Smart Inspect Privacy Policy

Privacy Policy

Last Updated: 1/12/2025

Introduction

This Privacy Policy describes how Karus Systems / Renturapp (“we,” “us,” or “our”) collects, uses, and protects information when you use our mobile application (the “App”) for vehicle inspection purposes. This App is provided to you through your employer or organization (“Company”).

By using the App, you agree to the collection and use of information in accordance with this Privacy Policy.

Information We Collect

1. Account and Authentication Information

• Company-Provided Access Codes: Your Company provides you with a unique access code that links to your corporate account
• Corporate Account Data: Basic employee information associated with your corporate account (name, contact information, company affiliation)

Important Note: You do not create a personal account. All accounts are created and managed by your Company.

2. Location Data

• GPS Location: We collect precise location data when you perform vehicle inspections
• Purpose: Location data is used to verify inspection locations and maintain accurate inspection records
• Collection Timing: Location data is collected only when you actively use the inspection features of the App

3. Photo and Image Data

• Inspection Photos: Images you capture during vehicle inspections
• Purpose: Photos serve as evidence and documentation for inspection reports
• Storage: Images are uploaded to our secure servers and associated with specific inspection records

4. Inspection Data

• Vehicle Information: Details about vehicles being inspected
• Inspection Reports: Data entered during the inspection process
• Timestamps: Date and time of inspections

5. Analytics and Technical Data

• Crash Reports: Automatic crash and error reports to help us improve App stability
• Performance Data: App performance metrics, including load times and feature usage
• Device Information: Device type, operating system version, unique device identifiers
• Usage Analytics: How you interact with the App, which features you use, and frequency of use

Legal Basis for Processing (UK GDPR)

Under UK GDPR, we process your personal data based on the following legal grounds:

1. Legitimate Interests (Article 6(1)(f)): We process location data, inspection reports, and analytics data based on our legitimate interest in providing accurate vehicle inspection services, improving the App, and ensuring service quality. We have assessed that these interests are not overridden by your rights and freedoms.
2. Contractual Necessity (Article 6(1)(b)): Processing your account data and inspection information is necessary to fulfill our service obligations to your Company.
3. Legal Obligation (Article 6(1)(c)): We process certain data to comply with legal and regulatory requirements related to vehicle inspections and safety standards.
4. Consent (Article 6(1)(a)): Where required by law, we obtain your explicit consent for specific processing activities, such as certain analytics features.

How We Use Your Information

We use the collected information for the following purposes:

1. Service Delivery: To provide vehicle inspection functionality and maintain inspection records
2. Location Verification: To validate inspection locations and ensure accuracy of reports
3. Documentation: To store and retrieve inspection evidence (photos and data)
4. App Improvement: To analyze App performance, identify bugs, and enhance user experience
5. Security: To prevent fraud and ensure the security of our services
6. Compliance: To meet legal and regulatory requirements related to vehicle inspections
7. Company Reporting: To provide inspection data and reports to your Company

Data Sharing and Disclosure

Sharing with Your Company

Your inspection data, including location, photos, and inspection reports, is shared with your Company as they are the primary recipient of inspection information.

Third-Party Service Providers

We may share data with trusted third-party service providers who assist us in:

• Cloud hosting and data storage
• Analytics services
• Crash reporting and performance monitoring
• App infrastructure and maintenance

These providers are contractually obligated to protect your data and use it only for specified purposes.

Legal Requirements

We may disclose information if required by law, legal process, or government request, or to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Investigate potential violations
• Protect against legal liability

Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred to the acquiring entity.

Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit and at rest
• Secure authentication protocols
• Access controls and authorization mechanisms
• Regular security assessments and updates
• Secure cloud infrastructure with industry-standard protections

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

Data Retention

• Inspection Data: Retained for the duration required by your Company and applicable regulations
• Location Data: Associated with inspection records and retained accordingly
• Photos: Stored as long as the related inspection records are maintained
• Analytics Data: Aggregated and anonymized data may be retained indefinitely for statistical purposes
• Account Data: Retained while your employment or relationship with the Company continues

When your Company terminates your access or your employment ends, your personal data will be deleted or anonymized according to our data retention schedule and legal requirements.

Your Rights

Depending on your location, you may have the following rights:

Access and Portability

• Request access to your personal information
• Receive a copy of your data in a portable format

Correction

• Request correction of inaccurate or incomplete information

Deletion

• Request deletion of your personal information (subject to legal retention requirements)

Restriction and Objection

• Request restriction of processing
• Object to certain types of processing

Company as Primary Controller

Important: Since your account is created and managed by your Company, certain data access and deletion requests may need to be directed to your Company’s administration or HR department.

To exercise these rights, please contact us or speak with your Company administrator.

Children’s Privacy

The App is not intended for use by individuals under the age of 18. We do not knowingly collect information from children. If you believe a child has provided us with information, please contact us immediately.

Location-Specific Information

For Users in the United Kingdom and European Economic Area (EEA)

Legal Basis: We process your data based on:

• Legitimate interests for service delivery and improvement
• Contractual necessity for providing inspection services
• Legal obligations for compliance with safety regulations
• Consent where specifically required

Data Protection Authority:

• UK: Information Commissioner’s Office (ICO)
  • Website: https://ico.org.uk
  • You have the right to lodge a complaint with the ICO if you believe we have not handled your data appropriately
• EEA: You may contact your local Data Protection Authority

International Data Transfers:

• Data may be transferred to and processed in countries outside the UK/EEA
• We ensure appropriate safeguards are in place, including:
  • Standard Contractual Clauses (SCCs) approved by the UK/EU
  • Adequacy decisions where applicable
  • Additional security measures to protect your data
• You can request a copy of the transfer mechanisms we use by contacting us

Data Protection Officer: Due to the nature and scale of our processing activities, we are not required to appoint a Data Protection Officer under UK GDPR.

Your Rights Under UK GDPR:

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure (“right to be forgotten”) in certain circumstances
• Right to restrict processing in certain circumstances
• Right to data portability
• Right to object to processing based on legitimate interests
• Right to withdraw consent (where processing is based on consent)
• Right not to be subject to automated decision-making

Automated Decision-Making: We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

For Users in California

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have specific rights:

Your California Rights:

• Right to know what personal information we collect, use, disclose, and sell
• Right to delete personal information (subject to certain exceptions)
• Right to opt-out of the sale or sharing of personal information
• Right to correct inaccurate personal information
• Right to limit use and disclosure of sensitive personal information
• Right to non-discrimination for exercising your rights

Important Note: We do not “sell” your personal information as defined by California law. However, some analytics activities may constitute “sharing” under CCPA/CPRA.

To exercise your California rights, please contact us at [privacy contact]. We will verify your identity before processing your request.

For Users in Australia

Under the Australian Privacy Principles (APPs), Australian users have rights to access and correct their personal information. You may contact us to exercise these rights or if you have privacy concerns.

For Users in Canada

Users in Canada are protected under the Personal Information Protection and Electronic Documents Act (PIPEDA) or applicable provincial privacy laws. You have the right to access your personal information and challenge its accuracy.

For Users in Brazil

Under Brazil’s Lei Geral de Proteção de Dados (LGPD), Brazilian users have rights similar to GDPR, including rights to access, correction, deletion, and data portability. You may contact us to exercise these rights.

For Users in Other Jurisdictions

If you are located in a jurisdiction with data protection laws, we respect your rights under those laws. Please contact us to exercise any applicable rights or if you have questions about how your local privacy laws apply.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the new Privacy Policy in the App
• Updating the “Last Updated” date
• Sending notification through the App or other appropriate means

Your continued use of the App after changes constitutes acceptance of the updated Privacy Policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Karus Systems
Email: support@renturapp.com
Address: Chestnut House, 24 North Street, Rugby, CV21 2AG

Phone: +44 (0)2475 311311

Company Administrator Contact

For account-related inquiries or data requests that require Company involvement, please contact your Company administrator or HR department.

Consent

By using the App, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and sharing of your information as described herein.