Branded vehicles offer powerful mobile advertising, with a single van reaching thousands of people daily. Many businesses use van signage to promote their services on the go. However, with the General Data Protection Regulation (GDPR) in effect since 2018 and tightening in 2025, there are legal considerations. While GDPR is often associated with websites and customer data, it also applies to physical advertising, including van graphics. If you're updating your van signage this year, this guide will help you navigate what you can and can't display, ensuring compliance without sacrificing your brand's impact.

What is GDPR and Why It Matters for Van Graphics

GDPR stands for General Data Protection Regulation. It’s a legal framework that governs how personal data is collected, stored, shared, and displayed. While it mostly relates to digital information, such as email addresses and online activity, it also applies to any public display of personal data.

When it comes to van signage or HGV graphics, GDPR becomes relevant if your designs include any personal data, such as an individual’s name, personal phone number, email address, or even a photo.

In 2025, enforcement of GDPR in the UK will become stricter. Authorities are paying closer attention to how businesses handle personal data across all touchpoints – including vehicles. Fines for non-compliance can be steep, and even an innocent mistake can damage your business reputation.

Common Van Signage Elements and Their GDPR Risks

To keep things clear, let’s go over the common elements businesses often display on their vans and how each one relates to GDPR:

 Company Name & Logo

• These are fine to display. They represent your business, not personal data.

 Phone Numbers

• Company landline numbers are perfectly acceptable.
• Be careful with personal mobile numbers. If the number belongs to an individual (like a sole trader or employee), and it’s linked to them personally, you may need consent.

 Email Addresses

• A generic address like [email protected] is okay.
• Avoid personal emails like [email protected] unless you have written consent to display them.

Employee Names

• Names are classed as personal data. Even if your van says “Call John on 07777 123456,” you could be breaching GDPR if you don’t have explicit permission.

Client Logos or Endorsements

• These can be powerful forms of social proof, but must not be used without written consent from the client.

QR Codes

• QR codes are popular on van signage and HGV graphics, linking to websites or tracking tools.
• However, if the linked page collects personal data or uses cookies, you need a privacy notice in place. Without this, displaying the QR code could be a GDPR risk.

Examples: When Van Graphics Go Wrong

Let’s take a look at a couple of scenarios where van graphics accidentally breached GDPR.

Case Study 1: The Friendly Plumber

A local plumbing company included their team member's names and personal mobile numbers on the sides of their vans. It seemed like a great way to create trust with customers. However, one former employee complained after leaving the company, saying his number was still visible on vans without his consent. The company faced a fine and had to quickly replace the graphics.

Lesson: Never display personal contact details without proper, written permission. And always update your graphics when staff leave or roles change.

Case Study 2: The Tech Courier

A courier service added QR codes to their fleet of HGV graphics, allowing customers to scan and track parcels. However, the linked page collected user data through cookies but didn’t include a privacy notice. After a complaint, they were fined and had to take down the QR codes until their website was GDPR compliant.

Lesson: If your van’s QR code links to a page that tracks data, make sure it includes a visible cookie notice and privacy policy.

Disclaimer: The examples provided are for illustrative purposes only. Businesses should consult with a legal professional to ensure full GDPR compliance when using van graphics or QR codes for advertising.

How to Make Your Van Graphics GDPR-Compliant in 2025

Staying compliant doesn't mean making your van boring. It simply means thinking carefully about what you display and how you handle personal information. Here are some tips to keep your van signage or HGV graphics on the right side of the law:

1. Use Generic Contact Details

Stick with company-wide contact info. Central office numbers and generic email addresses are both safe and professional.

2. Avoid Personal Names or Data

Unless it’s absolutely necessary and you have documented permission, avoid putting names, photos, or personal contact details on your vehicles.

3. Client Logos? Get Written Consent

If you're proud to work with a certain brand or client and want to display their logo, get written permission first. This protects you and shows professionalism.

4. Smart Use of QR Codes

QR codes are useful and modern – just make sure they lead to a GDPR-compliant webpage. Add a short description near the code like “Scan for more info – see our privacy policy online.”

5. Review Designs Regularly

Make it a habit to review your van graphics every year or when any staff or branding changes. It’s easy to forget old numbers or out-of-date details that may now be non-compliant.

Creative and Compliant: It’s Possible!

Just because GDPR has rules doesn’t mean your designs have to be dull. With a bit of creativity, you can still make your van stand out.

Here are a few ideas:

• Use icons instead of names – e.g., a wrench symbol for plumbing services.
• Bold branding with your logo, strapline, and web address – this keeps it eye-catching and compliant.
• Drive traffic to your social media or website, where customers can find all the up-to-date and consented information.
• Include a clear call-to-action like “Visit us online” or “Scan to learn more.”

By focusing on brand identity and smart design, you can make your van signage memorable and legally sound.

Conclusion

In 2025, GDPR isn’t just about computers and websites  it’s about any place where personal data is shown, including your vans and HGVs. While the rules might seem strict, they’re manageable with a little planning.

By sticking to generic contact info, avoiding personal details, and getting permission when needed, your van graphics can remain compliant and effective. A clean, clear, and creative design not only attracts attention – it shows your business cares about professionalism and customer trust.

Sign Company London specialises in helping businesses create standout vehicle signage that meets today’s branding and legal standards. Whether you're updating your fleet or designing your first branded van, we can help make sure it looks fantastic – and follows the rules.