Privacy Policy
Version 1.1 · Last updated September 9, 2026
Introduction
This privacy policy explains how FleetHD Inc. ("FleetHD," "we," "us," or "our") collects, uses, shares, and protects personal data. FleetHD operates the FleetHD fleet maintenance intelligence platform, comprising the FleetHD web application and the FleetHD applications for iOS and Android (the "FleetHD Platform"), and the following properties:
- our marketing website at fleethd.com;
- the FleetHD web application at app.fleethd.com;
- the FleetHD applications for iOS and Android; and
- direct interactions with us, including sales inquiries and support communications.
References in this policy to the FleetHD platform, the FleetHD application, or the FleetHD applications are references to the FleetHD Platform.
Scope limitation. This policy covers personal data that FleetHD processes in its own right as a data controller -- for example, when you create an account, use the FleetHD Platform, use an AI-enabled feature, or visit our website. It also describes, for transparency, the categories of data that FleetHD processes on behalf of its fleet operator customers as a service provider (such as vehicle diagnostic data, telematics data, and inspection records). However, that service-provider processing is governed by our Data Processing Addendum and the applicable customer agreement, not by this policy. If you are an employee or contractor of one of our fleet operator customers and have questions about how your employer's vehicle or operational data is handled, please refer to your employer's own privacy notice.
In this policy, "you" and "your" refer to any individual who accesses or uses our websites, applications, or services -- whether as a visitor to our website, as a representative of one of our fleet operator customers, or as an employee or contractor authorized to use the FleetHD platform by a fleet operator customer. Where a provision applies specifically to the fleet operator customer as an organization rather than to an individual user, we use "your organization" or "the fleet operator customer."
Please read this policy carefully. If you have any questions, you can contact us using the details in section 1. Certain defined terms used in this policy are explained in the Glossary.
1. Important Information and Who We Are
Controller
FleetHD Inc. is the data controller responsible for the personal data described in this privacy policy. FleetHD is a company incorporated in the State of Delaware, with its principal office at 10089 Willow Creek Rd #200, San Diego, CA 92131. FleetHD is a subsidiary of BlueDot Ventures LLC.
Contact Details
If you have any questions about this privacy policy or our privacy practices, or wish to exercise any of your legal rights, please contact us as follows:
Email: privacy@fleethd.com
Postal address: FleetHD Inc., 10089 Willow Creek Rd #200, San Diego, CA 92131
Telephone: +1 (844) 353-3843
Changes to This Policy
We keep this privacy policy under regular review and may modify it from time to time. Where we make material changes, we will update the version number and date at the top of this page and, where appropriate, notify you by other means. We encourage you to review this policy periodically.
Third-Party Links
Our websites and applications may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party services and are not responsible for their privacy practices.
2. The Data We Collect About You
We collect, use, store, and transfer different categories of data, some or all of which may contain personal data. The table below groups data by category and indicates whether FleetHD processes it as a controller (in its own right) or as a service provider on behalf of a fleet operator customer. Two categories, Communications Data and Visual Data, are processed in both capacities, and the Role column identifies the purposes for which FleetHD acts as controller. Where FleetHD acts as a service provider, that processing is governed by our Data Processing Addendum and the applicable customer agreement rather than by this policy.
| Category | Description | Role |
|---|---|---|
| Identity Data | First name, last name, job title or role, and the name of your organization. | Controller |
| Contact Data | Work email address, telephone number, and postal address. | Controller |
| Account Data | Username, password (stored in hashed form), account preferences, role and permissions within the FleetHD platform, and notification settings. | Controller |
| Technical Data | IP address, browser type and version, time zone setting, operating system, and other technology on the devices you use to access our websites or platform. | Controller |
| Usage Data | Information about how you use our websites, platform, and FleetHD applications, including features used, pages visited, alert interactions, session duration, and platform performance metrics. | Controller |
| Device Data | Mobile device identifiers, device type and model, operating system version, app version, push notification tokens, and app diagnostic and crash data. | Controller |
| Location Data | Precise geographic location of your mobile device, used to identify vehicles near your current position. Collected only when you grant location permission in the app. | Controller |
| Communications Data | Email addresses and telephone numbers used to deliver maintenance alerts and notifications. Your alert delivery preferences. | Service provider for alert and notification delivery; controller for account administration, authentication, security monitoring, and message delivery diagnostics |
| Visual Data | Photos captured during vehicle inspections using the FleetHD application, and barcode/VIN images captured using the FleetHD application's camera feature. VIN images are processed by a cloud-based computer vision service to extract the VIN via optical character recognition. | Service provider when providing the FleetHD Platform; controller for platform security |
| Audio Data and AI Interaction Transcripts | If applicable, audio captured through Voice Features in the FleetHD Platform. Audio is converted to text in real time and is not retained. The AI Interaction Transcript persists. | Controller |
| Voice Session Metadata | If applicable, session identifiers, timestamps, duration, turn-detection events, and delivery status associated with voice interactions. | Controller |
| Support Data | Information you provide when you contact us for support, including correspondence and support ticket content. | Controller |
| Marketing and Communications Data | Your preferences in receiving marketing from us and your communication preferences. | Controller |
| Transaction Data | Subscription records, payment history, and invoicing records. | Controller |
| The following categories are processed by FleetHD as a service provider on behalf of fleet operator customers. This processing is governed by our Data Processing Addendum and the applicable customer agreement. | ||
| Vehicle Identification Data | Vehicle identification number (VIN), asset ID, unit number, make, model, year, mileage, and engine hours. | Service Provider |
| Vehicle Diagnostic Data | CAN-bus fault codes (J1939 SPN/FMI), sensor and PID readings (battery voltage, oil pressure, coolant temperature, DPF temperature, tire pressure), and dash-lamp status. | Service Provider |
| Vehicle Location Data | GPS coordinates of the vehicle, as reported by the vehicle's telematics system. Distinct from the mobile device location described above. | Service Provider |
| Inspection and Compliance Data | Driver Vehicle Inspection Reports (DVIRs), including driver name, defect descriptions, and reviewing technician information. Preventive maintenance (PM) schedules and records. If applicable, an electronic sign-off record for a preventive maintenance inspection, comprising the identity of the signer, a timestamp, and, where enabled, a signature image applied to the inspection record. | Service Provider |
| Maintenance and Repair Data | Work orders, labor records (including technician names and hours), parts data, and repair history. | Service Provider |
| Driver Data | Driver name, driver ID, and vehicle assignment information, to the extent attached to vehicle or asset records by the fleet operator customer. | Service Provider |
| Aggregated and Derived Data | Fleet health scores, mean time between failures (MTBF), mean time to repair (MTTR), alert patterns, cross-fleet intelligence outputs, and machine learning model parameters derived from customer data in aggregated and de-identified form. | Controller (see section 10) |
Sensitive and Special Categories of Personal Data
We do not intentionally collect special categories of personal data (such as information about race, ethnicity, religious beliefs, health conditions, sexual orientation, or trade union membership) or information about criminal convictions. The FleetHD Platform does collect one category of data that is treated as sensitive data under some US state privacy laws: the precise geographic location of your mobile device, where you grant location permission. We collect it because it is necessary to deliver the service, we process it only for the purposes described in section 4, and we do not use it to infer characteristics about you. If any other special category data is incidentally present in free-text fields, inspection notes, or voice input, we do not use it for any purpose that relies on its special-category nature.
Children
The FleetHD Platform is intended for business use by employees and contractors of our fleet operator customers. We do not knowingly collect personal data from individuals under 18. We do not sell the personal data of, or use personal data for targeted advertising directed at, individuals we know or have reason to believe are under 18, in accordance with applicable US state laws.
3. How Your Personal Data Is Collected
Direct interactions
You provide us with Identity, Contact, Account, Support, and Marketing and Communications Data when you:
- register for a FleetHD account or are provisioned as a user by your employer;
- use the FleetHD applications;
- use an AI-enabled feature;
- capture photos or use Voice Features in the FleetHD Platform;
- contact us via our website, email, or support channels;
- request a demonstration or attend an event; or
- subscribe to our communications.
Automated technologies
When you interact with our websites or use the FleetHD platform and FleetHD applications, we automatically collect Technical Data, Usage Data, and Device Data using cookies, server logs, mobile device APIs, and similar technologies. When you grant location permission, we collect Location Data from your mobile device. See section 11 for further details on cookies.
Platform-generated data
When we deliver our services, we automatically generate Usage Data in the form of session logs, feature usage statistics, alert delivery records, error logs, and platform performance metrics. We process this data as controller for the purposes of service delivery, security, and service improvement. This is distinct from the customer fleet data we process as a service provider, which is governed by our Data Processing Addendum.
Customer systems
Vehicle Identification Data, Vehicle Diagnostic Data, Vehicle Location Data, Inspection and Compliance Data, Maintenance and Repair Data, and Driver Data are ingested from telematics providers, fleet management systems, and wireless sensor networks, system-to-system, on behalf of our fleet operator customers. We do not collect this data directly from individuals.
Third parties and publicly available sources
We may receive personal data about you from analytics providers, lead enrichment services, and publicly available sources, including your organization's website and professional networking profiles.
4. How We Use Your Personal Data
We process personal data for the purposes described below. We collect only the personal data that is reasonably necessary for, and proportionate to, these purposes.
| Purpose / Activity | Data Categories |
|---|---|
| To register and administer your account | Identity, Contact, Account |
| To deliver our services: generate alerts, provide diagnostics, and operate the platform | Identity, Account, Usage, Communications, Technical |
| To provide location-based features (vehicles near you) | Location Data, Account |
| To support vehicle inspections (photos, Voice Features, inspection sign-off) | Visual Data, Audio Data, Account |
| To deliver maintenance alerts via email and SMS | Contact, Communications Data |
| To operate, secure, and improve the platform | Technical, Usage, Device Data |
| To train and improve machine learning models using aggregated and de-identified data | Aggregated and Derived Data |
| Where the applicable Data Processing Addendum permits, to tune detection rules and alerting logic for a specific customer using that customer's own operational data | Vehicle Diagnostic Data, Inspection and Compliance Data, Maintenance and Repair Data, Driver Data (for that customer only) |
| To send marketing communications | Identity, Contact, Marketing and Communications |
| To comply with legal, regulatory, and tax requirements | All categories as necessary |
| To establish, exercise, or defend legal claims, and in connection with a corporate transaction | All categories as necessary |
Marketing
You will receive marketing communications from us only if you have requested information from us, subscribed to our communications, or are an existing customer and have not opted out. You can opt out of marketing communications at any time by clicking the unsubscribe link in any marketing email or by contacting us. Opting out of marketing does not affect communications we send you as part of our service (such as maintenance alerts).
Automated decision-making
We do not use your personal data for automated decision-making or profiling that produces legal effects concerning you or similarly significant effects. The FleetHD platform generates automated maintenance alerts based on vehicle diagnostic data, but these alerts are tools to assist fleet maintenance teams in making their own decisions -- they do not produce legal or similarly significant effects on individuals. Where the platform offers AI-enabled features, those features are addressed in section 10.
5. Disclosures of Your Personal Data
We may share your personal data with the categories of recipients described below. A current list of sub-processors and third-party recipients is available at fleethd.com/sub-processors.
Sub-processors
The following categories of service providers process personal data on our behalf, under written agreements that include appropriate data protection obligations. These sub-processors support both our controller processing (such as operating the platform and AI features) and our service-provider processing on behalf of fleet operator customers:
- Cloud hosting provider (Microsoft Azure) -- hosts the FleetHD platform and stores personal data.
- AI and analytics providers -- the third-party service providers that power AI-enabled features within the FleetHD Platform.
- Voice and speech-to-text providers (if applicable) -- the services that support Voice Features in the FleetHD Platform.
Third-party recipients (controller processing)
The following third parties receive personal data in connection with FleetHD's own business operations, where FleetHD acts as controller:
- Analytics providers -- we use Google Analytics to measure and improve the performance of our website.
- Professional advisers (lawyers, accountants, auditors, insurers) who provide professional services to us and act as independent controllers of the data we share with them.
- Corporate transaction counterparties in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of company assets, where personal data may be among the assets transferred.
- Law enforcement and regulators where we are required to do so by law or in response to a valid legal process.
Customer-directed sharing
Where a fleet operator customer directs us to share platform data with a third party, we do so as the customer's service provider acting on the customer's instructions. This includes:
- Telematics and integration partners (such as Geotab, Samsara, and Lytx) with whom we exchange vehicle diagnostic and operational data system-to-system.
- Third-party AI and voice services designated by the customer that the customer connects to the FleetHD platform via our APIs.
- Customer work-order and maintenance systems to which we return work requests, repair records, and related data.
This customer-directed sharing is governed by the Master Software as a Service Agreement (or similar contract) and the Data Processing Addendum, not by this policy.
We do not sell personal data. See section 13 for further information about sale and sharing under California and US state privacy laws.
6. International Transfers
FleetHD is based in the United States, and the personal data we collect is primarily stored and processed in the United States. Our fleet operator customers are currently US-based, and we do not maintain data centers or offices outside the United States.
If we transfer personal data to a sub-processor or service provider located outside the United States, or if our services become available to customers outside the United States in the future, we will implement appropriate safeguards, which may include standard contractual clauses approved by the European Commission or the UK Information Commissioner's Office, adequacy decisions, or other lawful transfer mechanisms. You may contact us for further information about any specific transfer.
7. Data Security
We have implemented appropriate technical and organizational measures designed to protect personal data against unauthorized or unlawful processing and against accidental loss, destruction, or damage. These measures include:
Encryption. Personal data is encrypted in transit using TLS and at rest using industry-standard encryption. Specific encryption standards are documented in our Data Processing Addendum.
Access controls. Access to personal data is restricted to authorized personnel on a need-to-know basis. We enforce role-based access controls and multi-factor authentication for administrative access to production systems.
Monitoring and testing. We maintain monitoring capabilities to detect unauthorized access attempts and conduct regular security assessments.
Staff obligations. All personnel with access to personal data are bound by confidentiality obligations.
In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the relevant supervisory authority (where required) and affected individuals in accordance with applicable law.
8. Data Retention
We retain personal data only for as long as reasonably necessary to fulfill the purposes for which it was collected, as described in section 4, and to comply with our legal, accounting, or reporting obligations. The table below sets out our retention periods for controller data. Retention of service-provider data (Vehicle Identification Data, Vehicle Diagnostic Data, Vehicle Location Data, Inspection and Compliance Data, Maintenance and Repair Data, and Driver Data) is governed by the Data Processing Addendum and the applicable customer agreement.
| Data Category | Retention Period | Reason |
|---|---|---|
| Identity, Contact, Account Data | Duration of your account plus up to 12 months | Account administration; post-termination inquiries |
| Transaction Data | Up to seven years from the date of the transaction | Tax, accounting, and legal obligations |
| Technical and Usage Data | Up to 24 months | Service improvement; security; troubleshooting |
| Device Data | Duration of app installation plus up to 12 months | App operation; push delivery; diagnostics |
| Location Data | Up to 24 months | Service delivery; analytics |
| Visual Data | Up to 12 months, or longer where required by customer agreement | Inspection records; service delivery |
| Audio Data and AI Interaction Transcripts | Audio not retained; interaction transcripts up to 12 months | Audio is processed in real time and is not stored. The AI Interaction Transcript, comprising both the user's input and the assistant's response, is retained for up to 12 months. |
| Voice Session Metadata | Up to 24 months | Service quality, troubleshooting, and security |
| Communications Data (including SMS delivery metadata) | Duration of account plus up to 12 months, or longer where required by customer agreement | Alert delivery; record-keeping |
| Support Data | Up to 24 months from resolution | Support quality; dispute resolution |
| Marketing and Communications Data | Until you opt out; suppression records retained indefinitely | Honoring opt-out preferences |
Customer data used for machine learning purposes undergoes a two-stage process. First, data is pseudonymized: direct identifiers are replaced with hashed values that can be re-linked via a separately formed mapping key which is not retained. Pseudonymized data remains personal data and is subject to the retention periods and protections in this policy and the Data Processing Addendum. Second, data becomes anonymized and aggregated when a further anonymization step renders the data structurally unlinkable from the pseudonymized input. Anonymized and aggregated data is retained indefinitely for machine learning model training and platform intelligence improvement, and is not subject to personal data retention limitations. See section 10 for further information.
Anonymized, aggregated usage metrics (such as feature adoption and platform performance data) may be retained indefinitely.
Where we have a legal claim or dispute, or where legal proceedings are reasonably anticipated, we may retain relevant data for longer than the periods above, as necessary to establish, exercise, or defend our legal rights.
9. Your Legal Rights
Depending on your jurisdiction, you may have certain rights in relation to your personal data. These may include the right to access, correct, delete, or restrict the processing of your personal data, the right to data portability, the right to object to processing, and the right to opt out of the sale or sharing of your personal data. US state-specific rights are described in section 13. If you are located in the European Economic Area or the United Kingdom, additional rights are described in section 14.
How to exercise your rights
To exercise any of your rights, please contact us at privacy@fleethd.com. We may need to verify your identity before processing your request. You may also designate an authorized agent to make a request on your behalf. We may require the authorized agent to provide a valid power of attorney or your signed written authorization, and we may contact you directly to verify the request.
Response timing
We aim to respond to all legitimate requests within the timeframes required by applicable law. Under California law, we will respond within 45 days, which may be extended by an additional 45 days where reasonably necessary.
If you request deletion of your personal data, we will delete your data from our active systems within the timeframe required by applicable law, subject to data we are required to retain by law for legal, accounting, or tax purposes. Pseudonymized data in our aggregation pipeline will be rendered anonymous through a further anonymization step in the ordinary course of processing. Data that has already been anonymized and aggregated as described in section 8 is not personal data and is not subject to deletion. We will confirm the deletion to you in writing.
If we decline or partially decline your request, we will explain our reasons. You may appeal our decision by contacting us at privacy@fleethd.com with the subject line "Appeal." We will respond to your appeal within the timeframe required by applicable law.
Where you exercise the right to data portability, we will provide your personal data in a commonly used, machine-readable format (such as CSV or JSON), to the extent technically feasible.
Account deletion
You may request deletion of your FleetHD account at any time by contacting us at privacy@fleethd.com. On receipt of a verified request we will disable your account credentials and delete the Identity, Contact, Account, and Device Data associated with your individual account within the timeframe required by applicable law, subject to data we are required to retain for legal, accounting, or tax purposes. Deleting your individual account does not delete the vehicle, maintenance, inspection, or operational records held on behalf of your organization. Those records belong to your organization, and their retention and deletion are governed by our Data Processing Addendum and the agreement between your organization and FleetHD. If your organization's account is terminated, deletion is handled as described in that agreement.
10. AI and Automated Processing
AI Offerings
FleetHD offers AI-enabled features within the FleetHD Platform, including automated vehicle identification number (VIN) reading from photos using optical character recognition. If applicable, FleetHD may also offer Voice Features. Use of AI Offerings is integrated into the FleetHD Platform experience and does not require a separate opt-in, though voice and camera features require device-level permissions.
How AI Offerings process personal data
When you photograph a vehicle's VIN plate using the FleetHD application, the image is processed by a third-party computer vision service (Microsoft Azure AI Vision) to extract the VIN via optical character recognition. The image and extracted VIN are processed as part of the FleetHD service.
If applicable, for Voice Features in the FleetHD Platform, audio captured from your device will be processed by cloud-based speech-to-text and related services. Additional details regarding the processing of voice data are set out in Schedule 1 to the Data Processing Addendum.
FleetHD is the controller for the Audio Data and AI Interaction Transcripts described in section 2. FleetHD processes Visual Data as a service provider when providing the FleetHD Platform, and as a controller only for platform security. Where AI Offerings process vehicle diagnostic or operational data on behalf of a fleet operator customer, that processing is governed by the Data Processing Addendum.
AI vendors and sub-processing
The AI service providers and, if applicable, voice/speech-to-text service providers that power our AI Offerings are sub-processors. We maintain written data processing agreements with each AI vendor. A current list of AI sub-processors is included in our sub-processor list at fleethd.com/sub-processors.
Training on your data
We do not use your individual Visual Data or Audio Data to train third-party AI models.
FleetHD does use customer-provided data in aggregated and de-identified form to train and improve its own machine learning models for fault detection and maintenance intelligence. This aggregated training data does not identify individual users or individual fleet operators. Aggregated and de-identified data is retained indefinitely in de-identified form as the foundation of our platform's intelligence quality. See section 8 for retention of personal data.
Customer-specific tuning
In addition to cross-fleet model training on aggregated data, FleetHD may use a customer's own identifiable operational data, subject to the Data Processing Addendum, including for work orders, preventive maintenance records, inspection reports, and fault history, to tune detection rules and alerting logic for that customer. This customer-specific tuning uses your organization's data for your organization's benefit and is governed by the Data Processing Addendum and the applicable customer agreement. It is distinct from the cross-fleet aggregated training described above, which uses de-identified data across all customers.
No automated decisions with legal effect
The AI Offerings are tools designed to assist fleet maintenance professionals. They do not make decisions that produce legal or similarly significant effects on individuals.
11. Cookies and Tracking Technologies
We use cookies and similar tracking technologies on our websites to operate the site, analyze usage, and deliver relevant content. In summary, we use the following categories of cookies:
- Strictly necessary cookies: essential for the operation of the website, such as session management and authentication. These do not require your consent.
- Performance cookies (analytics): allow us to measure and improve the performance of the website. We use Google Analytics for this purpose.
We also use Google Analytics within the authenticated FleetHD web application to measure platform performance and usage patterns. The analytics data collected from the authenticated application is associated with your logged-in session. In the FleetHD applications for iOS and Android we use Firebase Analytics to measure application performance and usage. Firebase Analytics in the FleetHD iOS application is configured so that the Identifier for Advertisers (IDFA) is not collected, and we do not use analytics data from the FleetHD applications for advertising purposes.
If you prefer not to have your usage data collected by Google Analytics on our website or within the authenticated application, you may install the Google Analytics opt-out browser add-on (available at tools.google.com/dlpage/gaoptout) or adjust your browser cookie settings.
We do not currently respond to browser-based "Do Not Track" signals, as there is no universally accepted standard for how such signals should be interpreted.
12. SMS Notifications
By providing your mobile telephone number and opting in to receive SMS notifications through the FleetHD platform, you consent to receive automated maintenance alert messages from FleetHD at the number provided. We collect your mobile telephone number, a record of your opt-in, and delivery metadata (timestamp, delivery status) in connection with the SMS notification service.
Mobile telephone numbers, SMS opt-in data, and records of consent to receive text messages will not be sold to or shared with third parties or affiliates for their independent marketing or promotional purposes. This restriction applies to all SMS opt-in data and consent information collected through the FleetHD platform.
You may opt out of receiving SMS notifications at any time by replying STOP to any message. After opting out, you will receive a single confirmation message and no further SMS messages will be sent unless you re-subscribe. For assistance, reply HELP to any message or contact us at privacy@fleethd.com. Message frequency varies based on your alert configuration. Message and data rates may apply.
13. US State Privacy Rights
This section supplements the information provided elsewhere in this privacy policy and applies to residents of US states that have enacted comprehensive consumer privacy legislation, including California, Colorado, Connecticut, Delaware, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia, and any other state with applicable privacy legislation in effect at the time of your request.
General US state privacy rights
If you reside in a US state with a comprehensive consumer privacy law, you may have some or all of the following rights, depending on your state of residence:
- Right to know and access: You may request confirmation of whether we process your personal data and, if so, access to that data together with information about the categories collected, the purposes of processing, and the categories of third parties with whom we share it.
- Right to delete: You may request that we delete personal data we have collected from or about you, subject to certain exceptions permitted by law.
- Right to correct: You may request that we correct inaccurate personal data that we maintain about you.
- Right to opt out of sale, sharing, and targeted advertising: You may direct us not to sell or share your personal data for cross-context behavioral advertising or targeted advertising purposes.
- Right to opt out of profiling: Where applicable state law provides for it, you may opt out of profiling in furtherance of automated decisions that produce legal or similarly significant effects concerning you.
- Right to data portability: Where required by applicable state law, you may request a copy of your personal data in a portable and, to the extent technically feasible, readily usable format.
- Right to non-discrimination: We will not discriminate against you for exercising any of your privacy rights.
To exercise any of these rights, please contact us at privacy@fleethd.com. We may need to verify your identity before processing your request. You may also designate an authorized agent to make a request on your behalf.
Sensitive data
The definition of "sensitive data" varies by state and may include precise geolocation data, biometric data, and data from known children. To the extent that any data we collect falls within a state-specific definition of sensitive data (for example, precise Location Data collected from the FleetHD application), we process that data only for the purposes described in section 4 and we obtain your consent where required by law. We do not sell sensitive data under any state's definition.
California-specific provisions
The following provisions apply specifically to residents of the State of California. This section is intended to comply with the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (the "CCPA"). Provision of this notice is not an admission that FleetHD is a "business" within the meaning of the CCPA, and nothing in this policy may be construed as such an admission.
A. Categories of personal information collected
We have collected the following categories of personal information (as defined by the CCPA) within the preceding 12 months:
| Category | Collected | Source(s) |
|---|---|---|
| Identifiers (name, email, IP address, account name, device identifiers) | Yes | Direct; Automated; Mobile app |
| Personal information under Cal. Civ. Code 1798.80(e) (name, address, telephone number) | Yes | Direct |
| Commercial information (subscription and transaction records) | Yes | Direct; Platform-generated |
| Internet or other electronic network activity (interaction with our websites and platform) | Yes | Automated |
| Geolocation data (precise mobile device location) | Yes | Mobile app (with permission) |
| Audio, electronic, visual, or similar information (voice, photos -- if applicable) | Yes (if applicable) | FleetHD applications |
| Professional or employment-related information (job title, organization) | Yes | Direct; Third parties |
| Inferences drawn from other categories to create a profile | No | N/A |
| Sensitive personal information (precise geolocation) | Yes | Mobile app (with permission) |
B. Sale and sharing of personal information
We do not sell personal information as that term is defined under the CCPA. We do not share personal information for cross-context behavioral advertising.
C. Sensitive personal information
We collect precise geolocation data from the FleetHD application (with your consent). We use sensitive personal information only for the purposes described in section 4 and not for the purpose of inferring characteristics about you. You may limit our use of sensitive personal information by revoking location permission on your device.
D. California rights
In addition to the general US state rights described above, California residents have the right to: request that we disclose the categories and specific pieces of personal information collected about them; request deletion of personal information; opt out of the sale or sharing of personal information; and limit the use of sensitive personal information. We will not discriminate against you for exercising any of these rights.
E. Exercising your California rights
To submit a request, contact us at privacy@fleethd.com. We will respond within 45 days, which may be extended by an additional 45 days where reasonably necessary (with notice to you). We may need to verify your identity before processing your request.
F. CalOPPA / Do Not Track
In accordance with the California Online Privacy Protection Act (CalOPPA), this privacy policy is accessible via a conspicuous link on our website. We do not respond to browser-based "Do Not Track" signals.
G. Shine the Light
Under California Civil Code section 1798.83, California residents may request information about any disclosure of personal information to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their direct marketing purposes.
14. Notice to European Visitors
This section applies to individuals located in the European Economic Area ("EEA") or the United Kingdom ("UK") who visit our website or contact us directly. FleetHD does not currently offer its platform services to customers in the EEA or UK, and this section is limited to the personal data of website visitors and direct contacts.
For the processing described in this policy, FleetHD acts as data controller. Our lawful bases for processing are: performance of a contract or pre-contractual steps (where you have inquired about or subscribed to our services); legitimate interests (operating our website, responding to inquiries, and marketing to existing contacts); and consent (where you have opted in to receive marketing or non-essential cookies).
You have the right to request access to, rectification of, or erasure of your personal data, the right to restrict or object to processing, the right to data portability, the right to withdraw consent at any time, and the right to lodge a complaint with a supervisory authority. To exercise any of these rights, please contact us using the details in section 1.
We aim to respond to requests from EEA and UK residents within one calendar month, with the possibility of a two-month extension for complex or numerous requests.
If we transfer your personal data outside the EEA or UK, we will implement appropriate safeguards as described in section 6.
15. Glossary
AI Interaction Transcript. The text of an AI interaction, comprising the transcript of your voice input and the text of the AI assistant's response.
AI Offerings. The AI-enabled features within the FleetHD Platform, including VIN optical character recognition and, if applicable, Voice Features.
Controller. The entity that determines the purposes and means of the processing of personal data. Where FleetHD processes personal data in its own right (as described in this policy), FleetHD is the controller.
Personal data. Any information relating to an identified or identifiable individual. Under the CCPA, the equivalent concept is "personal information," which means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.
Service provider. A third party (including FleetHD, when acting on behalf of a fleet operator customer) that processes personal data on behalf of a controller, under a written contract that restricts the service provider's use of the data to the purposes specified by the controller. Under the CCPA, this term has the meaning given in California Civil Code section 1798.140(ag).
Voice Features. FleetHD's voice assistant, voice dictation, and related AI features, as further described in Schedule 1 to the Data Processing Addendum.
16. Jurisdiction
This privacy policy is governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Nothing in this policy limits your rights under the privacy laws of your state or country of residence to the extent those rights cannot be waived or limited by contract. Where you access the FleetHD Platform as an authorized user of a fleet operator customer, any dispute relating to this policy is subject to the governing law and dispute resolution provisions of the FleetHD Terms of Use.