FleetGov Privacy Policy

1. Who we are and what this policy covers

FleetGov LLC (“FleetGov,” “we,” “us”) provides fleet management software to municipalities, counties, and other public agencies. This policy explains how we collect, use, share, and protect personal information through fleetgov.us, the FleetGov application, and our communications with prospective and current customers.

We handle information in two different roles:

• When we act for ourselves. For website visitors, demo requests, sales contacts, and the account administrators we work with, FleetGov decides how the information is used. This policy governs that information.
• When we act for our customers. The fleet records a public agency enters into FleetGov (“Customer Data”) belong to that agency. We process Customer Data only to provide the service and as our agreement with the agency directs. The agency's own policies and records laws govern how it uses that data. If you are an employee of a FleetGov customer, questions about your records should go first to your employer.

If our written agreement with a customer conflicts with this policy, the agreement controls for that customer's data.

2. Information we collect

Information you give us

• Demo requests and inquiries: name, agency or employer, job title, work email, work phone, fleet size, and anything you write in the message.
• Account and user information: for each person a customer adds to FleetGov, their name, work email, role (for example administrator, fleet manager, technician, driver, finance, read-only), department, job title, and, where the customer enters it, a technician's hourly labor rate.
• Billing contacts: the name, email, phone, and mailing address of the person responsible for invoices, plus purchase order and invoice records. We do not store payment card or bank account numbers in FleetGov.
• Support communications: emails, calls, and messages you send us.

Customer Data entered into the platform

Customers use FleetGov to record their fleet operations. Customer Data mostly describes vehicles and equipment, but some of it identifies people:

• vehicle and equipment records (unit number, VIN, make, model, mileage or engine hours, assigned department or driver);
• work orders, preventive maintenance records, and the technicians assigned to them;
• driver write-ups and inspections (DVIRs), including the name of the reporting driver and any photos or documents attached;
• fuel, parts, vendor, purchase order, and card-purchase logs, including who logged each entry;
• replacement planning, cost, and depreciation figures.

Information collected automatically

When you use our website or the application, our servers and service providers log your IP address, browser and device type, pages visited, and date and time of access. We use these logs to run, secure, and troubleshoot the service.

Information we do not collect

We do not collect biometric information, Social Security numbers, driver's license numbers, or health information. Please do not enter these, or payment card numbers, into free-text fields in FleetGov.

3. How we use information

We use information we control to:

• respond to demo requests and questions, and follow up on them;
• set up accounts, sign users in, and control who can see and change what;
• provide support, send service notices (such as maintenance windows or security alerts), and send invoices;
• monitor, secure, and troubleshoot the service, and detect misuse;
• understand which features are used so we can improve FleetGov;
• send occasional product updates to business contacts, which you can opt out of at any time; and
• meet legal, tax, audit, and contract obligations.

We use Customer Data only to provide FleetGov to that customer: to store it, display it, calculate reports from it, back it up, support the customer when asked, and keep the service secure. We do not use one agency's Customer Data to market to anyone, and we do not show it to other customers. We may use usage statistics that are aggregated and de-identified, so that no agency or person can be identified, to improve the product.

4. How we share information

We do not sell personal information, and we do not share it for targeted advertising. We share information only as follows:

• Service providers that run parts of FleetGov for us under contracts requiring them to protect the data and use it only for our services: application hosting (Vercel), database and file storage (Supabase), off-site backup storage (Backblaze), email delivery for account and notification emails (Resend), payment processing (Stripe), and domain and business email (Hostinger).
• Within a customer's own account. Users at an agency see the records their role allows. For example, a read-only board member can view reports, and a driver sees their own write-ups.
• Integrations a customer turns on, such as a fuel card network, finance system, or telematics provider. The customer chooses to connect them. When a customer connects a telematics provider, FleetGov reads its vehicles' names, VINs, odometer, and engine-hour readings from that provider, and their current locations, which are shown only to the customer's administrators and fleet managers (and police managers, for police vehicles) and are not stored by FleetGov. FleetGov does not send Customer Data to the provider. Disconnecting deletes the credentials FleetGov stored for it.
• Professional advisors, such as our attorney, accountant, or insurer, when needed.
• Legal requirements. When we must comply with a law, subpoena, or court order, or to protect the rights and safety of our customers, users, or FleetGov. Where the law allows, we tell the affected customer before we disclose its Customer Data.
• Business transfer. If FleetGov is sold, merged, or reorganized, information may transfer to the new owner, who must honor this policy and our customer agreements.

Public records requests

Customer Data belongs to the public agency that entered it and may be a public record under laws such as the Illinois Freedom of Information Act. FleetGov does not answer public records requests for a customer's data. We forward any such request to the customer, and the agency decides what to release.

5. Cookies

The FleetGov application uses essential cookies to keep you signed in and remember your settings. The service does not work without them. We do not use analytics, advertising, or tracking cookies on our website or in the application. You can block or delete cookies in your browser settings, but you will not be able to sign in to the application.

6. How long we keep information

• Customer Data: kept for as long as the customer's subscription or free trial is active. A customer can export all of its data at any time with the Full Data Export report. After a subscription or free trial ends, the customer has 30 days to export its data. We delete Customer Data within 90 days of the end date, unless the customer asks us to delete it sooner or the law requires us to keep it. Copies in backups are overwritten within 30 days after that.
• User accounts: deleted or deactivated when the customer removes the user. Records the user created, such as work orders, stay in the customer's account, because they are part of the agency's maintenance history.
• Demo requests and sales contacts: kept for up to 3 years after our last contact, or until you ask us to delete them.
• Billing and tax records: kept for as long as tax and accounting law requires.
• Security and access logs: kept for up to 12 months.

Public agencies may have their own records-retention schedules. Each agency is responsible for exporting and keeping any records its schedule requires before its data is deleted.

7. How we protect information

We use administrative, technical, and physical safeguards to protect information, including:

• encryption of data in transit (HTTPS/TLS) and of the database, uploaded files, and backups at rest (AES-256);
• separate encryption (AES-256-GCM) of any credentials a customer gives FleetGov to connect an integration, which are never shown back in the application;
• role-based permissions inside each customer account;
• logical separation of each customer's data, with access restricted to authorized users of that organization, and no direct public access to the database;
• automatic daily database backups, plus a separate off-site copy of uploaded photos and documents; and
• limiting FleetGov staff access to Customer Data to what is needed for support or maintenance.

Where data is stored. FleetGov stores Customer Data, including uploaded files and backups, on servers located in the United States, and runs the application on servers in the United States.

No system is perfectly secure. If we learn of a security breach that affects personal information, we will notify the affected customers and individuals as required by applicable law, including the Illinois Personal Information Protection Act (815 ILCS 530). We will notify a customer without unreasonable delay of any breach affecting its Customer Data.

8. Your choices and rights

You can ask us to:

• tell you what personal information we hold about you;
• correct information that is wrong;
• delete your information; or
• stop sending you marketing emails (you can also use the unsubscribe link in any marketing email).

Email info@fleetgov.us to make a request. We may need to confirm your identity first, and we will respond within 45 days. Depending on where you live, you may have additional rights under your state's privacy law. We will not treat you differently for making a request.

If your information is in a customer's account (for example, you are a driver or technician at an agency that uses FleetGov), contact your agency. It controls those records. If you contact us instead, we will forward your request to the agency and help it respond.

9. Children

FleetGov is a workplace tool for public agencies and is not meant for anyone under 18. We do not knowingly collect information from children.

10. Do Not Track

There is no common standard for browser “Do Not Track” signals, so we do not respond to them. We do not track you across other websites.

11. Changes to this policy

We will post any update on this page and change the effective date at the top. If a change materially affects how we handle Customer Data, we will notify customer administrators by email at least 30 days before it takes effect.

12. Contact us