Privacy Policy

Last updated: October 3, 2026

Who is responsible

Vehiki, LLC is the data controller for personal data processed through vehiki.co and Vehiki apps. This means we decide why and how that personal data is processed. Privacy questions and requests can be sent to privacy@vehiki.co.

What we collect and why

Account data, including your name, email address and authentication records, is used to create and secure your account and provide the service. Our legal basis is performance of our contract with you and our legitimate interest in preventing unauthorized access.

Business and team data, including business details, services, prices, availability and team-member information, is used to operate your Vehiki business tools. Our legal basis is performance of our contract with you.

Booking and customer data, including names, contact details, vehicle details, appointment information, notes and dispatch location when provided, is used to create, manage and fulfil bookings. Our legal basis is performance of a contract or steps requested before entering one, and the legitimate interests of the business fulfilling the booking.

Support communications are used to respond to questions and resolve problems. Usage, device and network data, including device identifiers, browser information and IP address, is used to maintain security, prevent fraud, diagnose faults and improve Vehiki. Our legal basis is our legitimate interests in supporting and protecting the service.

Marketing preferences are used to send optional marketing only where you have consented or where another lawful basis permits it. You may unsubscribe at any time. We also process records where necessary to comply with tax, accounting, legal and regulatory obligations.

Each business owns its customer relationship

Booking and V-Rewards data belongs to the business you booked with. One business can never see another business's customers, bookings, notes or rewards balances.

Who we share data with

We share data only as needed with service providers that host and operate the service, including hosting, database, authentication, email, analytics, support and maps providers; professional advisers such as lawyers and accountants; a buyer or successor in a business transfer; and courts, regulators or authorities where required by law.

Payments are processed by Stripe. Stripe (including its managed payments service, where it may act as seller of record) processes card details, subscriptions, taxes, invoicing, fraud screening and disputes under its own privacy policy. Vehiki does not receive or store full card numbers. We do not sell personal data.

Retention

We keep account, business, booking and support data while the relevant account or business relationship is active. After closure, operational data is ordinarily deleted or anonymised within 90 days, except where a longer period is reasonably required for backups, disputes, fraud prevention, or tax, accounting and other legal obligations. Backup copies are removed on their normal rotation schedule. When data is no longer needed, we delete or anonymise it.

Your rights

Depending on where you live, you may request access to, correction or deletion of your personal data; restriction of processing; a portable copy; or information about how it is used. You may object to processing based on legitimate interests, withdraw consent at any time without affecting earlier processing, and complain to your local data-protection authority. Where UK or EEA law applies, we normally respond within one month. To exercise a right, email privacy@vehiki.co. We may need to verify your identity before completing a request.

International transfers

Vehiki and its service providers may process data outside your country, including outside the UK or European Economic Area. Where required, we use recognized safeguards such as adequacy decisions or Standard Contractual Clauses.

Security

We use appropriate technical and organizational safeguards designed to protect personal data, including encryption in transit, access controls, least-privilege permissions, tenant separation and monitoring. No internet service can guarantee absolute security.

Cookies and local storage

We use essential cookies and similar local storage to keep you signed in, remember necessary settings and protect the service. We may use limited analytics technologies to understand product performance. We do not use advertising cookies. You can manage or clear cookies and local storage in your browser, although blocking essential storage may prevent sign-in or other features from working.

Changes to this notice

We may update this notice as Vehiki or the law changes. We will post the revised version here and update the date above. If a change materially affects how we use personal data, we will provide additional notice where required.