Privacy Policy

1. Information we collect

We collect information you and the Customer submit, and information created when the Service is used:

• Account information — names, emails, hashed passwords, role (owner, member, investigator), account number, and company profile (legal name, USDOT, MC, address, contact).
• Fleet records — unit identity, ownership and lease facts, usage, work logs, service tickets, vendors, reminders, accident and incident notes, fillable forms and signatures, and similar operational data.
• Documents — files you upload (insurance, registration, inspections, receipts, photos, and other papers) and print or ZIP packages generated from them.
• Investigator settings — whether access is on, which areas are open, password lifetime, and a log that the Customer can see (for example that someone signed in and which pages they opened).
• Technical data — IP address, browser type, approximate time of access, and similar log data needed to run and secure the Service.
• Public / third-party data — copies of information you ask us to retrieve, such as a USDOT snapshot or ELD register listing from published sources. Those sources have their own rules.

We do not ask for bank login credentials, and we do not intend the Service to store payment-card numbers. If you paste secrets into a notes field, that is your doing.

2. How we use it

We use information to:

• provide, maintain, secure, and improve the Service;
• authenticate users and honor investigator permissions the Customer sets;
• send reminder digests and operational messages the Customer enables;
• generate screens, prints, PDFs, and ZIP files you request;
• prevent abuse, debug problems, and keep records of our own operations; and
• comply with law and enforce the Terms of Service.

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

3. How we share it

We share information only as needed to operate the Service or as the Customer directs:

• People on the account — owners, members, and investigators see what their role and the Customer’s settings allow.
• Service providers — hosting, email relay, and similar processors that work for us under obligation to protect the data. They are not allowed to use it for their own marketing.
• Legal — if we believe we must, to comply with law, a valid legal process, or to protect rights, safety, or the Service.
• Business transfer — if we transfer or reorganize the Service, information may move with it under this Policy.

We do not publish your fleet file. Printing, downloading, or granting investigator access is an action by the Customer (or a user the Customer invited), not a public listing by FleetCare.

4. Customer records

The Customer is responsible for the lawful collection and use of driver names, accident details, employee information, and documents it stores. If you are a driver or other individual whose information appears in a Customer’s file, you should contact that Customer. FleetCare processes that information to provide the Service to the Customer.

The Customer is also responsible for what an investigator is allowed to open. Do not grant access unless you intend that person to see the selected records.

5. Cookies and sign-in

The Service uses a session cookie (or similar) so we know you are signed in and can protect against cross-site request forgery. These are required for the Service to work. We do not use third-party advertising cookies.

6. Security and retention

We use reasonable safeguards (including access controls, hashed passwords, and isolated application hosting). No method of storage or transmission is completely secure. You should keep your own copies of records you are required to retain.

We keep account and fleet information for the life of the account and a commercially reasonable period afterward, unless you ask us to delete it and we are not required to keep it. Backups may last longer until they are overwritten.

In practice that means:

• A unit you take out of the fleet stays in your lists for six months — the period 49 CFR 396.3(c) asks for after a vehicle leaves — and is then archived. Archiving hides it from your lists; the record, its documents and its work log are kept.
• If the association membership behind your account ends, the account becomes read-only for six months so you can still read, print and download everything, and is then closed. Closing stops sign-in; it does not delete your records, and you may ask us for a copy. Records are kept for two years from the day access changed and are then deleted — long enough for the retention 49 CFR 396.3(c) asks for and for a later claim or audit, and not longer.
• Investigator passwords expire on the schedule the Customer sets, and never last longer than thirty days.

Where the account reaches the Service through an association membership, the association is told only what it needs to decide what you may do — whether the membership is current, and how many records it includes. It is not given your equipment records, your documents or your work log.

7. Your choices

Account owners and members can correct profile and fleet data in the Service. You may ask us to close an account. Closing an account removes access; residual copies may remain in backups or where the law requires us to keep them.

You may opt out of reminder digest emails using the notification settings in the account, where that control exists. We may still send messages needed to operate the account (for example security or service notices).

If a U.S. state privacy law gives you rights to access, correct, delete, or obtain a copy of personal information we hold about you as an individual consumer, you may contact us through the Site. We will honor those rights as required. Because FleetCare is a business tool, much of the data in an account is the Customer’s business record, and we may direct individual requests to the Customer.

8. Children

The Service is not directed to children under 18, and we do not knowingly collect personal information from children.

9. Changes and contact

We may update this Policy by posting a new version on the Site and changing the “last updated” date. Continued use after an update means you accept the revised Policy.

This Policy is governed by the same Ohio law and venue terms as the Terms of Service. Questions may be sent to the operator of FleetCare PRO through fleetcare.pro.