Privacy Policy

Last updated: 26 October 2026

Who we are

GeoSecure is a trading name of IOK Solutions Ltd. This notice explains how we handle personal information when you visit geosecure.co.uk, contact us, or arrange fleet equipment, installation and support services.

IOK Solutions Ltd is the controller of information used to manage our website, enquiries and customer relationships.

For privacy enquiries or to exercise your rights, contact:

• Email: support@geosecure.co.uk
• Post: 52 Blackburn Avenue, Wolverhampton, WV6 9JX
• Telephone: 01902 961656

Information we collect

Depending on your dealings with us, we may receive your name, business name, job role, email address, telephone number, billing and installation addresses, and the contents of your messages. Vehicle registrations, equipment identifiers, installation photographs and fault reports may also identify individuals.

You provide information when requesting a quotation, completing our contact form, communicating with us or arranging work. Your employer or another authorised fleet contact may supply your details to coordinate an installation or support request.

Our website and its service providers may process technical information such as IP addresses, browser information, access times and security events. Our analytics and cookie choices are described below.

Please provide only the information needed for your enquiry. Do not send passwords, payment-card details or unnecessary driver footage through the contact form.

How and why we use information

We use relevant information for the following purposes:

• Enquiries and quotations: to understand your requirements and respond. Where you are personally entering a contract, this may be necessary to take steps at your request before that contract. For business representatives, our legitimate interest is communicating with prospective customers and preparing suitable quotations.
• Bookings, installation and support: to arrange access, deliver agreed services and resolve faults. The basis is performance of a contract with you, or our legitimate interests in delivering services to the organisation you represent.
• Business records: to administer customer accounts and payments. Applicable legal obligations support records required for tax and accounting; our legitimate interests support managing accounts and resolving payment queries.
• Security and disputes: to protect systems, investigate misuse and establish or defend claims. Our legitimate interests are protecting our business, customers and services.

Where we rely on legitimate interests, we consider the effect on your privacy and your reasonable expectations. Where consent is needed, we ask for it for the relevant activity and you can withdraw it.

We do not send marketing emails. We use your enquiry details to respond to you and deal with your request.

You do not have to provide information merely to make contact, but without sufficient contact, vehicle or booking details we may be unable to respond fully or deliver the requested work.

Contact forms and communications

Our website contact form uses Ninja Forms. Information you submit is used to handle your enquiry.

Contact-form enquiries are stored in WordPress and sent to our Microsoft 365 email system. Our retention policy is to delete these enquiry records from both systems 12 months after submission. Information that becomes part of a customer transaction or a record required by law follows the relevant retention rules below.

If you choose to contact us through WhatsApp or another external service, that provider also handles information under its own privacy notice.

Vehicle CCTV, live view and tracking

Our services can involve vehicle camera footage, location information, device details and driver-related information. The fleet operator will normally determine why its cameras and tracking systems are used and should provide its own privacy information to drivers and others affected.

Where we access fleet information solely to install, configure or support a customer’s system on that customer’s instructions, our role is normally that of a processor. The applicable service and data-processing arrangements govern that access. If you want footage or location records held by a fleet operator, contact that operator first; we can help identify the appropriate contact where possible.

Recorded camera footage and tracking history are stored on the SSD in the vehicle’s recording device. Our external platform holds device information and enables remote access to footage and tracking history retrieved from that SSD; it does not store that footage or tracking history. GeoSecure does not host the platform and does not download and retain copies of these recordings or tracking records.

How long information remains on a vehicle’s SSD depends on its recording settings, available storage, use and overwrite cycle. The fleet operator determines the appropriate recording arrangements and retention for its vehicles. Contact the fleet operator about access to or deletion of recordings. Remote retrieval still involves processing and transmitting information, even though the platform does not retain it.

Who receives information

Where needed for the purposes above, recipients may include authorised staff and installers; website hosting, email, IT and communications providers; equipment or fleet-platform support providers; and professional advisers, insurers or public authorities where disclosure is justified or legally required.

Our website is hosted by Hostinger and our email service is Microsoft 365. Google receives website usage information through Google Analytics, as explained below.

Overseas processing

Our hosting, email and analytics providers operate internationally, so information may be processed outside the UK, including in the European Economic Area and the United States. Storage on a vehicle’s SSD does not by itself mean that all remote access or transmission takes place within the UK.

International transfers must be covered by an applicable UK adequacy regulation or another lawful safeguard, such as approved contractual clauses with the UK Addendum or an International Data Transfer Agreement. Google and Microsoft publish information about their use of transfer safeguards, including the UK Extension to the EU–US Data Privacy Framework for covered transfers. The mechanism depends on the provider, recipient and service involved.

For further information, see Hostinger’s privacy notice, Microsoft’s privacy statement and Google’s transfer frameworks. Contact support@geosecure.co.uk to request information about safeguards relevant to your personal information.

How long we keep information

Retention depends on the purpose of the record, ongoing service needs and applicable legal requirements. We apply the following retention periods or criteria:

• Contact-form enquiries: 12 months from the date of submission, including the copies stored in WordPress and Microsoft 365.
• Customer, installation and support records: kept while needed to deliver the work, deal with related support or warranty obligations, or meet a specific legal requirement. We review their continuing need and remove personal information when these purposes end. Any records needed for company tax or accounting follow the period below.
• Invoices and accounting records: six years from the end of the last company financial year to which they relate, or longer where tax law requires it.
• Website security logs: retained for the period necessary to identify and investigate security incidents, prevent misuse and maintain the service, taking account of the provider’s log lifecycle; relevant extracts may be retained while an incident or claim is being resolved. Contact-form submissions follow the 12-month enquiry period above, including copies held in email or other systems.
• Google Analytics information: event-level data: 2 months; user-level data: 14 months. The user retention period resets on new activity. These settings do not govern standard aggregated reports. Any identifiable information retained in reports is subject to the same necessity-based review as other business records..
• Fleet footage and tracking history: stored on the vehicle’s SSD under its configured recording and overwrite arrangements. The remote platform does not store these records, and GeoSecure does not download and retain copies.
• Backups: retained for up to six months, so deleted information may remain in a backup until that backup expires.

A specific legal obligation, investigation or dispute may require relevant records to be kept longer. Information retained for that reason is limited to what is needed for the matter concerned.

Cookies and similar technologies

Google signals is switched off. We use Google Analytics to understand how visitors find and use our website and to help improve its content and performance. Depending on the configuration, this can include pages viewed, interactions, referring websites, browser and device information, approximate location and online identifiers.

Google Analytics can use cookies to distinguish visitors and maintain session information. For GA4, Google documents default lifetimes of two years for _ga and _ga_<container-id> cookies; these lifetimes may renew with subsequent use and can be shortened by deleting the cookies in your browser. Cookie lifetimes are separate from the retention of analytics information in our Google Analytics account.

You can read more about Google Analytics cookies and how Google uses information from sites using its services.

We ask for your consent before loading Google Analytics. You can accept or reject analytics, or save your preference through Settings. Use Cookie settings in the footer to change your choice or withdraw consent. Withdrawing consent does not affect earlier lawful processing. We store your choice in your browser’s local storage under gs_cookie_consent_v1 for 180 days; this preference storage is used to remember your choice. If browser storage is unavailable or cleared, we ask again.

The banner does not turn off essential website functions. When you withdraw analytics consent, the website reloads to stop the theme-loaded Analytics script and attempts to remove accessible first-party Google Analytics cookies.

You can also manage cookies through your browser settings. Blocking some cookies can affect website functions.

Your rights

Depending on the circumstances, you can ask to access or correct your information, have it erased, restrict its use, or receive a portable copy. These rights are subject to applicable conditions and exemptions.

You can object to processing based on legitimate interests. You can object to direct marketing at any time.

If processing relies on consent, you can withdraw it without affecting the lawfulness of processing before withdrawal. Contact us using the details above. We may need information to verify your identity and clarify your request.

You may also have rights relating to decisions made solely by automated processing that have legal or similarly significant effects. Contact us if you have a concern about a decision involving your information.

Concerns and complaints

Please contact us if you have concerns about our handling of your information. You can also complain to the Information Commissioner’s Office, the UK data protection regulator, through ico.org.uk/make-a-complaint.

Changes to this notice

We will update this page when our practices change and highlight significant changes where appropriate.