Your data and privacy

Your records belong to your business. vehReports gives you two self-service privacy tools from one screen: a full export of everything we hold about your account, and a way to close the account when you no longer need it. This guide walks through both, explains exactly what's included, what happens to signed records, and how the 30-day safety net works.

#Where to find these tools

Both the export and the account-deletion controls live in one place: open Settings, then Privacy & data. The page gives you a quick overview of what we hold for your company — the number of inspection reports, rental agreements and customers on file — followed by two actions at the top:

• Download my data — prepares a full copy of your records.
• Delete my account — closes the account after a grace period.

Below those, you'll see a short history of any data exports you've requested recently, including when each was prepared, its file size and when the download link expires.

#Who can use these tools

Access is tied to your team role:

• Download my data is available to Owners and Managers.
• Delete my account is available to Owners only — it's the most significant action in the product, so it's deliberately limited to the person who controls the account.
• Inspectors and Billing users won't see either action. If you need one run and you don't have the right role, ask your account Owner.

Neither action costs a credit — privacy tools are always free.

#Exporting your data

#What it's for

A data export gives you your own complete copy of everything in your account. It's useful for:

• Keeping your own records — a periodic backup you hold outside the platform.
• Migrating — moving your history somewhere else.
• Data-protection requests — responding to a subject access request, or satisfying your own compliance and audit needs.

An export is read-only: it copies your data and changes nothing in your account. Requesting one is completely safe and can be done as often as you like.

#What's included

The export is a single ZIP file containing structured copies of every record we hold for your company. Each data section is provided as both a machine-readable JSON file and an easy-to-open CSV spreadsheet, so you can open it in a spreadsheet tool or feed it into another system. It covers:

• Company profile — name, username, VAT, contact details and address.
• Team — the people on your account (names, emails, phone numbers, when they joined).
• Vehicles — registration, make, model, colour, fuel type, mileage, VIN and engine number.
• Customers — names, contact details, company name and addresses.
• Rental agreements — reference, status, hire dates, rates, deposit, mileage, hirer details and a pointer to the signed PDF.
• Inspection reports — reference, type, status, mileage, fuel level, checklist, notes, customer details, recorded damage markers and the photo links for each report.
• Driver licence checks — name, date of birth, licence number, driving status, validity dates, photocard expiry and points.
• Support tickets — subject, status and dates.
• Credit transactions — your full credit ledger (amounts, type, notes, expiry dates).
• Webhook endpoints — any endpoint URLs and event subscriptions you've configured.
• Enquiry records — any earlier enquiry or sign-up entries that match your account's email addresses.

A top-level summary file lists everything in the archive, when it was generated and who requested it.

#How to request an export

1. Go to Settings → Privacy & data.
2. Select Download my data.
3. Confirm the request when prompted.

That's it. We prepare the archive in the background — usually within a couple of minutes — and email a private download link to the address on your own profile. Larger accounts, with lots of reports and photos, take a little longer to assemble.

#What to expect after requesting

• You'll see a confirmation that the export has started, naming the email address the link will go to.
• When it's ready, you receive an email titled "Your data export is ready" with a secure download link.
• The same export also appears in the history list on the Privacy & data page, with its file size and expiry date, in case you prefer to grab the link there.

#Tips and things to know

• The link expires after 30 days. Download the file and store it somewhere safe before then. After expiry you can simply request a fresh export.
• The link is private and signed — treat it like a sensitive file, since it contains your customers' and drivers' personal details. Don't forward it casually.
• Check the right email. The link goes to the email on the profile of whoever requested the export, so make sure your own profile email is current under your profile and security.
• No in-app inbox. vehReports notifies you by email (and SMS where you've enabled it) — there's no in-app message centre to check, so keep an eye on the inbox for that address.

#What if…

• …the email doesn't arrive? Check spam, confirm your profile email is correct, and use the download link in the history list on the Privacy & data page. If it still hasn't appeared, raise a support ticket.
• …I need a customer or vehicle list, not the whole account? You don't need a full export for that. You can export your vehicle list or customer list straight from those screens to a spreadsheet — see finding vehicles and exporting the list and adding and managing customers.
• …I want both a copy and to close the account? Always take the export first, then request deletion. See below.

#Deleting your account

#Before you start

Account deletion is permanent once the grace period ends. Two things to do first:

1. Take an export. Once the account is gone, it's gone — so download your data first (see above) and confirm the ZIP opens and looks complete.
2. Be sure you have the right role. Only the account Owner can request deletion. If ownership needs to move first, see managing your team for transferring ownership.

#How to request closure

1. Go to Settings → Privacy & data.
2. Select Delete my account.
3. You can optionally leave a note telling us what we could have done better — this is just feedback and isn't required.
4. Confirm the request.

The account is locked straight away so nobody can keep adding to it, and a 30-day countdown begins. You'll see confirmation showing the exact date the account is due to be permanently removed.

#The 30-day grace period

Closing an account is significant and hard to undo, so it isn't instant. The 30-day window means an accidental or hasty request — or one made in error — doesn't immediately wipe your business records. During those 30 days the account is locked but recoverable.

Changed your mind? You can reverse the request any time within the grace window by emailing [email protected] (or raising a support ticket). We restore the account and clear the deletion request. Once the 30 days have elapsed, removal is permanent and can't be undone.

#What's removed and what's kept

When the grace period ends, we process the closure. Most of your data is permanently removed, including:

• Your company profile and branding.
• Team members and their access.
• Customers and vehicles.
• Any draft (unsigned) material.
• API keys and webhook configuration.

However, signed inspection reports and rental agreements are anonymised rather than destroyed. UK tax and contract law require these to be retained for a period (typically several years). Anonymising strips the personal details — customer and hirer details, signatures, contact information, notes, ID photos and inspection photos — while keeping the underlying record's integrity so it remains valid for legal and audit purposes. Driver licence checks are anonymised the same way, and your credit transaction ledger is retained for financial-record reasons.

In short: nothing personal survives, but the bare, de-personalised signed records are preserved where the law requires it. This mirrors how the product handles records elsewhere — for example, deleting a customer keeps their signed agreements and licence checks for audit while removing draft material tied only to them.

#What to expect after requesting

• The account is immediately locked — you and your team can no longer sign in to it or make changes.
• You receive confirmation showing the permanent-removal date.
• If you do nothing, the account is fully processed on that date.
• If you cancel within 30 days, everything is restored as it was.

#What if…

• …I only want to stop being charged, not delete everything? You don't need to delete the account for that. You can cancel a subscription and stop topping up under managing billing — top-up credits remain valid for 12 months and the account stays open.
• …I belong to more than one company? Deletion applies only to the account you're currently working in. If you use the company switcher, make sure you're in the right company before requesting closure.
• …I want to remove just my own profile, not the company? Account deletion here closes the whole company account. To step away as an individual, an Owner or Manager can remove you from the team instead — see managing your team.
• …a customer asks me to delete their personal data specifically? That's handled at the customer record, not by closing your account — see what happens when I delete a customer.

#Export versus delete — at a glance

• Download my data = you get a copy; nothing in your account changes; repeatable; available to Owners and Managers.
• Delete my account = the account closes after a 30-day grace period; most data is removed; signed records are anonymised and kept for legal retention; Owner only; reversible within 30 days by emailing [email protected].

Both are free, and both start from Settings → Privacy & data. If you're closing the account, take the export first so you keep your own copy.