tmassist.co.uk and we will respond within one month. There is no charge.

If you are unhappy with how we have handled it, you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you came to us first, but you do not have to.

Deleting your account

Email support@tmassist.co.uk from the address on the account and we will close it and delete your personal details within 30 days.

Note that where your employer created your account, the checks you filed belong to their compliance record and stay with them. Deleting your login does not remove a check you signed — nor should it, for the same reason a signed paper defect book is not yours to take home.

Changes

If we change this notice we will update the date at the top. Where a change materially affects you, we will tell you in the app or by email rather than relying on you re-reading this page.

Contact and support