1. Introduction

Thank you for choosing Fleet Manager. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our services. By accessing or using Fleet Manager, you agree to the terms of this Privacy Policy.

2. Information We Collect

We may collect the following types of information:

• Personal Information: Name, email address, phone number, and other contact details you provide when registering or contacting us.
• Vehicle Information: Details about your vehicles, including make, model, year, registration information, and maintenance records.
• Usage Data: Information about how you use our services, including access times, features used, and browsing patterns.
• Device Information: Information about the device you use to access our services, including IP address, browser type, operating system, and device identifiers.
• Location Data: If you enable location services, we may collect location data to provide trip tracking and related features.

3. Legal Basis for Processing (GDPR Compliance)

We process your personal data based on the following legal grounds under GDPR:

• Performance of a contract: To provide our services to you and fulfill our obligations under our terms of service.
• Legitimate interests: To improve our services, prevent fraud, and maintain the security of our platform.
• Legal obligation: To comply with applicable laws and regulations.
• Consent: Where we have obtained your explicit consent to process your personal data for specific purposes.

4. How We Use Your Information

We use your information for the following purposes:

• To provide and maintain our services
• To personalize your experience
• To process and respond to your requests
• To send you updates, notifications, and marketing communications (where you have consented)
• To improve our services and develop new features
• To detect, prevent, and address technical issues
• To comply with legal obligations

4. Data Security

We take the security of your information seriously and implement appropriate technical and organizational measures to protect it from unauthorized access, disclosure, alteration, or destruction. Our security measures include:

• Encryption of data in transit and at rest
• Secure access controls and authentication procedures
• Regular security audits and vulnerability assessments
• Employee training on data protection and privacy
• Secure data storage and processing systems
• Regular backup and recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

4.1 Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you and the relevant authorities as required by applicable data protection laws, including GDPR and CCPA. We will provide details of the breach, the potential consequences, and the measures we are taking to address it.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Our retention periods are as follows:

• Account information: Until you delete your account or request deletion
• Vehicle and trip data: For the duration of your account and up to 5 years after account deletion for legal compliance
• Usage data: Up to 2 years for analytics and service improvement
• Communication records: Up to 3 years for customer service purposes

We will delete your personal information when it is no longer needed for the purposes for which it was collected, unless we are required to retain it by law.

6. Your Rights (GDPR Compliance)

If you are located in the European Economic Area (EEA), you have specific rights under the General Data Protection Regulation (GDPR):

• The right to access your personal information - You can request a copy of the personal data we hold about you.
• The right to rectification - You can request that we correct any inaccurate or incomplete personal data.
• The right to erasure - You can request that we delete your personal data under certain circumstances.
• The right to restrict processing - You can request that we limit the way we process your personal data.
• The right to data portability - You can request a copy of your data in a structured, machine-readable format.
• The right to object to processing - You can object to our processing of your personal data for legitimate interests.
• The right to withdraw consent - You can withdraw your consent to data processing at any time.
• The right to lodge a complaint - You can contact your local data protection authority if you believe we have mishandled your personal data.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

7. Third-Party Services

We may use third-party services to help us provide and improve our services. These third parties may have access to your personal information only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

8. California Consumer Privacy Act (CCPA) Rights

If you are a California resident, you have the following rights under the CCPA:

• The right to know what personal information is being collected about you
• The right to know whether your personal information is sold or disclosed and to whom
• The right to opt-out of the sale of your personal information
• The right to access your personal information
• The right to request deletion of your personal information
• The right to non-discrimination for exercising your CCPA rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 45 days.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at [email protected].