Privacy policy

Who we are and what this covers

Fleetdy is a fleet readiness app for mobile grooming companies and other small vehicle fleets, based in San Antonio, Texas, USA. Fleetdy is responsible for the personal data described on this page. You can reach us at any time at hello@fleetdy.com.

This policy covers the website at fleetdy.com, the app your team signs in to, the instant demo, and the emails and notifications we send. It is written for the owners, managers, drivers and technicians who use Fleetdy, not for lawyers. "Personal data" means anything that identifies you or could be linked to you: your name, your email, or a check record that says you completed it.

Two kinds of data

Your own details. Your name, email, phone and sign in activity, and anything you send us in a beta request or an email. Fleetdy decides how these are used, and this policy is the whole story.

Your company's records. Checks, issues, photos, supply requests, maintenance and vehicles are entered by your company's team and belong to your company. Your company decides who on the team sees them and how long they stay; Fleetdy stores and processes them on the company's instructions. If you are a driver or technician and want a record about you corrected or removed, ask your Owner or manager first. If that does not work, email us and we will help.

What we collect and how

Directly from you. When you request beta access: your company name, your first and last name, your work email, your phone number if you give it, your city and region, the number of vehicles you run, and what you would like Fleetdy to help with. If you fill in the optional billing details, we also store your legal business name and address. The request is stored on our servers, not in your browser, and submitting it does not create an account. When you email us, we keep the conversation.

From your company. When an Owner or manager invites you, they give us your name, email and role, and your phone number if they add it. As your team uses Fleetdy, it records check in and check out answers, issues and the photos attached to them, supply requests and stock, maintenance and service records, fuel receipts, and vehicle and equipment details, each with the person who entered it and the time. This is the record your company relies on, so it names people on purpose.

Automatically. Fleetdy has no analytics or advertising trackers. Our hosting and sign in providers keep short lived technical logs, such as your IP address, browser type and the time of a request, to run and protect the service. If something breaks, an error report is sent with the personal details removed first.

From your device. The signed in session and a working copy of your company's data, so the app opens quickly and works on a weak connection. If you turn notifications on, the push subscription for that device. The instant demo uses sample data and stores nothing about you.

What we do not collect. Fleetdy does not track your location, does not read your contacts or photos beyond the ones you attach, and does not take payment card numbers. During the private beta, billing is arranged by email.

Why we use it

• To run the product for your company: showing the readiness of every vehicle, keeping the history of checks, issues, supplies and maintenance, and letting each role see what it should.
• To notify owners and managers when a check is completed, an issue is reported or a supply is requested, in the app and, if the company turns it on, by push notification.
• To review beta requests and set up new companies with a person on our side.
• To send account emails: invitations, password resets and email changes.
• To find and fix errors, and to keep the service secure.
• To agree and invoice a paid plan, once paid plans start.
• To understand how Fleetdy is used, from the records themselves, so we can improve it. We look at patterns, not at individual drivers.

We never sell personal data, we never share it for targeted advertising, and we never use it to build profiles of the people who use Fleetdy.

Who can see it

Your company. Members of your company, according to the role your Owner gives them. Owners and managers see the whole company. Drivers and technicians see the vehicles and tasks that concern them. One company can never read another company's records: every request to our database is authorized from the identity of the person signed in.

Fleetdy. Our staff open a company's data only to set it up, to help with a support request, or to fix a problem you have reported. We do not browse customer data.

Our service providers. The companies listed in the next section, only to provide their service to us.

When the law requires it. If a court order or a lawful request obliges us to share data, we share only what is required and, where we are allowed to, we tell the company first.

If Fleetdy changes hands. If Fleetdy is ever sold or merged, your data goes with the service under this policy, and we email every account Owner before it happens.

Service providers

Fleetdy runs on a small number of providers. Each one processes data only to provide its service to us, under its own agreement with us, and none of them may use it for anything else.

Your data is stored in data centers in the United States. If you use Fleetdy from outside the United States, your data is transferred there and handled under this policy. We will update this list here before we add a provider that handles personal data.

Photos and receipts

Check photos, issue photos and fuel receipts are kept in private storage under your company's own path. The file is deleted automatically fifteen days after it was taken. The record stays with its date, vehicle, person and amount, marked "Photo expired", so your history is complete without keeping the images. Take photos of vehicles and equipment, not of people, unless they agree.

How long we keep it

We keep a record longer only when the law requires it, for example an invoice.

Your rights and choices

Wherever you live, you can ask us to:

• See the personal data we hold about you, and get a copy you can take with you.
• Correct anything that is wrong.
• Delete it, unless your company needs the record or the law requires us to keep it.
• Object to a use you disagree with, and we will explain or stop.

Email hello@fleetdy.com. We confirm who you are, answer within a couple of business days, and never charge for a request. For your company's records, your Owner or manager can edit or remove team members, vehicles and records inside the app at any time.

Any user can also request deletion of their own account from Account in the Fleetdy app, and we complete it within 30 days.

Fleetdy does not sell or share personal data, so there is nothing to opt out of. We treat browser signals such as Global Privacy Control and Do Not Track the same way as every other visitor: no tracking for anyone.

Emails and notifications

• Account emails such as invitations, password resets and email changes are part of running the service and cannot be turned off while you have an account.
• Beta emails. If you request beta access we email you about that request and your setup, nothing else.
• Push notifications are off until your company turns them on for your role, and your device asks you before they start. You can turn them off in the browser at any time.
• Marketing. We do not send newsletters or promotions today. If we start, you will be asked first, and every message will carry an unsubscribe link.

Cookies, browser storage and other sites

Fleetdy uses no tracking cookies. The app keeps your session and a working copy of your company's data in your browser's storage, namespaced by company, so a second account on a shared device can never read the first. Signing out removes it. That is all the app stores in your browser.

Supply items can carry a purchase link that your company added. Following it takes you to that store's website, which has its own privacy policy that Fleetdy does not control.

Security

• All traffic between your device and Fleetdy is encrypted.
• Every table in our database enforces row level security, so access is checked on the server for every request.
• Photos and receipts live in private storage paths that belong to one company.
• Every release is scanned for leaked secrets, and no password or key is ever included in an error report.

No system is perfectly secure, so we also count on you: use a password you do not use elsewhere, do not share accounts, and sign out on shared devices. If you believe an account or a device has been compromised, email us and we will end its sessions. If we ever learn of a breach that affects your data, we tell your company's Owner without delay.

Children

Fleetdy is a tool for companies and their teams. It is not directed at anyone under 16, and we do not knowingly collect their data. If you believe a child's data has reached us, email us and we will delete it.

Changes to this policy

Each version of this policy carries its effective date at the top. Small clarifications are simply published here. If we make a material change, such as a new provider that handles personal data or a new use of your data, we email every account Owner before it applies.

Contact

Fleetdy, San Antonio, Texas, USA. Email hello@fleetdy.com for any question about your data, or read the terms of service.