Privacy Policy

1. Introduction

FleetVF ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fleet management platform and mobile application.

FleetVF is a Software-as-a-Service (SaaS) platform that provides fleet management solutions to businesses and organizations. This policy applies to all users of the FleetVF platform, including employees of organizations that subscribe to our services.

By accessing and using FleetVF, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our services.

2. Information We Collect

2.1. Information You Provide to Us

• Account Information: first name, last name, email address, username, password
• Professional Information: job title, department, employee number, company affiliation
• Contact Information: phone number, postal address
• Company Information: company name, business address, contact details (for company administrators)
• Vehicle and Equipment Data: information about vehicles, equipment, inspections, maintenance records
• Documents and Files: uploaded documents, photos, reports, invoices
• Work Order Data: work orders, repair history, maintenance schedules

2.2. Automatically Collected Information

• Usage Data: pages visited, actions performed, time spent on the platform, features used
• Technical Data: IP address, browser type, operating system, device information, mobile device identifiers
• Cookies and Similar Technologies: session cookies, preference cookies, analytics cookies
• Location Data: when you use our mobile services and grant location permissions (used for vehicle tracking, work order locations, and location-based services)
• Device Information: device model, operating system version, unique device identifiers

2.3. Mobile App Specific Information

When you use our mobile application, we may collect:

• Camera Access: Photos taken for vehicle inspections, equipment documentation, and work order completion (with your explicit permission)
• Photo Library Access: Images selected from your device to upload to the platform (with your explicit permission)
• Microphone Access: Audio recordings for voice calls, audio messages, and voice notes (with your explicit permission)
• Location Services: GPS coordinates for vehicle tracking, work order location recording, and location-based features (with your explicit permission)

Example Usage: We use camera access to allow you to take photos of vehicle damage during inspections. We use location services to track vehicle positions and record where maintenance work was performed. We use microphone access for voice calls between team members and to record audio notes for work orders.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Provision: To provide, maintain, and improve our fleet management services
• Account Management: To create and manage your account, authenticate your identity, and control access to the platform
• Data Organization: To organize and manage fleet data, equipment records, work orders, and maintenance schedules
• Communication: To send you notifications, alerts, updates, and respond to your inquiries
• Analytics and Improvement: To analyze usage patterns, improve our services, and develop new features
• Security: To protect the security and integrity of our platform, detect fraud, and prevent unauthorized access
• Legal Compliance: To comply with legal obligations, respond to legal requests, and enforce our terms of service
• Multi-Tenant Isolation: To ensure data separation between different organizations using our platform

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information in the following circumstances:

4.1. Within Your Organization

Your information may be accessible to authorized users within your organization, including:

• Administrators and managers for team management and oversight
• Colleagues who need access for collaborative work
• IT administrators for system maintenance and support

4.2. Service Providers

We may share information with third-party service providers who help us operate our platform, including:

• Cloud Hosting Providers: For data storage and infrastructure
• Email Service Providers: For sending notifications and communications (e.g., SendGrid)
• Analytics Services: To understand how our platform is used and improve our services
• Payment Processors: For processing subscription payments (if applicable)

All service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3. Legal Requirements

We may disclose your information if required by law or in response to:

• Legal processes, court orders, or government requests
• Enforcement of our Terms of Service
• Protection of our rights, property, or safety, or that of our users
• Prevention of fraud or illegal activities

4.4. Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

4.5. Multi-Tenant Data Isolation

Important: We implement strict technical and organizational measures to ensure that data from different organizations (tenants) is completely isolated. Your organization's data is never accessible to other organizations using the FleetVF platform.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (SSL/TLS) and at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Intrusion detection and monitoring systems
• Regular backups and disaster recovery procedures
• Employee training on data security and privacy
• Multi-tenant data isolation and access controls

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you and your organization
• Comply with legal and regulatory obligations
• Resolve disputes and enforce our agreements
• Maintain business records as required by law

When your account is deleted or your organization's subscription ends, we will delete or anonymize your personal information in accordance with our data retention policies, unless we are required to retain it for legal purposes.

7. Your Privacy Rights

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

7.1. Right of Access

You have the right to access the personal information we hold about you.

7.2. Right to Rectification

You may request correction of inaccurate or incomplete information.

7.3. Right to Erasure (Right to be Forgotten)

You may request deletion of your personal information. You can delete your account directly from the Account Settings page in the application. This will permanently delete your account and all associated personal data, subject to legal retention requirements.

7.4. Right to Data Portability

You may request to receive your data in a structured, commonly used, and machine-readable format.

7.5. Right to Object

You may object to the processing of your data for certain purposes, such as direct marketing.

7.6. Right to Restrict Processing

You may request restriction of processing of your data under certain circumstances.

7.7. Right to Withdraw Consent

When processing is based on your consent (such as location or camera access), you may withdraw it at any time through your device settings or account preferences. This will not affect the lawfulness of processing carried out before the withdrawal.

To exercise these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within a reasonable timeframe and in accordance with applicable data protection laws.

8. Cookies and Similar Technologies

We use cookies and similar technologies to improve your experience, analyze platform usage, and personalize content.

8.1. Types of Cookies We Use

• Essential Cookies: Necessary for the platform to function (e.g., session management, authentication)
• Performance Cookies: Help us understand how visitors use our platform (e.g., analytics)
• Functionality Cookies: Remember your preferences and settings

8.2. Managing Cookies

You can control and manage cookies through your browser settings. Note that disabling certain cookies may affect platform functionality.

9. International Data Transfers

Your information may be transferred to and stored in countries other than your own. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy, including the use of standard contractual clauses and other mechanisms approved by data protection authorities.

10. Children's Privacy

FleetVF is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:

• Posting the updated policy on this page
• Updating the "Last updated" date
• Sending you an email notification (for significant changes)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, your personal data, or your privacy rights, please contact us:

For account deletion requests, you can also use the Account Settings page in the application to delete your account directly.