Privacy Notice

The Yard Hub is operated by Gary Curran, who is the data controller for the personal data described in this notice. This means we decide how and why your personal data is processed.

• Account data — name, email address, and login credentials, used to create and secure your account (legal basis: contract performance).
• Fleet and compliance data — vehicle records, walkaround checks, defect reports and photos, maintenance and expense records, and driver compliance dates, used to provide the service (legal basis: contract performance).
• Support messages — used to respond to your requests (legal basis: legitimate interests).
• Usage and device data — IP address, device identifiers, and usage telemetry, used for security, fraud prevention, and product improvement (legal basis: legitimate interests).

Payment data is collected and processed by Paddle (our Merchant of Record), not by us.

We record basic activity about how The Yard Hub is used, so that we can operate and support the service, spot technical problems, prevent abuse, and improve the product. This is standard for any business software platform.

Activity we may record includes:

• when a member signs in, and from what device and country;
• counts and dates of routine actions — for example how many walkaround checks were completed, defects reported, runs scheduled, or buses added, and when an organisation last did each;
• which pages and features are opened, and any errors they produce;
• whether a notification or email was delivered and opened.

We use this at organisation level, primarily to help you get set up, to tell whether a workspace needs support, and to decide what to build next. We do not use it to build profiles about individual drivers for reasons unrelated to the service, we do not sell it, and we do not use advertising or tracking cookies for it (see the Cookies section below).

The legal basis for this monitoring is our legitimate interests in operating, securing and improving the service, together with the need to provide support you have asked for.

Fleet records, walkaround checks, defect photos, and any school-run or passenger details you or your staff enter are held by us on your behalf. For that data, your organisation is the controller and we are a processor: we follow your instructions and your organisation’s own policies, we only access it where needed to provide, secure, or support the service, and we delete it when you close your account or ask us to, subject to the retention periods below.

Your organisation is responsible for telling your drivers, staff, and any passengers or pupils whose details you record how that data is used, and for having a lawful basis and the right notices in place before uploading it.

• Service providers who host and operate the service (cloud hosting, analytics, support tooling).
• Paddle, our Merchant of Record, for the sale of the product, subscription management, payments, tax compliance, and invoicing.
• Professional advisers (legal, accounting) where needed.
• Authorities where required by law.

Where data is transferred outside the UK/EEA, we rely on appropriate safeguards such as standard contractual clauses or adequacy decisions.

We keep personal data only for as long as needed to provide the service and meet legal obligations. In practice that means:

• Service, inspection, defect and maintenance records are kept for two years after your organisation stops using The Yard Hub, so that you can still produce them if they are called for and so that we can honour deletion requests from vehicles you have sold.
• All other personal data — account details, messages, notifications, and app activity — is deleted within 90 days after your organisation closes its account.
• Sales and billing records are kept for as long as tax and company law requires.

Once a retention period ends, the data is permanently deleted or anonymised, except where we are required by law to keep it for longer.

You have the right to access, correct, or delete your personal data; to restrict or object to processing; to data portability; and to withdraw consent where processing is based on consent. Because our monitoring is based on legitimate interests, you can also object to it — tell us what activity you do not want recorded and we will stop recording it for your account, though some basic data is needed to keep the service running and secure. You also have the right to complain to the Data Protection Commission (Ireland). We respond to requests within one month. To exercise any right, contact us at theyardhubhq@gmail.com or through the app.

We apply appropriate technical and organisational measures, including encryption in transit, access controls, and row-level data isolation between organisations, to protect your personal data. Access to customer data is limited to the people who need it to support the service.

We use essential cookies and local storage only — to keep you signed in and remember your preferences. We do not use advertising or marketing cookies. You can clear cookies at any time in your browser settings, though signing in will no longer persist.