Processing schedule.

Isaac Cullinane, trading as Fleetspace provides the service. Contact ic@isaaccullinane.com for service or privacy questions.

Service address: 46 Haig Road, SO50 8JN, United Kingdom.

The customer is controller of its workspace personal data and Fleetspace is processor. Where the customer is itself a processor, it confirms the controller’s authority and Fleetspace acts as subprocessor under equivalent instructions. Fleetspace’s separate purposes are described in the privacy notice.

Processing covers the customer’s staff, fleet and optional transport administration for the duration of the service and agreed return or deletion period. Operations include collection, storage, organisation, retrieval, permission-controlled disclosure, calculation, export and deletion.

Records may concern users, staff, drivers, Passenger Assistants, managers, passengers, guardians and operational contacts. Information includes identity and contact details, roles, documents, licence and renewal dates, vehicle and route allocations, time and attendance, absence, pay-preparation records, support content and related history.

Authorised optional records may contain health, disability or criminal-offence information. The customer determines lawful purposes, conditions, accuracy and retention instructions, and must minimise sensitive information.

Fleetspace will process only documented customer instructions, including this agreement and authorised use of the service, unless domestic law requires otherwise. We will notify the customer of that legal requirement before processing unless prohibited, and immediately identify instructions we consider unlawful.

Authorised personnel must be bound to confidentiality. Access is limited to the information needed for their authorised task.

We will maintain appropriate technical and organisational measures under Article 32 of the UK GDPR, taking account of the processing and its risks. The following controls describe the service; they do not replace that duty.

Company access. Current membership and permissions govern access to records and private files. Company selection alone does not grant access. Database access policies enforce these boundaries.

Uploaded files. Files are quarantined until size, type and content-integrity checks complete. These checks are not antivirus scanning or a guarantee that a file is harmless. Company document review is separate.

Exports and closure. Exports recheck access and verify the included files. Closure requires recent authentication and allows a review and export period before guarded deletion. Backup and restoration arrangements are described in the provider schedule.

Support. Support access is scoped and recorded. Company administrator access does not disclose another person’s private product feedback. Support email notifications direct recipients to sign in rather than including conversation content.

No security certification, end-to-end encryption, guaranteed recovery time or recovery point is promised by this schedule.

The customer gives general written authorisation for providers identified in the agreed provider schedule. We will notify the customer before adding or replacing a subprocessor and allow an opportunity to object on data-protection grounds before it processes the customer’s information.

The parties will seek an appropriate resolution. If none is possible, the affected processing will not start and the customer may end the affected service with return or deletion arrangements. We will impose equivalent data-protection duties on subprocessors and remain responsible for their performance of those duties.

Taking account of the processing and available information, we will assist with individual rights requests, security obligations, impact assessments and required regulatory consultation. We will forward relevant individual requests to the customer unless legally required to respond ourselves.

We will provide information needed to demonstrate our Article 28 compliance and allow and contribute to customer or mandated independent audits and inspections, while protecting other customers’ information.

We will notify the customer without undue delay after becoming aware of a personal-data breach affecting its information. We will provide available information about the nature of the breach, affected records and people, likely consequences, measures and contact point, and supply further information as it becomes available. We will assist the customer with required notifications.

At the customer’s choice after processing ends, we will return or delete personal data and delete remaining copies unless domestic law requires storage. Contact us for an instruction that the product cannot complete. The commercial closure window does not override a mandatory erasure duty.

Backup copies awaiting expiry must be protected, unavailable for ordinary use and removed on the disclosed cycle. Restoration must not bring deleted information back into use. The proposed cycle and its current availability are set out in the provider schedule.

International transfers will follow documented instructions and applicable UK transfer requirements. The provider schedule states locations, transfer safeguards and how to obtain information about them.