Privacy Policy

Last updated: January 30, 2026

FleetKeeper ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and website (collectively, the "Service").

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Personal Information

We collect information that you provide directly to us, including:

  • Account Information: Name, email address, password, company name, and phone number when you register for an account.
  • Profile Information: Job title, role, and profile photo.
  • Fleet Data: Vehicle information (registration numbers, make, model, VIN), driver information (names, license numbers, certifications), and document information (expiration dates, attached files).
  • Payment Information: Billing address and payment method details (processed by our payment provider).
  • Communications: Information you provide when you contact us for support or feedback.

1.2 Automatically Collected Information

When you use our Service, we automatically collect:

  • Device Information: Device type, operating system, unique device identifiers, and mobile network information.
  • Usage Data: Features used, actions taken, time spent on screens, and error logs.
  • Log Data: IP address, browser type, access times, and referring URLs.
  • Location Data: Approximate location based on IP address (we do not collect precise GPS location).

1.3 Information from Third Parties

We may receive information from third parties, including:

  • Authentication providers (Google, Apple) when you sign in with social accounts.
  • Payment processors regarding transaction status.

2. How We Use Your Information

We use the collected information for the following purposes:

  • Provide the Service: Create and manage your account, track expirations, and send notifications.
  • Improve the Service: Analyze usage patterns, fix bugs, and develop new features.
  • Communicate with You: Send service updates, security alerts, and promotional messages (with your consent).
  • Process Payments: Handle subscription billing and invoicing.
  • Ensure Security: Detect fraud, protect against abuse, and enforce our terms.
  • Legal Compliance: Comply with legal obligations and respond to legal requests.

3. Legal Basis for Processing (GDPR)

If you are in the European Economic Area (EEA), our legal bases for processing your personal data are:

  • Contract Performance: Processing necessary to provide our Service to you.
  • Legitimate Interests: Processing for our legitimate business interests, such as improving our Service and preventing fraud.
  • Consent: Processing based on your explicit consent (e.g., marketing communications).
  • Legal Obligation: Processing required to comply with applicable laws.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

  • With Your Consent: When you explicitly authorize sharing.
  • Within Your Organization: With other users in your company account based on role permissions.
  • Service Providers: With third-party vendors who assist in operating our Service (see Section 5).
  • Legal Requirements: When required by law, regulation, or legal process.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets.
  • Safety: To protect the rights, safety, and property of FleetKeeper, our users, or others.

5. Third-Party Service Providers

We use the following categories of service providers:

Category Purpose Data Shared
Cloud Infrastructure Data storage and processing All service data
Authentication User login and security Email, name, profile
Email Services Sending notifications Email, notification content
Push Notifications Mobile alerts Device tokens, notification content
Payment Processing Subscription billing Payment details (not stored by us)
Analytics Usage analysis Anonymized usage data

All service providers are bound by data processing agreements and are required to protect your information.

6. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes described in this policy. Specifically:

  • Account Data: Retained while your account is active and for 30 days after deletion request.
  • Fleet Data: Retained while your account is active. Deleted within 30 days of account deletion.
  • Documents: Retained while associated with active expiration terms.
  • Usage Logs: Retained for 12 months for security and analytics purposes.
  • Backup Data: Retained for up to 90 days in encrypted backups.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit (TLS 1.3) and at rest (AES-256).
  • Multi-tenant architecture with strict data isolation.
  • Regular security audits and penetration testing.
  • Access controls and authentication requirements.
  • Employee training on data protection.
  • Incident response procedures.

While we strive to protect your information, no method of transmission over the Internet is 100% secure.

8. Your Rights (GDPR and CCPA)

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

  • Access: Request a copy of your personal data.
  • Rectification: Request correction of inaccurate data.
  • Erasure: Request deletion of your personal data ("right to be forgotten").
  • Portability: Request your data in a machine-readable format.
  • Restriction: Request limitation of processing.
  • Objection: Object to processing based on legitimate interests.
  • Withdraw Consent: Withdraw consent for processing based on consent.
  • Non-Discrimination: Exercise rights without discriminatory treatment (CCPA).

To exercise these rights, contact us at privacy@fleetkeeper.app. We will respond within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws.

When we transfer data outside the EEA, we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs) approved by the European Commission.
  • Data processing agreements with all service providers.

10. Children's Privacy

Our Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Push Notifications and Communications

We may send you:

  • Service Notifications: Expiration alerts, account updates (essential, cannot be disabled).
  • Marketing Communications: Product updates, tips (optional, can be disabled).

You can manage notification preferences in the app settings or by contacting us.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

  • Posting the new policy on this page with a new "Last updated" date.
  • Sending an email notification for material changes.
  • Displaying a notice in the app.

We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

For GDPR inquiries, you also have the right to lodge a complaint with your local data protection authority.