Privacy Policy

Introduction

EhVision Ltd takes your privacy seriously. This policy sets out how we collect, use, and protect your personal data when you visit our website and use our services, including the ClearPlate platform.

As the data controller, we are responsible for your personal data and are committed to handling it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

EhVision Ltd is a technology company registered in England and Wales. Our registered address is 71-75, Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. If you have any questions about this policy or how we handle your personal data, please contact our Data Protection Manager:

Email: info@ehvision.co.uk

Address: EhVision Ltd, 71-75, Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom

What Is Personal Data?

Personal data is any information that identifies you or could be used to identify you, either directly or indirectly. This includes information such as your name, email address, and vehicle registration mark (VRM).

What Personal Data Do We Collect?

Depending on how you interact with our website and services, we may collect the following categories of personal data: Identity information: your name.

• Contact information: your email address and telephone number.
• Vehicle data: Vehicle registration marks (VRMs) you submit when using the ClearPlate penalty query service.
• Correspondence: messages and enquiries you send to us via contact forms or email.

We do not knowingly collect sensitive (special category) personal data through our website, nor do we knowingly collect data relating to children under the age of 18. If you believe we have inadvertently collected such data, please contact us immediately at our contact page.

How Do We Collect Your Personal Data?

We collect personal data when you:

• Visit and interact with our website.
• Register for an account or use the ClearPlate service
• Submit a vehicle registration mark (VRM) for a penalty query
• Make a payment for our services.
• Sign up to receive marketing communications from us.
• Contact us with an enquiry or complaint.
• Respond to surveys or feedback requests.

We also collect certain technical data automatically as you browse our website, using cookies and similar technologies. Please see our Cookie Policy for further details.

How and Why Do We Use Your Personal Data?

We may only use your personal data where we have a lawful basis for doing so under the UK GDPR. The table below sets out the purposes for which we process your data and the legal basis we rely on in each case:

Purpose	Legal Basis
To provide and manage your account and access to our services	Performance of contract
To process VRM penalty queries via ClearPlate	Performance of contract / Legitimate interests
To respond to your enquiries and provide customer support	Legitimate interests / Performance of contract
To send you marketing communications (where you have opted in or we have a soft opt-in basis)	Consent / Legitimate interests (existing customers only)
To ensure our website is operating effectively and to improve our services	Legitimate interests
To comply with legal and regulatory obligations	Legal obligation
To detect and prevent fraud or misuse of our services	Legitimate interests / Legal obligation

Marketing

We will only send you promotional communications if you have opted in to receive them, or if you are an existing customer and we are promoting similar products or services to those you have already purchased from us (the "soft opt-in" basis under PECR).

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email we send you
• Contacting us at info@ehvision.co.uk

If you opt out of marketing communications, you will still receive essential service communications relating to your account or any active services we are providing to you.

Do We Share Your Personal Data?

We do not sell your personal data to third parties. We only share your personal data in the following circumstances:

• Service providers: we share data with trusted third-party suppliers who process data on our behalf, including cloud hosting providers, payment processors, and analytics providers. These parties are contractually required to process data only on our instructions and to keep it secure.
• Penalty-issuing authorities: when you use the ClearPlate service, your VRM is submitted to relevant authorities (including local councils, the DVLA, DVSA, and private parking operators) in order to return penalty and liability information. This is done only to the extent necessary to provide the service.
• Legal and regulatory bodies: we may share your data with law enforcement, regulators, or other authorities where we are required to do so by law or to protect our legal rights.
• Third-party marketing: we will not share your data with any third party for their own marketing purposes without your express prior consent.

Where we share your personal data with third parties, we require them to take appropriate steps to protect your data and to use it only as instructed by us.

International Transfers

We do not transfer your personal data outside of the United Kingdom.

Is Your Personal Data Secure?

We take the security of your data seriously and have put in place appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration, or disclosure. These include:

• Encryption of data in transit (HTTPS/TLS) and at rest
• Role-based access controls limiting access to personal data to only those with a legitimate business need
• Multi-factor authentication for internal system access
• Regular security reviews and vulnerability assessments

All employees, contractors, and third parties with access to your personal data are subject to strict confidentiality obligations. While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. If you have concerns about the security of your data, please contact us.

How Long Do We Keep Your Personal Data?

We only retain your personal data for as long as is reasonably necessary to fulfil the purposes for which it was collected, or as required by law. In general:

• We retain account and service data for as long as you hold an active account with us, or until you withdraw your consent where this is the basis on which we process it.
• VRM query records are retained for 12 months from the date of query.
• Order and payment records are retained for 6 years following the end of our relationship with you, to comply with HMRC requirements.
• Marketing consent records are retained until consent is withdrawn, plus one year.
• General correspondence is retained for 3 years.

When personal data is no longer required, it is securely deleted or anonymised in line with our Retention Policy.

Your Legal Rights

Under the UK GDPR, you have the following rights in relation to the personal data we hold about you:

• Right to be informed: you have the right to be told how we use your personal data. This policy serves that purpose.
• Right of access: you may request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification: you may ask us to correct any inaccurate or incomplete personal data we hold about you.
• Right to erasure: you may ask us to delete your personal data in certain circumstances, such as where it is no longer necessary for the purpose it was collected.
• Right to restrict processing: you may ask us to temporarily stop processing your personal data in certain circumstances.
• Right to data portability: you may ask us to transfer your personal data to you or a third party in a structured, machine-readable format, where applicable.
• Right to object: you may object to our processing of your personal data for direct marketing purposes (which we will honour immediately) or where we rely on legitimate interests.
• Rights related to automated decision-making: you have the right not to be subject to decisions made solely by automated processes that have a significant effect on you.
• Right to withdraw consent: where we rely on your consent to process your data, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

For further information on your rights, you can visit the ICO website at ico.org.uk.

How to Exercise Your Rights

To exercise any of the rights listed above, please contact us at info@ehvision.co.uk. You will not be charged a fee to exercise your rights.

We may need to verify your identity before we can act on a request. We will respond to all legitimate requests within one calendar month. If your request is particularly complex, this may take up to three months in total; we will let you know if this is the case.

Keeping Us Up to Date

Please let us know if any personal data we hold about you changes or is incorrect. You can do this by contacting us at info@ehvision.co.uk. Keeping your data accurate helps us provide you with the best possible service.

Cookies

Our website uses cookies and similar technologies to improve your browsing experience, understand how visitors use our site, and to support certain features. You will be asked for your consent to non-essential cookies when you first visit our site. For full details of the cookies we use and how to manage your preferences, please read our Cookie Policy, available on our website.

Changes to This Policy

We review and update this policy regularly to reflect changes to our services, business, or applicable law. We will notify you of any material changes by posting the updated policy on our website, with a revised "last updated" date at the top. We encourage you to check this page each time you visit our website.

Contact Us

If you have any questions about this policy, how we handle your personal data, or wish to exercise any of your rights, please contact us:

Data Protection Manager, EhVision Ltd
Email: info@ehvision.co.uk
Address: EhVision Ltd, 71-75, Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom

Complaints

We would always appreciate the opportunity to address your concerns directly, so please contact us in the first instance.

However, you have the right to make a complaint to the Information Commissioner's Office (ICO) at any time. You can do so by visiting ico.org.uk/make-a-complaint, or by contacting the ICO directly:

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