Privacy Policy

CoverMyRun
Version 1.0. Last updated 27 August 2026.

This policy explains what personal information CoverMyRun collects, why we collect it, what we do with it and what rights you have. It applies to our websites at covermyrun.com and covermyrun.co.uk, and to the CoverMyRun operator network.

We have kept this specific rather than vague. Where we say we collect something, we collect it. Where we do not, we say so.

1. Who is responsible for your information

CoverMyRun is the data controller for the information described here. That means we decide what is collected and why, and we are responsible for looking after it.

For any question about this policy, or to exercise any of the rights in section 9, contact us at info@covermyrun.com. Our postal address is on our Contact page.

2. A note on business information

CoverMyRun is a service for businesses, not for members of the public. Much of what we hold is business information such as a company name, fleet details and operating areas, which is not personal data at all.

Some of it is personal data even though it reaches us in a business context, because it identifies a person. A named contact, a work email address in the form of a person’s name, and a direct telephone number are all personal data. This policy covers that information.

3. What we collect, and why

When you register your interest

Our registration form asks for:

• Company name and county, so we know who you are and where you operate.
• Your name, so we know who we are dealing with.
• Email address, so we can confirm your registration, tell you when you are approved, and keep you updated as we build the platform.
• Telephone number, so we can speak to you directly. We recruit operators largely by telephone, and this is the number we will use.
• What you operate and your fleet sizes, so we can match the right work to the right vehicles when the exchange opens.

What we record alongside your registration

• Whether you agreed to marketing, the date you agreed, and which versions of our Terms of Use and this Privacy Policy were in force at the time. We keep this so that we can show what you agreed to and when.
• A referral code generated for you, and the code of any operator who referred you, so we can see how the network is growing.
• A rough referral source, such as whether you arrived from a search engine, a social network or a link from BusCompare NI. This is worked out from the referring page address and is not tied to your browsing anywhere else.
• A one-way scrambled version of your IP address. We use this only to stop the same connection submitting the form repeatedly. We deliberately do not store the address itself, and the scrambled value cannot be turned back into it.
• The date you registered, and the date your record was last changed.

When we email you

We keep a log of the messages the platform sends you: the type of message, the address it went to, the subject line, whether it was sent successfully, and any error the mail server returned. We keep this so that we can prove a message was sent, and so that a failed message is never mistaken for a delivered one.

The log records that a message was sent. It does not record whether you opened it. We do not use tracking pixels or read receipts in our emails.

Notes we make ourselves

We may add our own notes to your record, for example after a telephone conversation. These are working notes about your business and your interest in the platform.

When you use the website

Our web host keeps standard server logs, including IP addresses, for security and to keep the site running. These are the host’s ordinary technical records rather than something we collect for our own purposes.

4. What we do not do

We think it is as useful to be clear about this as about what we do.

• We do not sell your information, and we never will.
• We do not share your details with other operators. Nobody registering after you can see that you registered.
• We do not use advertising cookies, or track you across other websites.
• We do not build profiles about you, and we make no automated decisions that produce legal or similarly significant effects.
• We do not track whether you open our emails.
• We do not ask for, or store, payment card or bank details. CoverMyRun handles no money between operators.

5. Cookies

Our website uses only the cookies WordPress needs to work. If you log in to an account, WordPress sets cookies to keep you logged in and to protect forms against misuse. These are strictly necessary, and the site cannot function without them.

We do not currently use analytics, advertising or social media cookies. If that changes we will update this policy and ask for your consent first, before any non-essential cookie is set.

6. Our lawful bases for using your information

Data protection law requires us to have a lawful basis for each use. Ours are:

• Steps taken at your request before entering a contract. Handling your registration, reviewing it, approving it and setting up your access.
• Our legitimate interests. Running and improving the platform, contacting registered operators about the service they have registered for, protecting the site against spam and abuse, and keeping records of what was agreed. We have considered whether this is fair to you, and we think contacting an operator about the service they asked to join is exactly what they would expect.
• Your consent. Marketing emails about launch news, offers and updates that go beyond your own registration. You can withdraw this at any time, and doing so does not affect your account.
• Legal obligation. Where we have to keep or disclose information to comply with the law.

Marketing consent is separate from registration on our form for exactly this reason. You can register without agreeing to marketing.

7. Who else sees your information

We keep the number of third parties small and deliberate.

• Our web host stores the website, the database and our email. They process the information on our instructions and may not use it for their own purposes.
• Professional advisers such as accountants or solicitors, where we genuinely need their advice.
• Authorities, where the law requires us to disclose something, or where disclosure is necessary to protect someone’s safety or to defend our legal rights.
• A buyer of our business, if CoverMyRun is ever sold or merged. Any buyer would be bound by this policy or one no less protective.

That is the complete list. We do not pass your details to advertisers, data brokers, or other operators.

8. Where your information is held, and for how long

Your information is held on servers in the United Kingdom or the European Economic Area. If any of our providers needs to transfer information outside those areas, we will make sure an approved safeguard is in place, such as the UK addendum to the standard contractual clauses.

We keep information for these periods:

• Registrations and accounts: for as long as you are on the network, and for two years afterwards, so that we can deal with any question or dispute about the period you were with us.
• Registrations that do not proceed: two years from your last contact with us, then deleted.
• Records of consent: for as long as we rely on the consent, and for two years afterwards, because these are our evidence that you agreed.
• Email logs: two years.
• Anything we must keep by law: for as long as the law requires.

When a retention period ends we delete the information or anonymise it so that it can no longer identify anyone.

9. Your rights

Under UK data protection law you have the right to:

• Be told what we hold about you and what we do with it, which is what this policy is for.
• See a copy of the personal information we hold about you.
• Have it corrected if it is wrong or incomplete.
• Have it deleted in certain circumstances, for example if we no longer need it.
• Restrict what we do with it while a question about it is resolved.
• Receive it in a portable form, or have it sent to another provider, where it was provided by you and we rely on consent or contract.
• Object to us using it on the basis of our legitimate interests.
• Object to direct marketing at any time. This one is absolute: if you tell us to stop, we stop.
• Withdraw consent at any time, where we rely on it.

To use any of these, email info@covermyrun.com. We will respond within one month. We will not charge you, and we will not treat you any differently for asking.

Every marketing email we send includes a way to unsubscribe. You can also just reply and tell us.

10. Keeping your information safe

The website is served over an encrypted connection. Access to the operator database is limited to those who need it, and is protected by individual accounts rather than shared logins. Passwords are stored in a scrambled form that cannot be reversed. Our registration form is protected against automated abuse, and access to our mail account requires authentication.

No system is perfectly secure, and we would rather say that than pretend otherwise. If a breach happens that is likely to put your rights at risk, we will tell the Information Commissioner’s Office within 72 hours and tell you without undue delay.

11. Children

CoverMyRun is a service for transport businesses and is not intended for anyone under 18. We do not knowingly collect information about children.

12. Other websites

Our site may link to other websites, including BusCompare NI. This policy covers only CoverMyRun. Other sites have their own policies, and we are not responsible for them.

13. Changes to this policy

We will update this policy as the platform develops, particularly when the job exchange opens and operators begin dealing with each other through it.

Each version carries a number and a date, and we record which version was in force when you registered. If we make a change that materially affects how we use your information, we will tell you by email before it takes effect.

14. Complaints

If you are unhappy with how we have handled your information, please tell us first at info@covermyrun.com and we will try to put it right.

You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. You can complain to them at any time, and you do not have to come to us first