Privacy policy. What we collect, why, and who sees it.

Last updated 14 October 2026.

Who we are

PSVault is run by TWA Marketing Ltd, a company registered in England and Wales (number 17423341). Our registered office is No1 Business Centre, 1 Alvin Street, Gloucester, GL1 3EJ. For anything to do with your personal information, email info@thewebalchemist.co.uk or call 01594 733452.

Two different jobs

For this website, the sample fleet and the people who sign up, we decide what is collected and how it is used. In data protection terms we are the controller, and this policy covers that.

Once an operator is using PSVault, the records they keep in it (vehicles, drivers, technicians, walkaround checks, inspections, defects and the rest) belong to the operator. They decide what goes in and how long it is kept; we store and process it for them under our agreement with them. If you drive or work for an operator and have a question about your records, ask your employer first. We will help them answer it.

What we collect and why

Looking round the sample fleet

Before you look round the sample fleet we ask for your name, company and work email, and you can add a phone number and the size of your fleet. We use them to give you a temporary read-only login, to see how far you got through the tour, and to get in touch afterwards about whether PSVault suits you. The temporary login is deleted when you leave, or after a few hours. Your details are kept for up to two years after we last hear from you, unless you ask us to delete them sooner. We rely on our legitimate interest in following up an enquiry you started.

Signing up

To set up an account we ask for the company name, a contact name, email and phone number, and the address to post your QR tags to. We need these to provide the service and to bill for it, so the legal basis is our contract with you. Card details are entered on Stripe’s own page and go straight to Stripe: we never see or store your card number. We keep billing records for six years, because the law requires it.

Using the office

Each office login holds a name, email address and username. We record when people log in and what they change, because a maintenance record is only worth something if you can show who did what and when. This is part of the service the operator signs up for.

Emails and calls

If you email or phone us, we keep what you send us so we can reply and keep track of the conversation.

Who else sees it

We do not sell personal information and we do not use it for advertising. A few companies handle it for us:

• Stripe, who take card payments and run subscriptions.
• Our web hosting provider, whose servers hold the website, the office and its data.
• Google, whose servers send the fonts this website uses. Your browser asks Google for them, so Google sees your IP address.
• If an operator orders printed QR tags, the delivery name and address go to our tag printer.

Stripe and Google may handle information outside the UK. Where they do, they use the safeguards UK data protection law requires.

Cookies

This website uses only the cookies it needs to work. There are no analytics or advertising cookies.

• When you log in to the office, WordPress sets cookies that keep you logged in. They are removed when you log out.
• When you look round the sample fleet, a login cookie lasts until you leave or close your browser.
• If you go to Stripe and come back without paying, a cookie fills the sign-up form in again for you. It lasts two hours.
• If you start a trial from the sample fleet, a cookie carries the details you already gave into the sign-up form. It lasts an hour.

Keeping it safe

The website and office run over an encrypted connection, every login has its own password, and each operator can only see its own records. Read-only logins can look but not change anything.

Your rights

You can ask for a copy of the personal information we hold about you, ask us to correct it or delete it, object to how we use it, ask us to restrict its use, or ask for it in a form you can take elsewhere. Email info@thewebalchemist.co.uk and we will reply within a month. Some records we have to keep, such as billing records, and we will tell you if that applies.

If you are unhappy with how we have handled your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Changes

If we change how we use personal information, we will update this page and the date at the top.