Privacy Policy

The data controller for Owner Driver is Steven Colley, 1 Sycamore Avenue, Bridgend, CF33 6LA, United Kingdom.

Privacy questions and data-rights requests: support@ownerdriver.co.uk.

Only what the app needs to keep your records. Depending on what you use:

• Account details - your email address, sign-in identifiers, your first name if you give it, and your subscription status.
• Business details - trading name, business address and contact details, VAT registration and scheme, accounting basis, Making Tax Digital start year, your vehicles and their cost method, and the pay rates you save for each carrier.
• Workday records - the manifests you upload (PDF, screenshot or photo) and the details read from them: carrier, date, route reference, stops, parcels and forecast mileage; odometer readings, business mileage and the reason for any variance; your expected pay for the day.
• Receipts and costs - receipt photos, the amount, date, supplier, category, VAT and business-use percentage you confirm.
• Statements and invoices - the statement or invoice files you upload, their figures, deductions and payment dates, and how you matched them to your workdays.
• Accounting connection - if you connect QuickBooks, Xero or FreeAgent: an encrypted access token, the provider's identifiers for your organisation and chosen bank account, and a log of what was sent and whether it succeeded.
• Smart suggestions - if you leave this on: supplier names you have typed on receipts, so the app can offer them again. Nothing else is learned.
• Technical information - what the app needs to keep your account secure, sync between your devices, work offline and diagnose problems (app version, connectivity, sync status).

Receipts and manifest screenshots are read on your phone. The reader's language file is downloaded once from a public host; your images are never sent for reading.

The app never asks for your QuickBooks, Xero, FreeAgent, Apple or bank passwords, and does not collect bank account details.

• To create and secure your account, and restore your records on any device you sign in on.
• To build your workday, mileage, expense and statement records, and to check them against each other so nothing is counted twice.
• To prepare your records for Making Tax Digital - the export you download and the transfers to the accounting software you connect.
• To send confirmed mileage and receipted expenses to your connected accounting software, and to show you what was sent and what happened to it.
• To keep working when you have no signal, and to sync safely when you do.
• To meet our own legal obligations and to protect the service and its users from misuse.

Under UK data-protection law we rely on: performance of our contract with you (running the service you signed up for); our legitimate interests in operating and securing it; compliance with legal obligations; and your consent where the law requires it - for example camera and photo access, and smart suggestions.

iOS asks separately for camera and photo permission. You can refuse or withdraw those in your device settings at any time; the related feature simply won't be available. Smart suggestions can be switched off in Settings at any time.

Nobody, unless you connect them. Owner Driver has no advertising, analytics or tracking. The only third party your records go to is the accounting software you choose to connect - QuickBooks (Intuit), Xero or FreeAgent - and only the records the app tells you it is sending: confirmed mileage and receipted expenses, and only after your review. Those providers process what they receive under their own privacy terms; records already sent to them must be managed there.

To run the service we use: Supabase (sign-in, database, server functions and file storage - your data sits in your own account there); Apple (App Store distribution and subscription billing - Apple tells us whether your subscription is active, not what is in your records); and Cloudflare (hosting this website). These are processors acting on our instructions, not recipients of your records for their own use.

We would only disclose information where the law requires it, to protect legal rights, or as part of a properly managed transfer of the business - and we would tell you.

Some of the providers above may process information outside the United Kingdom. Where UK law requires safeguards, we rely on recognised adequacy arrangements or contractual protections put in place by that provider.

Your records are kept while your account is active. Confirmed financial records - workdays with confirmed mileage, confirmed receipts, reviewed statements - are deliberately kept rather than deleted, because HMRC requires business records to be kept for at least five years after the 31 January filing deadline of the tax year they belong to. The app shows you that retention date before you delete your account.

You can delete your account from Settings → Account at any time. That removes your sign-in, your records and evidence files from Owner Driver, and your accounting connections. Before it does, the app asks you to confirm you have downloaded the records you need. Anything already sent to your accounting software stays there. Limited technical records may persist in processor backups for a short period.

Records that are not yet confirmed can be deleted in the app where it offers that option.

Your data is protected by sign-in and per-user database rules (only your account can read your records), encrypted connections, and server-side storage of accounting tokens - the app never holds a provider password. No online service can promise absolute security, so please protect your phone and use a password you don't use anywhere else.

You can ask to access, correct, erase, restrict or object to how we process your information, and to receive a copy in a portable form. Where we rely on your consent you can withdraw it at any time. Much of this you can do yourself: export from Records → Generate financial records, change details in Business, switch off smart suggestions, or delete your account in Settings.

For anything else, email support@ownerdriver.co.uk; we may need to verify it's you. You can also complain to the Information Commissioner's Office at ico.org.uk.

Owner Driver is a business tool for adults and is not for anyone under 18.

If the app, our providers or the law change, we will update this policy and its date. The current version is always available in the app under Settings → Help & support and on our website.