Privacy Policy

Last updated 23 August 2026

Draft. This has not been reviewed by a lawyer. Have it checked against your jurisdiction and your actual contracts before you rely on it.

1. Scope

This policy explains what Keyline VMS collects, why, and what we do with it. It covers the marketing site at keylinevms.com and the application at the operator and brand subdomains.

2. What we collect

Account details. Name, email address, role and the organisation you belong to. Passwords are handled by our authentication provider and are never visible to us.
Content you enter. Vehicles, jobs, inspection worksheets, signatures, photos, notes and billing records.
Activity records. An audit trail of actions taken in the system — who did what and when — which is a core function rather than analytics.
Correspondence. Anything you send us by email.

The marketing site sets no cookies and runs no third-party analytics or advertising trackers.

3. Signatures and photographs

Inspection worksheets capture a handwritten signature and are rendered to a PDF. These are stored privately and reached only through short-lived links; they are not publicly accessible and are not indexed. They are retained as the record of the inspection.

4. Why we process it

To provide the service, to bill for it, to support you, and to keep it secure. We do not sell personal information, and we do not use your data to train machine-learning models.

5. Separation between customers

Each operator's data is held in its own database schema and access is enforced by the database itself rather than by the interface. One customer cannot read another's records.

6. Sub-processors

We use a small number of providers to run the service — hosting, database and authentication, and email delivery. They process data on our instructions only. A current list is available on request.

7. Retention

We keep your data while your account is active. After termination an export is available for 30 days, after which data may be deleted. Audit and billing records may be retained longer where we are required to keep them.

8. Your rights

You can ask for a copy of your data, ask us to correct it, or ask us to delete it. Depending on where you are, you may have additional rights under laws such as the GDPR or the CCPA. Write to us and we will respond within the time the applicable law requires.

9. Security

Data is encrypted in transit. Access is restricted by role and every action is recorded. No system is perfectly secure, but if a breach affects your data we will tell you promptly.

10. Children

The service is for business use and is not directed at anyone under 16.

11. Changes and contact

We will post any changes here and update the date above. Questions or requests: support@keylinevms.com.