Privacy Policy

Two different kinds of people

This policy covers two groups, and the difference matters.

Staff of our customers — the people who sign in and use Fleetline. We hold their information directly, and we decide how it is used. For them, we are the controller.

Renters — the customers of the rental companies that use Fleetline. Their information is entered by our customer, about their own business. We hold it on that company's behalf and act on its instructions. For them, we are the processor, and the rental company is the controller.

If you are a renter and want to know what a rental company holds about you, or want it corrected or deleted, ask the rental company. They control it. We will help them respond.

What we hold about our customers' staff

For people who sign in to Fleetline, we hold:

• name, email address and role within the workspace
• a cryptographic hash of the password — never the password itself
• sign-in sessions, which expire after 7 days
• an audit record of significant actions taken in the workspace, so an administrator can see who did what
• anything they choose to write in notes and comments

What we hold about renters, on our customers' behalf

Our customers use Fleetline to run rentals, so the platform stores what a rental desk needs:

• name, email address, phone number and date of birth
• driving licence number and expiry date
• insurance company, policy number and expiry date
• uploaded documents and photographs — typically licence, ID and insurance scans
• reservations, pickups and returns, payments, invoices and rental history
• damage records and condition photographs
• imported trip expenses: tolls, charging sessions and tickets, which include the time and place a vehicle was recorded

A note about the last one

Toll, charging and ticket imports are matched to the vehicle and the rental that was open at the time. That means they record where a named person was, and when.

We are flagging it because it is easy to overlook. If you are a rental company using Fleetline, consider it when deciding what you import, how long you keep it, and what you tell your renters.

Why we hold it

Staff information: to give people access to their workspace, keep accounts secure, provide support, and maintain the audit trail an administrator needs.

Renter information: solely to provide the platform to the rental company that entered it. We do not use it for our own purposes, we do not sell it, and we do not use it to train machine-learning models.

We also process limited technical information — IP addresses and request logs — to keep the service secure, rate-limit abuse and diagnose faults.

Who else sees it

We use a small number of service providers. Each only receives what it needs to do its job:

• DigitalOcean — hosting, storage and backups. Servers and backups are located in the United States (New York).
• Resend — sends transactional email such as sign-up confirmations and password resets. It receives the recipient address and the message.
• Anthropic — powers the AI Assistant, and ONLY for workspaces that have switched it on. It receives the conversation, which may include reservation, customer and vehicle details.

The AI Assistant, specifically

The assistant is off by default. A workspace administrator has to enable it.

When it is enabled and someone uses it, that conversation is sent to Anthropic to produce a reply. It may contain personal information about renters, depending on what is asked.

If a rental company does not want renter information leaving the platform this way, it should leave the assistant switched off. We have designed it so that is a genuine choice, not a formality.

What is public on purpose

Vehicle catalog photographs are served without a login, so rental companies can use them on their own websites. Anyone with the URL can view them.

Nothing else is. Renter documents, inspection photographs, company documents and every page of the application require a signed-in session.

How it is protected

We take security seriously and can describe our measures in detail on request. In outline:

• every connection is encrypted in transit (HTTPS, with HTTP redirected)
• each workspace has its own database and its own process — credentials from one workspace do not work on another
• passwords are hashed with scrypt; we cannot read them and neither can anyone who obtains the database
• uploaded files are validated against an allow-list by content, not by filename, and are served in a way that prevents them executing in a browser
• sign-in attempts are rate-limited by both address and account
• significant actions are recorded in an audit log with the person responsible
• backups are encrypted in transit and stored separately from the server

How long it is kept

Workspace data is kept for as long as the workspace is active, because a rental company needs its own history.

When a workspace closes, we delete its database and uploaded files. Backup copies age out within 90 days.

A rental company can delete individual records — a customer, a document, a reservation — at any time, and that deletion is immediate in the live system.

Audit records are retained for the life of the workspace, because their purpose is accountability.

Your rights

Depending on where you live, you may have rights to access, correct, delete or export your personal information, and to object to certain processing.

If you are a member of staff at a company using Fleetline, contact us at [email protected].

If you are a renter, contact the rental company you dealt with — they control your information. If you contact us instead, we will pass your request to them and help them answer it.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

Where data is held

Our servers and backups are in the United States. Our email and AI providers may process data in the United States and elsewhere.

If you are outside the United States, your information will be transferred there. Contact us if you need to know more about the safeguards that apply.

Children

Fleetline is business software and is not intended for anyone under 18. We do not knowingly collect information about children.

Changes and contact

If we change this policy in a way that materially affects how we handle personal information, we will tell workspace administrators by email before it takes effect.

Questions, requests or complaints: [email protected], or write to [LEGAL ENTITY NAME], [REGISTERED ADDRESS].