Privacy & Cookie Policy
We respect your privacy and are committed to protecting your personal data. This policy explains how Orbis IO Ltd and Covase Ltd collect, hold and use any personal information you supply when using the Orbis platform or orbisfleet.co.uk.
Who we are
The data controller for orbisfleet.co.uk and the Orbis platform is Covase Ltd (Company No. 5569777), operating on behalf of Orbis IO Ltd (Company No. 17139058). Both entities are registered at Woodgreen Farm Barns, Mead Lane, Upper Basildon, Berkshire, RG8 8NA.
Data protection register number: Z1127101. To contact our Data Protection Officer:
Covase Ltd., Woodgreen Farm Barns, Mead Lane, Upper Basildon, Berkshire, RG8 8NA
Phone: 0345 369 7100 · Email: admin@covase.co.uk
What data we collect and why
We only collect personal data that is necessary for the purposes of providing our services. This includes:
- Contact information (name, email, phone number) provided via contact forms or account registration
- Fleet and vehicle data provided as part of using the Orbis platform
- Driver records submitted by fleet managers using the Compliance module
- Vehicle telemetry data retrieved via manufacturer APIs through our High Mobility partnership
- Usage data collected automatically when you use the platform or visit orbisfleet.co.uk
We do not collect sensitive personal data except where a physical or mental health vulnerability is disclosed directly during an order process. We never rent or trade email lists with other organisations.
How we use your data
Your data is used for: processing orders and contracts, ongoing service communications, delivering fleet management and compliance services, providing the Orbis platform functionality, and improving our products and services.
Your data may be shared with selected third parties where necessary to deliver our services — including finance providers, approved dealerships, motor manufacturers, and our technology partners (including High Mobility). We only use third parties who have sufficient data security measures to comply with GDPR.
Your rights
Access
You can request a copy of all personal data we hold about you. We will respond within 14 days, free of charge.
Rectification
If your data is inaccurate or incomplete, you have the right to have it corrected. We typically respond within 14 days.
Erasure
You can ask us to delete your personal data in certain circumstances. See the ICO's guidance on this right.
Withdraw consent
You can withdraw consent at any time. Note this may affect your ability to use our services. Contact our DPO in writing.
Data security
We maintain physical, technical and organisational systems to safeguard personal data in line with GDPR requirements. Personal data is stored in a UK data centre complying with GDPR and privacy shield frameworks. All staff must adhere to and acknowledge our confidentiality and data protection policies annually.
Cookies
The Orbis website is powered by Squarespace, which sets functional cookies required for website operation — including URL redirects, announcement bar preferences, and form submission memory. We do not use Squarespace analytics or ecommerce cookies.
We also use Google Analytics to understand how visitors use the site. Google Analytics may track time on site and pages visited. We do not use IP data to identify individuals.
Disabling cookies
You can disable cookies via your browser settings, but this may affect website functionality. For more information on Squarespace cookies, see Squarespace's cookie documentation.
Contact
- Email: info@covase.co.uk
- Phone: 0345 369 7100
- Post: Covase Ltd., Woodgreen Farm Barns, Mead Lane, Upper Basildon, Berkshire, RG8 8NA