Privacy Policy


This policy (together with our Acceptable Use Policy, Terms of Website Use, Cookies Policy and any other documents referred to in them) sets out the basis on which any personal data we collect from you or that you provide to us through use of our products and services, is used by us. Please read the following carefully to understand our practices regarding your personal data and how we treat it.

The Miles Consultancy Limited is registered in England and Wales under company number 04679336 and has its registered office and main trading address at Spring Farm Business Park, Moss Lane, Minshull Vernon, Cheshire, CW1 4RJ. It is a limited company.

This policy covers:

Information we collect from you

We may collect and process the following data about you depending upon whether you are a user of our services and which services you use:

  • Information provided by your employer in order for us to provide our mileage capture and associated services to your employer including:
    • Employee ID
    • First and last name and title
    • Email address
    • Contact phone number(s)  (home, work and mobile)
    • Home postcode
    • Work postcode
    • Your fuel card number and associated administrative details
    • Additional details required to order a fuel card from the relevant fuel card provider (which may include date of birth, nationality, gender, requirement for a chip-only card due to disability)
    • The car scheme of your employer which applies to you and details of any related car/cash allowances and benefits in kind
  • Information entered directly by you (or by the user of a vehicle registered under one of our mileage capture schemes where you also use that vehicle) onto our mileage capture system including:
    • Vehicle registration number
    • Vehicle details
    • Odometer readings
    • Driving licence details (full name, licence number, country of issue of licence, date of birth, home address and any other relevant addresses, driving entitlements, licence endorsements, disqualifications and convictions, Digital Tachograph Card details, photo images, CPC details)
    • Image of non-GB driving licence
    • Image of motor insurance certificate and insurance policy number
    • Image of MOT certificate
    • Trip detail (trip mileage, purpose, date, to and from locations, whether a passenger was taken on the trip, length of time out of office, whether you purchased a meal, images of VAT receipts, GPS co-ordinates/locations, Google polyline of autotracked journeys)
    • Details of hire vehicles or other temporary vehicles
    • Eyesight test results and date of test
    • Any information submitted by you through our mileage capture system or by calling our call centre or otherwise contacting us by phone or email
  • Information about you provided by third parties:
    • Data from your employer’s fuel card provider or other corporate card provider relating to the spend held on the card(s) used by you, products purchased, transaction location and vehicle odometer readings
    • Data from telematics/route tracking providers which if required by your employer, may include accelerometer readings, gyroscopic and GPS data
    • Data from any vehicle leasing companies used by your employer including leasing start and end date and details of any fines incurred
    • Work related road risk assessment and results
    • Details of driver training including date of training, results and comments from instructor
    • Data from any other third party engaged by your employer that your employer requests we process as part of our service provision
  • Other information:
    • Information that you provide by voluntarily filling in forms on our site (our “site”). This includes information provided at the time of registering to use our site, subscribing to our service, posting material or requesting further services such as name, business email address and business telephone number. We may also ask you for information when you report a problem with our site
    • If you contact us by phone or email, we may keep a record of that correspondence
    • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them
    • Details of your visits to our site including, but not limited to, traffic data, location data, images of you linked to your contact details which you have made public, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access
    • Information relating to email correspondence we have sent to you which enables us to see when you have opened an email we have sent to you and when you have opened any links within that email

IP addresses

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to interested parties. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

Uses made of the information we collect

We use information held about you in the following ways:

  • To provide our products and services to your employer
  • To provide customer service support to you and your employer
  • To carry out our obligations arising from any contracts entered into between us and your employer
  • To continually improve our products and services, including adding functionality to our mileage capture system and mobile app
  • For the purpose of our legitimate business interests, which include:
    • ensuring that content from our site is presented in the most effective manner for you and for your computer
    • providing your employer with information, products or services that they request from us or which we feel may interest them
    • allowing you to participate in interactive features of our service, when you choose to do so
    • notifying you about changes to our service

How we store your information

The data that we collect from you is stored on cloud servers in the UK. We maintain storage and processing practices that are designed to promote the integrity and confidentiality of personal data.  We update and test our security measures on an ongoing basis and have ISO 27001 and PCI DSS accreditation.  We use commercially acceptable means to protect your data but we cannot guarantee its absolute security as the transmission of data via the internet is never completely secure.

Our retention of your information

We retain your data for as long as necessary to enable us to: (i) provide the relevant products and services and fulfil our contractual obligations to your employer; (ii) assist your employer should it be subject to an inspection by tax authorities; (iii) comply with our legal and other contractual obligations; and (iv) resolve disputes and enforce our agreements. Specific retention periods apply for different categories of data.

Disclosure of your information

We may disclose your personal information to any member of our group and to the following third parties:

  • To your employer in order for us to provide our products and services to them
  • To any suppliers or sub-contractors engaged by us to enable us to provide our products and services to your employer. Such suppliers or sub-contractors must comply with our data protection and security requirements
  • To other suppliers providing services to TMC provided such suppliers comply with our data protection and security requirements
  • Any potential purchaser of, or investor in, The Miles Consultancy Limited or its business and assets
  • Any party to whom we are under a duty to disclose your personal data in order to comply with any legal obligation, enforce our terms of use and other agreements; or to protect the rights, property, or safety of The Miles Consultancy Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We may provide third parties who work with and/or advise the government on tax issues and policies relating to our business with aggregate information from data collected about users of our products and services but such information does not identify any individual.

Your rights in relation to your information

The Miles Consultancy Limited adheres to data protection laws which are applicable to us and our services.  For data subjects in the UK and the EEA where we are a data controller, this includes providing you with the following rights:

  • If the processing of personal data is based on your consent, you have a right to withdraw consent at any time for future processing
  • You have a right to request access to and rectification of your personal data. You can view, edit or delete certain of your personal information via our mileage capture system, or you may ask us to correct, update or remove information you think is inaccurate by contacting our customer service team
  • You have a right to object to the processing of your personal data
  • You have a right to lodge a complaint with a data protection authority
  • You have the right to request a copy of the information we hold about you – please refer to the Contact section below.

Where we are acting as a data processor, we have statutory and contractual duties to assist the data controller (your employer) with providing you with the above rights.

Other websites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Changes to our privacy policy

Any changes we may make to our privacy policy will be posted on this page and, where appropriate, notified to you by email.


Any questions, comments, requests and complaints regarding this privacy policy or your personal information should be addressed to [email protected]