Last updated: January 2025
Bison Grid Ltd (“BisonGrid”, “we”, “us”, or “our”), company number 04723654, registered at Green Hayes, Blind Lane, Fareham, PO17 5HD, United Kingdom, provides vehicle logistics quality control software through our web platform and mobile applications (together, the “Service”).
This Privacy Policy explains how we collect, use, store, and protect personal data when you use the BisonGrid Service. It applies to our website at www.bisongrid.com, our web application, and our mobile applications for iOS and Android.
We are the data controller for personal data we collect directly from users. Where we process data on behalf of our business customers, we act as a data processor and our customers are the data controllers.
When you or your employer creates an account, we collect: name and email address; job title and company name; login credentials (passwords are encrypted); and contact telephone number (optional).
When you use the Service to conduct vehicle inspections, we collect: vehicle identification information (VIN, registration, make, model); inspection photographs and images you capture; damage assessments, condition notes, and inspection reports; timestamps and inspection location data; and inspector identification.
When you use our mobile app, we may collect: device type, operating system, and version; unique device identifiers; app version; IP address; and crash logs and performance data.
With your permission, we collect location data to record where vehicle inspections are conducted, provide location-stamped inspection reports, and verify inspection locations for audit purposes. You can disable location services in your device settings, though this may limit certain features.
Our app requires camera access to photograph vehicles during inspections. Photos are uploaded to our secure servers, associated with the relevant inspection record, and retained according to your organisation’s data retention requirements. We do not access your personal photo library unless you explicitly choose to attach an existing photo to an inspection.
We use personal data to: provide and maintain the BisonGrid Service; process and store vehicle inspection records; generate inspection reports and documentation; authenticate users and secure accounts; communicate service updates and support information; improve our Service through anonymised analytics; comply with legal obligations; and fulfil our contractual obligations to our business customers.
We process personal data under the following legal bases: Contract – to provide the Service you or your employer has contracted for; Legitimate interests – to improve our Service, ensure security, and prevent fraud; Legal obligation – to comply with applicable laws and regulations; Consent – where you have given specific consent (e.g., marketing communications).
We may share personal data with the following parties:
If you use BisonGrid through your employer or a client organisation, inspection data and reports are shared with that organisation as they are the data controller for that information.
We use trusted third-party providers to operate our Service, including cloud hosting providers (data stored in UK/EU data centres), email services for transactional and support communications, analytics providers using anonymised usage data to improve our Service, and payment processors for billing. All service providers are contractually bound to protect your data and process it only on our instructions.
We may disclose data if required by law, court order, or to protect the rights, property, or safety of BisonGrid, our users, or others.
Account data is retained while your account is active and for 7 years after closure for legal and accounting purposes. Inspection data is retained according to your organisation’s requirements and our contractual agreements, typically 7 years. Technical logs are retained for up to 12 months for security and troubleshooting purposes. You or your organisation can request earlier deletion subject to legal retention requirements.
We implement appropriate technical and organisational measures to protect personal data, including: encryption of data in transit (TLS/SSL) and at rest; secure authentication and access controls; regular security assessments and updates; staff training on data protection; and incident response procedures.
Your data is primarily stored in UK and EU data centres. Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner’s Office.
Under UK data protection law, you have the right to: Access your personal data; Rectify inaccurate data; Erase your data (subject to legal retention requirements); Restrict processing in certain circumstances; Data portability – receive your data in a structured format; Object to processing based on legitimate interests; and Withdraw consent where processing is based on consent.
To exercise these rights, contact us at info@bisongrid.com. If you use BisonGrid through your employer, please direct requests relating to inspection data to your employer in the first instance, as they are the data controller for that information.
BisonGrid is a business-to-business service not intended for use by children under 18. We do not knowingly collect personal data from children.
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the Service. The “Last updated” date at the top indicates when the policy was last revised.
For questions about this Privacy Policy or our data practices:
Bison Grid Ltd
Email: info@bisongrid.com
Address: Green Hayes, Blind Lane, Fareham, PO17 5HD, United Kingdom
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.