Privacy Policy

Who we are and what this covers

FleetStream (“FleetStream”, “we”, “us”) makes fleet management software. This policy covers the personal information we handle through the FleetStream website and web app at fleetstream.io (the “Web App”) and the FleetStream Shift app for iOS and Android (“FleetStream Shift”).

Fleets are our customers. A fleet, such as your employer or the company you drive for, sets up its own FleetStream account and invites its people. For the vehicle, driver, inspection, repair, mileage and compliance records a fleet keeps in FleetStream, the fleet decides what is entered and why, and we handle those records on the fleet’s behalf as its service provider (some laws call this a “processor”). For our website, sign-in, support requests and the running and security of the service itself, we decide how the information is used. This policy covers both and says which is which where it matters.

FleetStream is a business service for fleets and their people. It is not a consumer service.

What we collect

Account and identity

Your name, e-mail address, phone number, job title or role, the fleet or fleets you belong to, and a sign-in identifier from our sign-in provider. It comes from you and from your fleet’s administrators when they invite you.

Records your fleet keeps

Fleet staff and drivers enter these in the Web App and FleetStream Shift:

• vehicle assignments, pre-trip and post-trip inspections and defect reports;
• mileage, including a driver’s monthly business and personal mileage, and trip logs;
• work orders and repair history, and incident reports;
• messages between drivers and fleet staff;
• fuel-card and toll charges that the fleet’s fuel-card, toll and tag providers report, which can be tied to a vehicle or a driver;
• driver compliance records a fleet may be required to keep: driver’s license details, motor vehicle records, medical certificates, drug and alcohol testing records and training certificates. A license number is stored encrypted.

Emergency contacts

A driver may add personal emergency contacts (a name, phone number and relationship). If you give us details about another person, please make sure you are allowed to.

Location

FleetStream Shift uses your phone’s precise location in two cases: when you send an emergency (SOS) alert, so your fleet knows where you are, and when you search for repair shops near you. It does this only while the app is open and only when you ask for one of those things. It does not track you in the background. An SOS alert and the position sent with it are visible to your fleet. The fleet sees an SOS alert in FleetStream; FleetStream does not call, text or e-mail anyone because of it.

Driving data from a telematics service

If your fleet connects a telematics service, vehicle positions and driving events (harsh braking, hard acceleration, hard turns, speeding and the service’s own alerts) reach the Web App from that service. These events belong to a vehicle, so FleetStream attributes each one to the driver the fleet had assigned to that vehicle at the time, using the fleet’s assignment history, and turns them into a daily driver safety score that the fleet can see. The score is personal information about the driver. FleetStream Shift does not collect any of this: it comes from the telematics service your fleet chose.

Photos and documents

Photos you take or choose, only when you attach them: a defect found during a vehicle check, a shop’s repair estimate or invoice, a receipt. Your phone asks your permission for the camera and photo library, and FleetStream Shift uses them for nothing else. Fleet staff may also upload documents, such as compliance records. Where FleetStream Shift offers Face ID or fingerprint unlock for the repair payment card, that check happens on your phone and we never receive your biometric data.

Repair payment cards

If your fleet uses repair payment cards, our card provider issues a card for your repair. We keep the cardholder’s name, the card’s nickname, the last four digits, amounts, merchant, date and status. We never store the full card number, the security code or the expiry date. When a fleet’s owner or administrator sets up the payment account, the card provider’s own onboarding, shown inside the Web App, asks for identity details such as a Social Security number and date of birth. It collects them for itself, and we do not receive or store them.

Vehicle financing

A fleet administrator can apply for vehicle financing in the Web App. The application collects the business’s legal name, tax ID (EIN), address and financial details and, for each owner or guarantor, their full name, title, Social Security number, date of birth, home address, phone numbers, e-mail address and percentage of ownership. If you give us a guarantor’s details, please make sure you are allowed to. Social Security numbers and tax IDs are stored encrypted. The application goes to our financing partner and on to the lenders it is submitted to, and their decisions and offers come back to the fleet.

The AI assistant in the Web App

The Web App has an AI assistant that answers a person’s questions about their fleet, runs saved briefs on a schedule a fleet sets up, and walks a new fleet’s administrator through its setup interview. We store what you ask it, what it answers and the conversation history, the saved briefs and the results of their runs, and an administrator’s setup answers. To answer, it reads the fleet’s records that your role in the fleet may see, which can include drivers’ names, their compliance status, incidents, vehicles, work orders and costs.

Technical information

The IP address and browser or device type of your requests, the app version, and the time and the action taken. These appear in security and audit records, and an audit entry can also carry your e-mail address and the values of the fields that changed. When the Web App or FleetStream Shift hits an error, it can send us a crash report with the error message, the screen, your user ID, your fleet and, if you are signed in, your e-mail address.

Website visitors and prospects

If you ask for a demo or a price, we collect your name, work e-mail, company, fleet size and what you write. A pricing request can include a document you upload, such as the bill from your current fleet software.

If you ask us to delete an account with the form on the Delete Account page, we collect the e-mail address the account signs in with, your fleet manager’s e-mail address and, if you give them, your name and a note.

Google Analytics, Vercel Web Analytics and Vercel Speed Insights run on every page of fleetstream.io, including the signed-in Web App that fleet staff and drivers use. They do not run in FleetStream Shift. They receive the address of the page, the browser and device type, the screen size, how you move around and how fast pages load, and an approximate location (such as country and city) worked out from your IP address. Google Analytics may set cookies in your browser. You can block or delete cookies in your browser settings, or install Google’s Analytics opt-out add-on. Our sign-in provider sets the cookies that keep you signed in.

How we use it

• To run the service: sign you in, show your fleet’s records and deliver the features your fleet uses.
• To send an SOS alert from a driver to the driver’s fleet.
• To handle repairs: read shop estimates and invoices, suggest repair codes for their lines, route them for approval and issue and reconcile the repair payment card.
• To answer questions in the Web App’s AI assistant, run the saved briefs a fleet sets up and guide a new fleet through its setup.
• To turn telematics events into driver safety scores for the fleet, and to process a financing application a fleet’s administrator submits.
• To send messages that are part of the service, such as invitations, approvals and alerts, by e-mail or, where a fleet turns them on, by text message. If you ask for a demo or a price, we follow up with you.
• To keep the service secure, prevent abuse and fraud, and enforce rate limits.
• To give support, find and fix problems and improve the service.
• To meet legal obligations.

We do not sell personal information. We do not use it to show advertising, and we do not give it to advertisers or data brokers.

We use automated processing to read repair estimates and invoices (see “Anthropic” below). It checks the arithmetic, and anything the system is not confident about is held for a person at your fleet to review. The AI assistant’s answers are generated by an AI model and can be wrong.

Driver safety scores. A score is worked out by an automated process from vehicle telemetry: harsh events and speeding, weighed against the distance driven, and attributed to the driver assigned to the vehicle. We produce it for the fleet as its service provider. The fleet decides whether to connect a telematics service and whether and how to use a score; FleetStream does not make decisions about a driver with it. Quebec: this is our notice under Law 25 that this technology is used. The telematics service your fleet connects can locate a vehicle, and together with the fleet’s assignments it can profile how a driver drives. The fleet controls whether it is connected, and a driver can ask the fleet, or us, about a score.

Our legal bases and your consent

Depending on where you live and what the information is, we rely on:

• Our contract. We need the information to provide the service to your fleet and to you as one of its users.
• Your consent. Where the law requires it, for example the precise location FleetStream Shift reads when you grant your phone’s location permission and then send an SOS alert or search for shops, and the camera and photo access you grant. You can withdraw consent at any time in your phone’s settings; the feature then stops working, and nothing else changes.
• Legitimate interests. Securing the service, preventing abuse, fixing errors and measuring how the service is used, balanced against your rights.
• Legal obligations. Keeping records that the law requires a fleet to keep, and answering lawful requests.

In Canada, we collect, use and disclose personal information with your consent, express or implied depending on how sensitive it is, or as the law otherwise permits.

Who we share it with

Your fleet. The fleet you belong to, and its administrators and managers according to their role, can see the records described above, including your SOS alerts and the position sent with them, and the driver safety scores worked out for your fleet’s drivers.

Repair shops. An outside repair shop a fleet invites sees the repair jobs and estimates the fleet asks it to quote or repair, and the vehicle each one is for. It does not see driver or colleague records.

Service providers. We give each one only what it needs for its job:

• Clerk handles sign-in and sessions. It holds your name, e-mail address, phone number (if provided), sign-in credentials and identifiers.
• Supabase hosts our database and its encrypted backups, so it holds everything the service stores.
• Railway runs our API server and background jobs, so information passes through it while requests are processed.
• Vercel hosts the website and the Web App, and runs Vercel Web Analytics and Speed Insights on every page of fleetstream.io, including the signed-in Web App.
• Google provides Google Maps (the maps in the Web App and FleetStream Shift), Google Places (when you search for a repair shop, your search words and your position, or the postal code you type, go from our server to Google) and Google Analytics (usage of fleetstream.io, including the signed-in Web App).
• Anthropic provides the AI models behind three features. The first reads photos and PDFs of shop estimates and invoices, and files you upload for the AI to read when importing data, and suggests repair codes for their lines: the image or document, and text taken from it, is sent to Anthropic’s API. The second is the Web App’s AI assistant, its saved briefs and its setup interview: the questions you ask, and the fleet records needed to answer them, are sent to Anthropic. Those records are limited to what your role may see and can include drivers’ names, compliance status, incidents, vehicles, work orders and costs.
• Our payment-card provider issues and manages the repair payment cards (the Maintenance Account in the Web App). It receives the cardholder’s name, phone number and e-mail address and the card’s details, and reports back the merchant, amount and status of each charge. It also runs its own identity checks on a fleet’s owners and administrators in its onboarding, which it collects for itself.
• Our financing partner connects a fleet’s financing application to lenders. It receives the business and guarantor details described under “Vehicle financing”, including each guarantor’s Social Security number, and passes the application to the lenders it is submitted to. Those lenders then handle the information under their own privacy policies.
• Resend delivers our e-mail: the recipient’s address and the message.
• Twilio delivers the text-message alerts a fleet sets up in its alert rules: the recipient’s phone number and the message.
• Sentry receives technical details of errors on our servers, which can include user and request identifiers, whenever we have error monitoring turned on.

Legal and safety. We disclose information when the law requires it, to answer a lawful request, or to protect people, the service or our rights.

Business changes. If FleetStream is involved in a merger, acquisition or sale of assets, information may move to the new owner, which must honor this policy.

Where it is processed

FleetStream is based in the United States, and our providers process information in the United States and other countries. If you live in Canada, including Quebec, your information is likely to be processed outside your province and outside Canada, where it is subject to local laws, including access by authorities there.

How long we keep it

• While a fleet’s account is active: its business records, mileage, work orders and financing applications are kept for the life of the account. The fleet can export its data and delete records.
• Vehicle GPS positions from a connected telematics service: 90 days. Daily summaries, including driver safety scores, are kept for the life of the account.
• AI assistant chat history, saved briefs and their results: kept until the person who made them deletes a conversation or clears the history in the assistant, and otherwise for the life of the account. You can do that yourself at any time. Erasing a driver’s records does not remove them, so ask us if you want them deleted.
• Audit entries: kept for the life of the account. The audit trail is append-only, so an erasure does not remove it. An entry can carry an IP address, a user ID, your e-mail address and the values of the fields that changed.
• After we delete your account: your access to each fleet you drive for ends, and your sign-in is deleted unless you still use it for other access to FleetStream. The name, contact and license details on your driver record are blanked and your emergency contacts are deleted. Compliance records the law requires a fleet to keep are held only for the required period, then deleted automatically, and their attached documents are held with them. A fleet’s record that an SOS alert was raised and how it closed is kept, without the location, the notes or the sign-in ID of whoever resolved it. Our record of the erasure holds counts and an internal driver number, with no name, e-mail address or sign-in ID, and we keep your request as the record that you asked.
• What stays after we delete your account: the inspections and incident reports you filed stay as filed, with your name, an inspection’s signature and the IP address it was sent from, and so do the notices about them. Your fleet’s message threads keep your name and the messages you wrote. What you typed yourself, such as inspection notes, an incident narrative and message text, stays as it was written, because we cannot tell a name inside free text from any other word. The rest of the inspection and incident records your fleet keeps, including their checklists, defects and photos, stay as well, and an e-mail already sent about one of them cannot be recalled. The Delete Account page lists what goes and what stays.
• Backups: erased information ages out of our database provider’s backups within its backup window.
• Pricing requests: a document uploaded with one is kept with the request, readable by FleetStream staff only, and deleted with it on request.
• Crash reports (which include IP addresses, device details and, when you are signed in, your e-mail address): kept for as long as needed to find and fix problems. When we delete your account, the reports sent while you were signed in lose your user ID, e-mail address and IP address.
• Our card provider keeps its own records of a cardholder under its own terms. We cancel the open cards we issued for a deleted driver’s repair estimates and deactivate the driver’s user with the provider, which closes the other cards that user still holds, such as one made at the provider’s own screens. We cannot erase what the provider holds.

How we protect it

• Information travels over encrypted connections (TLS).
• Our database and its backups are encrypted at rest. Driver’s license numbers, Social Security numbers, tax IDs and stored credentials get a further layer of encryption in the database.
• Access is role based, so people in a fleet see only what their role allows, and actions are recorded in an audit trail.
• A fleet can require a second sign-in factor for its members.
• We rate-limit requests to the service.

No online service is perfectly secure. If a breach affects your personal information, we will notify you and the regulators as the law requires.

Your rights and choices

How to ask

E-mail support@fleetstream.io with “Privacy” in the subject line. Your request reaches the person at FleetStream who is responsible for protecting personal information. To have your account deleted, you can also use the form on the Delete Account page. We will ask you to confirm the request from the e-mail address on the account, or through your fleet, before we act. Fleet administrators can also export a fleet’s data and erase a driver’s records in the Web App under Security, Data & privacy. If your request is about records your employer controls, we may refer you to your employer, and we will tell you when we do.

If you live in the United States

Under the privacy laws of California, Colorado, Connecticut, Virginia, Texas, Oregon and other states, you may have the right to know and get a copy of the personal information we hold about you, to correct it, to delete it, to get it in a portable format, to opt out of the sale or sharing of personal information, targeted advertising and profiling, and to not be treated worse for using these rights. We do not sell personal information and we do not share it for advertising, so there is nothing to opt out of there. The driver safety scores we work out for a fleet are a kind of profiling, but we make them for the fleet as its service provider and make no decision about a driver with them; ask your fleet, which decides how to use them. We use sensitive personal information (precise location, driver’s license details, Social Security numbers, health information such as drug and alcohol test results and medical certificates, and sign-in credentials) only to provide the service you or your fleet asked for. In the past 12 months we have collected the categories listed under “What we collect” and disclosed them to the providers above for business purposes.

You can use an authorized agent. We respond within 45 days. If we decline a request, you can appeal by replying to our answer, and we will review it and tell you how to contact your state attorney general if you are still not satisfied.

If you live in Canada

Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial privacy laws, you can ask for access to your personal information and ask us to correct it, you can withdraw your consent (subject to legal and contractual limits), and you can challenge how we comply. We respond within 30 days. You can also complain to the Office of the Privacy Commissioner of Canada, or to your provincial regulator.

Quebec. Under Law 25 you can also ask for your personal information in a structured, commonly used technological format, ask to be told about a decision made about you exclusively by automated processing and ask for it to be reviewed, and complain to the Commission d’accès à l’information du Québec. You can ask for this policy in French and we will send it. Pour obtenir cette politique en français, écrivez à support@fleetstream.io.

Deleting your account

Anyone can ask to have their account and personal data deleted, without signing in: with the form on the Delete Account page or by e-mail. We confirm the request is yours before anything is deleted. What is deleted, what is kept and for how long, and how long a request takes are on that page.

Children

FleetStream is for people who are at least 18 years old. It is not directed at children, and we do not knowingly collect personal information from anyone under 18. If you believe we have, write to support@fleetstream.io and we will delete it.

Changes to this policy

When we change this policy we update the date at the top of this page. For a material change we will give notice, for example in the app or by e-mail to a fleet’s administrators.

Contact us

FleetStream, Minneapolis, Minnesota, United States.
E-mail: support@fleetstream.io

For help with the app rather than privacy, see Support. The rules for using FleetStream are in the Terms of Use.