Privacy notice
Last updated 21 October 2026
This notice explains what personal information the VanProof app and website use, why, and your rights. It covers drivers, mechanics and managers who use VanProof, and people at the delivery companies we work with.
1. Who we are
VanProof is run by VanProof Limited, a company registered in England and Wales (company number 17534518), registered office [registered office address]. You can contact us at [contact email]. We are registered with the Information Commissioner’s Office ([ICO registration number]).
If you drive for a delivery company that uses VanProof, that company (your employer or the company you work for) decides how VanProof is used and is the controller of your information. We are its processor: we look after the information on its behalf and only use it as it instructs us. For questions about how your company uses VanProof, ask your manager first — we’ll help them answer.
For our own customer accounts, billing contacts and this website, VanProof Limited is the controller.
2. What we collect
| Information | Examples |
|---|---|
| Account details | Your name, email address and password (stored scrambled — we can’t see it), your company and role (driver, mechanic or manager). |
| Vehicle checks | Photos of the van, the time each photo was taken, the phone’s location when the check was done, mileage, fuel or charge level, your answers to the check questions and your sign-off. |
| Defects and repairs | What’s wrong with a van, photos, who reported it and when, who fixed it and when, repair photos, notes and costs. |
| Device information | App version and phone model, so we can fix problems. |
| Alert contacts | Mobile numbers and email addresses a manager chooses to receive WhatsApp or email alerts. |
| Technical logs | Records of sign-ins and errors, kept for security and to keep the service running. |
Location is only recorded while a vehicle check is being done — never in the background. Drivers are asked to photograph the van, not people; if someone appears in a photo by accident, it’s treated the same as the rest of the check.
3. Why we use it
- To run the van checks and defect reporting the delivery company has asked for.
- To keep vans safe and roadworthy, and to make sure defects get fixed.
- To keep a reliable, time-stamped record of each van’s condition, so damage disputes can be settled fairly.
- To send the alerts managers have switched on.
- To keep the service secure, fix problems and provide support.
Lawful basis. For drivers, the delivery company relies on its legitimate interests in keeping its vehicles safe and maintained and in resolving damage fairly, and on its legal duties around vehicle safety. For our customers’ business contacts, we rely on our contract with the customer and our legitimate interests.
Automatic damage checks. VanProof uses an AI service to compare van photos and highlight possible new damage. It looks at the van, not at people. It never decides who is responsible for damage — a person at the delivery company reviews the photos and makes that decision.
4. Who we share it with
We use trusted service providers to run VanProof. They only use the information to provide their service to us:
| Provider | What for | Where |
|---|---|---|
| Supabase | Database, sign-in and photo storage | London, UK |
| Vercel | Hosting the website and its servers | UK/EU and USA |
| Anthropic | AI analysis of van photos to spot damage. Photos are not used to train their models. | USA |
| Meta (WhatsApp) | Sending WhatsApp alerts to managers who have asked for them | EU and USA |
| Resend | Sending emails, such as password resets and email alerts | USA |
| Expo | Building and updating the phone app | USA |
Where information is handled outside the UK, we make sure it’s protected by approved safeguards (such as the UK International Data Transfer Addendum or the UK–US data bridge). We never sell personal information, and we don’t use it for advertising.
5. How long we keep it
- Vehicle check photos and records: 6 months, unless the delivery company chooses a different period.
- Defect and repair records: as long as the delivery company needs a maintenance history for the van, normally up to 2 years.
- Accounts: until the account is deleted.
- Technical logs: up to 30 days.
When a delivery company stops using VanProof, we delete its information within 30 days, after giving it the chance to download a copy.
6. Keeping it safe
Everything is encrypted in transit. Each company’s information is kept separate. Drivers can only see their own checks; managers and mechanics see their own company’s vans. Every photo gets a digital fingerprint when it’s taken, so we can show it hasn’t been changed.
7. Your rights
You can ask to see the information held about you, to have it corrected or deleted, to restrict or object to how it’s used, and to get a copy to take elsewhere. If you’re a driver, please ask your delivery company first, as it makes the decisions — or email us at [contact email] and we’ll pass your request on and help.
Deleting your account: in the VanProof app go to Account → Delete my account, or email us from the address you signed up with. Vehicle checks you’ve already done stay with the delivery company as its record of the van’s condition.
If you’re unhappy with how your information is used, you can complain to the Information Commissioner’s Office: ico.org.uk or 0303 123 1113. We’d appreciate the chance to put things right first.
8. Changes
If we make important changes to this notice, we’ll tell you in the app or by email.