ROVE Privacy Policy

Last updated: 5th October 2026

This privacy notice explains how your personal data will be collected, used and protected when you visit our website or express interest in ROVE — a vehicle and fleet management service designed for small business owners in the UK. By submitting your details, you agree to the terms set out in this notice.

1. Who we are

ROVE is being developed by:

• Rainmaking Innovation Ltd ("Rainmaking") — Data Controller

Rainmaking acts as data controller, which means we determine how and why your personal data is used. For any questions about this notice or how your data is handled, please refer to the Contact section at the end of this document.

2. What information we collect

When you submit your details through our landing page, we collect:

• Your name
• Your business name
• Your email address
• The vehicle preferences you chose on the page, if any (car or van, vehicle type and fuel type)

When you use our website, we also collect information about how you use it. What we collect depends on your choice in our cookie notice (see Section 10):

• If you accept: the pages you view, the buttons and links you click, your browser and device type, the website that referred you, and a recording of your visit (mouse movements, clicks and scrolling). Anything you type into form fields is hidden from these recordings.
• If you reject: anonymous counts of page views and clicks, and technical error reports, without cookies and without recordings.

We do not collect sensitive personal data such as financial information, identification documents, or special category data.

3. Why we collect your information

We use your information to:

• Understand the needs and challenges of small business owners managing vehicles and fleets
• Invite you to participate in user research interviews or surveys to help shape the ROVE product
• Keep you informed about the development of ROVE, including early access opportunities
• Understand how visitors use our website, so we can improve it and our product
• Protect our registration form from automated (bot) submissions

We will not use your data for marketing unrelated to ROVE, or share it with third parties beyond those listed in this notice.

4. Legal basis for processing

We process your personal data under the following lawful bases:

• Consent: When you submit the form, you are giving us consent to contact you for the purposes described above.
• Legitimate Interests: To analyse interest in ROVE and improve our understanding of the SME fleet management market.
• Consent (cookies and recordings): We only use analytics cookies and record visits if you choose "Accept" in our cookie notice.
• Legitimate Interests (website measurement and security): To count page views and clicks anonymously when you reject cookies, to keep technical logs, and to protect our form from automated submissions.

You may withdraw your consent at any time by contacting us (see Section 13). You can also change your cookie choice at any time using the "Cookie settings" link at the bottom of our website. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

5. Data rights and transfers

All storage, use, and transmission of personal data is subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

You have the right to access the personal data we hold about you. We will provide a copy free of charge upon request. Further requests may be subject to a reasonable fee only if they are manifestly unfounded or excessive. To make a request, please contact us (see Section 13).

The data we collect may be transferred to, and stored at, destinations outside the UK, including the United States. This includes services we use to host and operate the website, such as Vercel. These transfers are necessary for the operation of our website and the processing of your submission.

Vercel has legal agreements in place, including Standard Contractual Clauses, to ensure that your personal data is adequately protected in accordance with UK GDPR.

The details you submit through our form are stored in a database provided by Neon (part of Databricks), hosted in London. Some of Neon's service providers are based in the United States; our data processing agreement with Neon, which forms part of its terms of service, sets out how your data is protected, including when it is accessed from outside the UK.

Website analytics and recordings are processed by PostHog using its EU hosting (Frankfurt, Germany). PostHog, Inc. is a US company, and its staff and some of its service providers may access data from outside the EU. We have a data processing agreement with PostHog, which protects any such transfers using recognised safeguards, such as adequacy decisions, the EU–US Data Privacy Framework or Standard Contractual Clauses.

While we take all reasonable measures to protect your personal data, no method of transmission over the internet is completely secure. By submitting your data, you acknowledge that there is some inherent risk during transmission. Once received, we apply strict procedures and security measures to prevent unauthorised access, loss, or misuse.

6. Who can see your data

Your information will only be accessible to relevant people within Rainmaking Innovation Ltd and only for the purposes described in this notice. We do not sell or share your data with any other third parties.

We use the following service providers, who act as data processors on our behalf:

• Vercel — hosts our website and protects our form from automated submissions
• Neon — stores the details you submit through our form
• PostHog — website analytics, session recordings and technical logs

7. How long we keep your data

We will retain your data only for as long as necessary to fulfil the research and development purposes described above, and no longer than two years from the date of collection. After this period, your data will be securely deleted.

Recordings of website visits are deleted after 90 days. Other website analytics data is kept for up to 7 years.

8. Your rights

You have the right to:

• Request access to the personal data we hold about you
• Ask us to correct, delete, or restrict how we use it
• Withdraw your consent at any time
• Request a copy of your data in a portable format
• Object to processing based on legitimate interests
• Change your cookie choice at any time, using the "Cookie settings" link at the bottom of our website

To exercise any of these rights, please refer to Section 13 for contact details.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk if you believe your personal data has been mishandled.

9. How your data is protected

We take appropriate technical and organisational measures to keep your data secure and prevent unauthorised access, loss, or misuse. Our website is hosted on Vercel, which provides enterprise-grade infrastructure security.

While we use strict security procedures, the transmission of information over the internet is never completely secure. By submitting your data, you acknowledge that it is transmitted at your own risk.

10. Cookies, analytics and session recordings

We use PostHog to understand how visitors use our website. When you first visit, we ask whether you accept or reject analytics cookies. Nothing is recorded until you choose, and you can change your choice at any time using the "Cookie settings" link at the bottom of our website.

If you accept, PostHog:

• Stores a cookie and similar browser storage (named ph_…_posthog) containing a random identifier, so it can recognise repeat visits. It lasts for one year.
• Records how you use the page, including a recording of your visit. Anything you type into form fields is hidden from these recordings.
• Records technical error reports if something on the page goes wrong.

If you accept and then submit our form, we link your website activity to your registration using an internal reference number, not your name or email address. This helps us understand how you used the website before we speak to you.

If you reject, we do not use cookies and do not record your visit. PostHog still counts page views and clicks, and records technical error reports, anonymously. To tell visits apart, PostHog calculates a code from your IP address and browser details using a key that changes daily and is then deleted, so the code cannot be used to identify you or to recognise you on another day.

Whatever you choose, your browser stores your choice (in an item named __ph_opt_in_out_…) so we don't ask again. PostHog also keeps a temporary identifier for the current browser tab, which is deleted when you close it.

PostHog does not store your IP address, does not track you across other websites, and we do not use any of this data for advertising.

When you submit our form, Vercel runs an automated check in your browser to confirm the submission comes from a person and not a bot.

No personal data collected through our landing page form is used for advertising or tracking purposes.

11. Right to be forgotten

You may ask us to delete your data at any time by contacting us (see Section 13). We will action all deletion requests promptly and confirm once complete.

12. Changes to this privacy policy

Any changes we make to this privacy policy will be posted on this page, with the "Last updated" date revised accordingly. We encourage you to review this notice periodically.

13. Contact

If you have any questions, comments, or requests regarding this privacy policy, please contact:

Jon Fraser
Rainmaking Innovation Ltd
Email: jfraser@rainmaking.io