Privacy Policy

1. Who we are

FleetCommander (“we”, “us”) provides FleetCommander, fleet-management software for transportation companies. This policy explains what information FleetCommander handles and why. For the information a company puts into FleetCommander about its own vehicles, drivers and operations, that company decides what to enter and why; we process it on the company's behalf.

2. What we collect

Account information: name, work email, role, a password (stored only as a one-way hash) and, if you use two-step login, an encrypted authenticator key and backup codes stored as fingerprints. Optional: profile photo, phone number.

Company information: the company's name, logo, address details and billing contact, plan and invoices.

What the company enters: vehicles, drivers (which can include names, home addresses, license and medical-certificate dates and other credentials), routes, schools, maintenance, inspections, defects, incidents, fuel, expenses, insurance, documents and messages. Companies can also enter the students on their routes (a student's name, pick-up address and a parent's phone number) and their daily bus attendance; we process this only to provide the service, on the company's behalf.

Technical information: when you sign in and what you change are recorded in an audit log with your IP address and browser type, to keep accounts secure. We use a small number of cookies: your sign-in session, and your choices such as colour style and menu state. We count visits to our website and app anonymously with Vercel Web Analytics — which pages are opened, the site that sent the visitor, and the visitor's country, device and browser — without cookies, and without the part of a web address after the “?”. We do not use advertising or cross-site tracking cookies.

3. How we use it

To provide and secure the service; to sign you in and protect accounts; to send service emails (password resets, invoices, trial and billing notices, alerts you have switched on); to answer messages you send us; to bill for the service; and to fix problems and improve FleetCommander. We do not sell information and do not use it for advertising.

4. Who we share it with

Only service providers that help us run FleetCommander, and only as needed: hosting and database providers (including Vercel, which also provides our anonymous visit counts), email delivery, and (when a company switches them on) Google Maps or Places and the U.S. Postal Service address check. Where a feature sends information to one of them — for example an address typed into a box — the app says so. We may disclose information if the law requires it, or to protect people's safety or our rights. If our business is sold or merged, the information goes with it under this policy.

5. Where it is kept and how it is protected

Information is stored with our hosting and database providers and sent over encrypted connections. Passwords are hashed; sign-in keys and drivers' full fuel card numbers are encrypted (a full card number is shown only on request to people allowed to edit drivers, and every such view is recorded in the company's audit log); each company's data is kept separate from every other company's and access follows the roles each company sets. Two-step login is required for Super Admins. No system is completely secure, and we cannot promise absolute security, but we work to protect your information and will tell affected companies without undue delay if a breach affects their data.

6. How long we keep it

We keep a company's information while its account is open. When an account is closed we keep its data for 60 days so it can be exported, then delete it. Audit logs and invoices may be kept longer where needed for security, accounting or legal reasons. Backups roll off over time.

7. Your choices and rights

You can view and correct your profile in My account. A company's Super Admin can add, change and remove its users and data, and export much of it. People whose information a company holds (for example drivers) should ask that company first. Depending on where you live you may have rights to access, correct, delete or restrict the use of your personal information; contact us and we will help, or direct you to the company that controls it.

8. Children

FleetCommander is for businesses and is not directed to children. We do not knowingly collect information from anyone under 16.

9. Changes to this policy

We may update this policy and will say so in the app or by email before a material change takes effect. The date at the top shows when it was last updated.

10. Contact

Privacy questions or requests: support@fleet-commander.us.