Privacy policy
Vector Route Systems Limited · Version 1.0 · 1 November 2026
This policy explains how Vector Route Systems Limited uses personal information about visitors to our website, people who make enquiries, and the users of our platform. It does not cover drivers' information that our customers enter into the platform. For that, our customer is the controller and we act on its instructions (see section 9).
1. Who we are
Vector Route Systems Limited is a company registered in England and Wales (company number 17468160). Our registered office is 5th Floor, 167-169 Great Portland Street, London, W1W 5PF. We are registered with the Information Commissioner's Office (ICO) (registration number ZC268150). Contact: privacy@vectorroutesystems.co.uk.
2. What we collect and why
| Information | Why we use it | Lawful basis |
|---|---|---|
| Name, work email, phone and company name given on sign-up, in a form, or by email | To create and run your account, and reply to you | Contract; legitimate interests (answering enquiries) |
| Billing contact and payment history. Card and bank details are handled by Stripe and are not stored by us. | To take payment, issue invoices and keep accounting records | Contract; legal obligation (tax and accounts) |
| Account activity, sign-in details, IP address and device information | To keep the service secure, prevent abuse and fix faults | Legitimate interests (security and reliability) |
| Support messages and the Issues you raise | To help you and improve the service | Contract; legitimate interests |
| Acceptance records (who accepted which Terms version and when) | To prove the agreement we have with your business | Legitimate interests; contract |
| Business contact details of people at prospective customers, from public sources such as company websites and professional networks | To send business-to-business introductions about the service | Legitimate interests. You can object at any time. |
We do not use your information for automated decisions that have legal or similarly significant effects on you.
3. Marketing
We send business-to-business marketing emails only to corporate email addresses of companies, with an opt-out link in every message. For sole traders and individuals we send marketing only with consent. To stop marketing, use the link in the message or email privacy@vectorroutesystems.co.uk.
4. Who we share it with
- Service providers that help us run the platform: cloud hosting and database, workflow automation, voice AI and telephony, payment processing and email delivery. Our sub-processor list is published and available on request.
- Professional advisers, insurers and regulators where needed.
- Anyone else where the law requires it.
We do not sell personal information.
5. Transfers outside the UK
Some providers process information outside the UK, including in the United States. Where this happens we make sure an approved safeguard applies, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
6. How long we keep it
| Information | Kept for |
|---|---|
| Account and contact details | While your account is open, then up to 12 months |
| Billing and accounting records | 6 years after the end of the financial year |
| Call transcripts and recording links | 30 days after the call (see our Retention Policy). Our voice AI provider keeps its own copy for up to 1 year after the call. |
| Support messages | 2 years after the issue is closed |
| Enquiries that do not become customers | 12 months |
| Marketing opt-out record | For as long as needed to respect your request |
7. Cookies
We use only the cookies that are needed to keep you signed in and secure. We do not use advertising cookies.
8. Your rights
You can ask us to access, correct or delete your information, restrict or object to how we use it, and in some cases to move it to another provider. Write to privacy@vectorroutesystems.co.uk. We reply within one month. You can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
9. Driver information entered by our customers
When a customer enters its drivers' names and phone numbers and uses our AI check-in calls, that customer decides how the information is used and is the controller. We are its processor. If you are a driver and want to exercise your rights, contact the company that arranged your job. You may also write to us and we will pass your request on and help.
10. Changes
We will update this policy when our practices change and show the date at the top. For material changes affecting account holders we will email you.