Delete Your FleetStream Shift Account

Ask with this form

Anyone can use this form, without signing in, including someone who can no longer open the app. Give the e-mail address the account signs in with and your fleet manager’s e-mail address. FleetStream’s support team handles the request: we confirm it is yours before anything is deleted, let your fleet know, and finish within 30 days.

Ask by e-mail

Anyone can ask us to delete an account and its personal data by e-mail, including someone who can no longer open the app. FleetStream’s support team handles the request. Write to support@fleetstream.io and include:

• the e-mail address the account signs in with;
• your name and your fleet’s name, if you know it;
• “Delete my FleetStream Shift account” in the subject line.

Deletion cannot be undone, so we first confirm the request is yours: we ask you to reply from the e-mail address on the account, or ask your fleet’s administrator to confirm. You can also ask for only part of your data to be deleted. Tell us which part.

How long it takes

• With the form or by e-mail: we complete a verified request within 30 days, usually much sooner, and e-mail you when it is done. Canceling the open repair payment cards we issued for you goes through our card provider and can finish a little later.
• Backups: erased information ages out of our database provider’s backups within its backup window.

What is deleted

Once we have confirmed your request, we erase your driver record in your fleet (in each fleet, if you drive for more than one), and we reply to say what was done. The erasure takes off:

• Your access to the fleet. Your membership of it becomes an anonymous placeholder (“Erased Driver”) with no e-mail address, phone number or role, and so does an invitation to your e-mail address that nobody has accepted yet. We also delete your sign-in account, unless you still use it for other access to FleetStream, for example as a fleet manager.
• Your name, e-mail address, phone number and license details on your driver record. They are blanked or anonymized, and the record shows “Erased Driver” and no longer links to your sign-in.
• Your emergency contacts (the next of kin you entered).
• Open repair payment cards. A card that FleetStream issued for one of your repair estimates and that is still open is canceled. We also deactivate your user with our card provider, and the provider then closes the cards that user still holds, such as a card your fleet made at the provider’s own screens with you named as the cardholder.
• Your name, and the nickname of a card you hold, from the copies of the card provider’s records we store. A later delivery from the provider that changes a stored copy, such as a hold that settles, can store the name again. The nickname of a card we issued for one of your repair estimates is kept, because it holds a work order number and not a person.
• Your sign-in ID, e-mail address and IP address from our crash reports, the error reports the Web App and FleetStream Shift sent us while you were signed in. The reports stay, so that we can fix the problems they show: the error, the screen and the device details. A report we cannot link to you, such as one sent before you signed in, keeps the IP address it came from.

Your fleet’s other records that mention you, such as inspections, incident reports, work orders and cost history, stay with the fleet (see below).

What is kept, and for how long

Records the law requires your fleet to keep. These stay, on your blanked driver record and with any notes cleared, until the required period ends, and they keep the document attached to them (such as a scan of a license, a medical card, a test report or a certificate), which can show your name. A daily job then deletes each record. If a period has already ended when we delete your account, the record is deleted then.

• Drug and alcohol tests: 5 years from the test for a positive or refused test, or one in the return-to-duty or follow-up process; 1 year for any other test.
• Medical certificate: 3 years from the exam.
• Motor vehicle record (MVR): 3 years from the date it was pulled.
• Driver’s license record: 3 years after you leave the fleet. This record keeps the license number, because the fleet’s qualification file needs it.
• Training certificates: 1 year after you leave the fleet.

Your fleet’s business records. Vehicles, work orders, maintenance and cost history belong to your fleet and are kept for the life of its account. They refer to you by an internal ID, and your driver record shows “Erased Driver”.

Inspections and incident reports. These belong to your fleet too and are kept for the life of its account, as you filed them: the erasure does not change them. An inspection keeps your name, your signature and the IP address it was sent from. An incident report keeps the driver’s name, the e-mail address of whoever submitted it and its activity log. The notices in FleetStream about them keep your name too. Federal rules require a fleet to keep some of these records, such as a driver vehicle inspection report, which the driver signs. What you typed in them stays as you typed it, because we cannot tell a name inside free text from any other word: an inspection’s notes and item notes, an incident’s narrative, its location and the details of other people. The checklist, defects, odometer, result and the photos attached to them stay too. Ask your fleet if you want a note or a narrative corrected.

Messages. Your fleet’s message threads stay as they are: your name and e-mail address on the list of people in a thread, your name as the sender of the messages you wrote, their text and the previews of threads.

SOS alerts. Your fleet keeps a record that each alert you sent was raised and how it closed. Your location and the resolution notes are removed from it, and so is the sign-in ID of the person who resolved it. The record points to your blanked driver record, so it no longer shows your name.

Team records. If you were also on the team of a fleet you drive for, as a manager or a technician for example, that membership is anonymized as listed above. The records the fleet keeps about a team member who is not acting as a driver, such as a technician profile or a place on its org chart, are the fleet’s own and the erasure does not change them. Ask your fleet to remove them.

Your request. We keep the request you sent us, with the e-mail addresses and anything else you wrote in it, as our record that you asked and of what we did. Our record of the erasure itself holds counts and an internal driver number, with no name, e-mail address or sign-in ID of yours.

What we cannot remove

• What our card provider holds. We cancel the open cards we issued for you and deactivate your user with the provider, but the provider keeps its own records of a cardholder, such as the name, phone number and e-mail it was given, under its own terms.
• What you typed, and e-mails already sent. Notes, narratives and message text you wrote stay where your fleet keeps them. An e-mail already sent about an inspection or an incident report you filed cannot be recalled.
• Security records. Audit entries can include an IP address, device details, a user ID, your e-mail address and the values of the fields that changed. The audit trail is append-only. It is kept to keep the service secure, and a deletion does not remove it.
• AI assistant history. If you used the AI assistant in the Web App, your conversations and any saved briefs there are not removed by a deletion of your driver records. You can delete a conversation or clear your history in the assistant yourself, or ask us to.
• What your fleet holds. Your fleet may keep its own copies, for example exports, and has its own duties to keep records. Ask the fleet about those.

The Privacy Policy explains the rest of how we handle personal information.

Fleet managers and whole-fleet deletion

The form and the steps on this page are for drivers. If you use the web app as a fleet manager or administrator, or a fleet wants its whole account and data deleted, e-mail support@fleetstream.io. We tell you what we can remove and what your organization or the law requires us to keep. A fleet can export its data first.