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Hours Mate privacy policy

Updated 7 October 2026 · Android driver app and optional company portal pilot

SLH Haulage Services Ltd (“SLH”, “we”) provides Hours Mate, a planning aid for HGV driving, rest and working time. This policy explains what information the app uses, where it goes, and how to contact us. Hours Mate is not a tachograph or an official record.

Who is responsible

SLH Haulage Services Ltd, company number 16735387, 14 Newtown, Cornwood, Ivybridge, England, PL21 9QL, is responsible for the Hours Mate service. Email slhhaulageservices@hotmail.com or call 01752 936902 about privacy. Our ICO registration reference is ZC117475.

Information we use and why

We use account, activity and optional document information to provide the service you request under our trial terms. We use necessary security, support and fault information for our legitimate interests in operating a reliable service, subject to your rights. Optional company sharing is offered only after you approve a company in the app; our proposed basis is legitimate interests in providing the requested planning summary. The receiving company is separately responsible for its own use of the information and must explain that use to its workers. Your approval controls access; it is not, by itself, an employer's GDPR consent basis. We do not use your information to make automated decisions with legal or similarly significant effects.

Where information is stored and shared

Account-specific records are stored on the signed-in Android phone and synchronised to Google Firebase Authentication and Cloud Firestore, which provide services to SLH. Authorised SLH administrators may access the information when necessary for support, security and deletion requests. Signing out does not necessarily erase records from a shared phone. Android device backup may include local app data, depending on the phone's settings; we do not claim that every local copy is excluded from backup.

Firebase Authentication processes account email addresses and sends verification, email-change and password-reset messages on our behalf. We use these emails for account access and security, not advertising or marketing. Your account email is not included in the driver summary shown to company portal users.

When you approve a company link, its authorised portal users can see your chosen display name, current activity, driving time left, weekly and fortnightly driving totals, working time this week and average, next limit, entered licence/tachograph card/CPC expiry dates, total CPC hours and last update time. Updates can be delayed when the phone is offline. The portal does not show your licence number, individual CPC courses, full timeline, accident report, location or wellbeing information. Disconnecting removes the active link and current company summary; it cannot recall information a company has already viewed or copied.

Accident-report drafts and attached photos are kept on the phone. The form can include injury information, incident location, third-party details and witness information. Include only information needed for the incident report and avoid unnecessary photographs of people or identity documents. Health information needs additional protection; the organisation receiving a report must establish its own lawful basis and any required special-category condition. If you choose to create a PDF, Hours Mate opens your email app with a draft for you to check and send. The chosen recipient and email provider then handle what you send under their own arrangements. Reports and photos are not automatically sent to the company portal. Temporary files, drafts and device backups may remain until you remove them or the phone clears them.

Google and other service providers may process information outside the UK. We must check and document the applicable provider terms, processing locations and transfer safeguards; we do not promise that all processing stays in the UK.

How long we keep information

We keep an active account and its synchronised records while you use the trial. On a verified account-deletion request, we review and remove information that we no longer need, including the online account and current company link, subject to any legal reason to retain a particular record. Technical logs and backups may remain for their service retention periods before expiry. We explain any retention exception or backup delay when responding. A company may retain a separate copy under its own policy; ask that company about its copy. Removing the app or signing out does not itself delete your online account.

Your choices and rights

You can change your entries, leave optional document fields empty, disable phone permissions, and disconnect a company in Settings. You can request access, correction, erasure, restriction or portability where applicable, or object to processing based on legitimate interests. Email the privacy contact above; we may check your identity proportionately. We normally respond within one month, subject to lawful extensions or exceptions. To keep your account and request deletion of some or all of your data, see how to request data deletion. To close an account, see how to request account deletion. You can complain to the Information Commissioner's Office.

Data protection complaints

If you are unhappy with how we use your information, email slhhaulageservices@hotmail.com. We acknowledge data protection complaints within 30 days, investigate them and explain the outcome and any action taken. You can also complain to the ICO. See our complaints process.

Changes

We will update this page when the app's data handling changes and tell trial users about significant new uses of their information. Check the effective date above for the current version.