FleetPro Privacy Policy

FleetPro is a commercial fleet management application. This Privacy Policy explains what personal information we collect, why we collect it, how we protect it, and your rights regarding that information. By using FleetPro you consent to the practices described here.

Account & identity data

• Full name, email address, phone number, and account password (stored as a bcrypt hash — we never store plaintext passwords).
• Your role within your organisation (driver, manager, director, admin).
• Microsoft Entra ID identifier if you sign in via Microsoft.

Location data

• GPS coordinates, speed, and timestamps collected during active vehicle trips to calculate distances, generate logbooks, and produce compliance reports.
• Background location access is used only while a trip is actively in progress. Location collection stops automatically when a trip is ended.
• Start and end addresses are derived from GPS coordinates via reverse geocoding and stored with the trip record.

Fleet & operational data

• Vehicle registrations, odometer readings, service dates, and registration expiry dates.
• Prestart checklists, defect notes, and photos submitted by drivers before each shift.
• Fault reports including description, urgency, status, and attached photographs.
• Fuel logs including litres, cost, odometer, station name, and receipt images.
• Trip records including start/end times, distance, purpose, and driver notes.

Scanned documents

• Images captured by camera (fuel receipts, shift reports, hazard or incident forms) are sent to Microsoft Azure AI Document Intelligence for field extraction. Raw images are not retained after extraction unless you explicitly save the document.

Billing data

• Subscription plan, billing period, and Stripe customer/subscription identifiers. Payment card details are collected and stored by Stripe — we never see or store your card number.

Device & usage data

• Device type, operating system version, and app version for compatibility and crash reporting.
• Offline data is stored in a local SQLite database on your device and synced to our servers when connectivity is restored.

• To provide, maintain, and improve the fleet management service — logbooks, prestart checklists, fault tracking, fuel logs, and reporting.
• To calculate trip distances and generate compliance reports.
• To send transactional emails — OTP verification codes, fault alerts to managers, and billing receipts.
• To process subscription payments and manage your billing relationship via Stripe.
• To enforce role-based access control so drivers see only their assigned vehicles and admins see organisation-wide data.
• To enable offline operation by caching relevant data locally on your device.
• Future modules (crew management, safety, training/drill) will use the same data handling principles; this policy will be updated accordingly.

All data is stored on Microsoft Azure infrastructure in the Australia East region (New South Wales, Australia).

• Data is encrypted in transit using TLS 1.2+ and encrypted at rest using Azure-managed keys.
• Access is restricted by role-based authentication and row-level security policies at the database layer.
• Documents and photos are stored in Azure Blob Storage with time-limited access tokens.
• Offline data on your device is stored in a sandboxed SQLite database within the app's private storage container.

We do not sell, rent, or trade your personal information. We share data only with the following service providers:

• Microsoft Azure — cloud database hosting, file storage (Blob Storage), and AI document intelligence.
• Stripe — payment processing and subscription management.
• Resend — transactional email delivery.

We may disclose information if required by law or a valid legal process, or to protect the safety of users or the public.

• Your personal data is retained for as long as your account is active.
• If your account is deactivated, your profile is flagged inactive but your name and contribution history are retained to preserve record integrity.
• If your account is deleted, your personal contact details (email, phone) are removed within 30 days. Your name is retained on historical operational records (trips, faults, prestarts) to maintain audit trail integrity — this is a legitimate business interest.
• You may request full deletion of your personal data by contacting us. We will process requests within 30 days, subject to any legal obligations to retain records.

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information (subject to legal retention obligations).
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

To exercise any of these rights, contact us at dsdigitalapps@gmail.com.

FleetPro is a business application intended for adults (18+). We do not knowingly collect personal information from individuals under 18 years of age.

We may update this policy from time to time. We will notify active users of material changes via email or in-app notification. Continued use of the app after changes are posted constitutes acceptance of the updated policy.

DS Digital Apps
Email: dsdigitalapps@gmail.com