Asenea

Privacy Policy

Last updated: 23 April 2026

1. Introduction

Aarons Department ("we", "us", "our") is committed to protecting your personal data. This Privacy Policy explains what data we collect through the Asenea mobile application ("the App"), why we collect it, how it is used and stored, and what rights you have under applicable data protection law.

This policy applies to all users of the App, including drivers and personnel whose accounts are created and managed by a transport manager via the Tachomagic management platform.

2. Legal Basis for Processing

We are based in the United Kingdom and process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We rely on the following lawful bases:

• Contract: Processing inspection data and account details is necessary to provide the App's core functionality.
• Legitimate interests: We have a legitimate interest in operating Asenea, securing user accounts, preventing fraud, and enabling Tachomagic platform reporting.
• Legal obligation: We are required by applicable road transport legislation and DVSA guidance to retain certain inspection records for a minimum period regardless of any deletion request.

3. What Personal Data We Collect

The App collects or receives the following categories of personal data:

Account data — received from Tachomagic

Data Type	Details
Full name	First name and last name. Entered by the transport manager in Tachomagic when creating the driver account. Sent to the App to identify the driver.
Email address	Entered by the transport manager in Tachomagic. Used by the App for login.
Phone number	Optional. Entered by the transport manager in Tachomagic if available.
Device ID	A unique device identifier used to enforce single-device login — ensuring only one active session per account at any given time.

Inspection session data — captured via the App

Data Type	Details
Session UUID	A unique identifier assigned to each inspection session.
Vehicle registration plate	The registration plate of the vehicle being inspected, identifying which entity the check relates to.
Driver identity	Each inspection session is linked to the driver who completed it.
Template used	The predefined check template selected for the inspection.
Session status	The current state of the inspection (e.g. started, completed).
Started_at timestamp	The date and time the inspection session was started.

Answer data — captured per question

Data Type	Details
Answer content	Responses to each question in the check template. Answer types include text, number, boolean (yes/no), single choice, and multiple choice.
Answered_at timestamp	The date and time each individual answer was submitted.

Defect data — captured where defects are identified

Data Type	Details
Defect type	The category or classification of the defect identified.
Severity score	A score indicating the assessed severity of the defect.
Trigger question and answer	The specific question and answer that triggered the defect recording.
Assessment answers	Additional answers recorded as part of the defect assessment (text, number, boolean).

Defect evidence — captured per defect

Data Type	Details
Photos	Images captured as evidence of the defect.
Videos	Video recordings captured as evidence of the defect.
Text descriptions	Written descriptions provided as evidence or context for the defect.

Location data

Data Type	Details
GPS location (session flow)	Precise location data collected during an inspection. GPS is collected in the foreground only — it is not collected when the App is running in the background or when no check is in progress.
EXIF location metadata	Precise location data extracted from the metadata of photos and videos captured during an inspection.

Device and network data — captured automatically

Data Type	Details
IP address	Recorded automatically by our backend when the App communicates with our servers. Used for fraud prevention and security purposes.
User-Agent	Device and app environment information recorded alongside the IP address. Used for fraud prevention and security purposes.

4. How We Use Your Personal Data

We use the personal data collected through Asenea for the following purposes:

• To receive your driver account details from Tachomagic and enable you to log in and use the App.
• To allow you to complete and submit inspection checks using predefined check templates, including offline.
• To capture and store complete inspection records, including session details, answers, defect data, evidence, and timestamps, linked to the driver and vehicle inspected.
• To generate inspection reports available to your manager or fleet operator via the Tachomagic management platform.
• To enforce single-device login security using your Device ID.
• To maintain an accurate and complete history of all completed checks.
• To detect and prevent fraudulent activity using IP address and User-Agent data.

We do not use your personal data for marketing purposes without your explicit consent.

5. How Your Data is Collected and Shared

Depending on your organisation's setup, the app may operate in integration with Tachomagic platform, in which case data is shared between both platforms. Where Tachomagic integration is not used, all data remains solely within the Asenea Backend Panel.

5.1 Data received from the management platform (inbound)

Your account is not created through the App. Your transport manager creates your account directly in the Tachomagic management panel. That information is then sent from Tachomagic to the Asenea Backend Panel to register you in the system. The App receives your account details from the Asenea Backend Panel upon login.

Upon first login, you will be prompted to set your own password. Your password is never stored in plain text on your device or on our servers.

5.2 Data sent from the App to the Asenea Backend Panel (outbound)

When you complete an inspection check, the following data is transmitted to the Asenea Backend Panel:

• Complete inspection session data (UUID, vehicle registration plate, driver identity, template, status, timestamps)
• All question answers and their timestamps
• Defect data including type, severity, trigger question, and assessment answers
• Defect evidence including photos, videos, and text descriptions
• Precise GPS location logged throughout the inspection session (foreground only)
• EXIF location metadata extracted from photos and videos
• IP address and User-Agent (recorded automatically for fraud prevention)

5.3 Data flow between the Asenea Backend Panel and Tachomagic

The Tachomagic management panel reads inspection data live from the Asenea Backend Panel via API. It does not store inspection records independently. When a manager generates a report, a report file (PDF or XLSX) is produced by the Asenea Backend Panel and stored in Tachomagic. Photos and videos are not stored independently within Tachomagic — they are included solely as part of the generated report file.

5.4 Data not shared externally

• Device ID — used solely for session security (single-device login enforcement).
• JWT login token — stored securely on your device and never transmitted in an insecure manner.

6. Offline Use and Local Data Storage

Asenea supports offline functionality, allowing drivers to complete inspection checks without an active internet connection.

When operating offline, the following data is temporarily cached on your device:

• Inspection templates (predefined check questions)
• Inspection session data including UUID, vehicle registration plate, status, and timestamps
• Question answers and answer timestamps
• Defect data and assessment answers
• Evidence file paths for photos and videos captured during the check
• Authentication token and user account object

All data cached locally is stored in your device's secure enclave (Android Keystore on Android, iOS Keychain on Apple devices). When your device reconnects to the internet, all locally cached inspection data is automatically synchronised and cleared from local storage. No inspection data is permanently stored on your device.

7. Data Storage and Security

The Asenea Backend Panel is the primary system where all persistent inspection data is stored. The Tachomagic platform stores only generated report files (PDF/XLSX).

We implement appropriate technical and organisational measures to protect your data:

• All data transmitted between Asenea and our servers is encrypted using HTTPS/TLS.
• Login sessions are managed via a JWT stored in your device's secure enclave.
• Your password is never stored locally on your device.
• Access to Asenea is immediately revoked when your account is deactivated in the Tachomagic management platform.

8. How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfil the purposes described in this policy, or as required by applicable law.

• Account information: Retained for the duration of your active account and removed upon a valid deletion request.
• Inspection records: Subject to statutory retention requirements — we are legally required to retain these for a minimum of 15 months from the date of each inspection under applicable road transport legislation and DVSA guidance.
• Generated reports: Retained for the same minimum 15-month period as the inspection records they are based on.
• IP address and User-Agent: Retained for fraud prevention and security purposes for a reasonable period.
• Device ID: Maintained for the duration of account activity and removed upon account deletion.
• Locally cached data: Cleared automatically after each successful sync and does not persist permanently on your device.

9. Your Rights Under UK GDPR

Under the UK GDPR and Data Protection Act 2018, you have the following rights:

• The right to be informed about how your data is collected and used.
• The right to access the personal data we hold about you (subject access request).
• The right to have inaccurate data corrected (rectification).
• The right to request deletion of your personal data (right to erasure), subject to legal obligations.
• The right to restrict or object to certain types of processing.
• The right to data portability where processing is based on consent or contract.
• Rights relating to automated decision-making — Asenea does not use automated decision-making that produces legal or similarly significant effects.

To exercise any of these rights, please contact our Data Protection Officer using the details in Section 11. We will respond within one calendar month of receiving your request.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: www.ico.org.uk
• Telephone: 0303 123 1113

10. Account and Data Deletion

If you wish to request deletion of your account or any personal data we hold about you, please email us at contact@tachomagic.com. We will acknowledge your request within 1 working day and complete the deletion within one calendar month.

Upon receiving a valid deletion request, we will:

• Remove your account information (name, email, phone number) from our active systems.
• Delete your Device ID record.
• Dissociate your personal identity from inspection records where technically possible.

Please note the following data cannot be deleted on request due to legal obligations:

• Inspection records including session data, answers, defect records, photos, videos, evidence files, GPS data, and timestamps must be retained for a minimum of 15 months from the date of each inspection under applicable road transport legislation and DVSA guidance.
• Generated report files are retained for the same minimum period.

Where legally required retention applies, your personal details will be dissociated from the records as far as technically possible, but the records themselves will be retained for the required period.

11. Contact Us

For any questions about this Privacy Policy, or to exercise your data protection rights, please contact our Data Protection Officer:

12. Children's Privacy

Asenea is intended for use by adults in a professional capacity. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has provided personal data through Asenea, please contact us immediately so we can take appropriate action.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in Asenea, our data practices, or legal requirements. Any updated policy will be published on Asenea's Google Play Store listing and/or within the App itself. We recommend checking this policy periodically.

Last updated: 23 April 2026