Privacy Policy

Last updated August 13, 2026

1. Scope of this policy

This Privacy Policy explains how Fleetly LLC ("Fleetly", "we", "us") handles information when you visit fleetly.app, submit a driver application, or use the Fleetly fleet management platform, including the Fleetly driver mobile application (together, the "Services").

Fleetly is a business tool sold to trucking companies, carriers, and owner-operators (each, a "Customer"). Most people who use Fleetly do so through an account created for them by their employer or contracting carrier.

2. Our role and your employer's role

When a Customer uses Fleetly to run its operation, that Customer decides what information to enter, who may see it, and how long to keep it. In privacy law terms, the Customer is the controller of that data and Fleetly acts as a processor on the Customer's behalf and under its instructions.

This means that if you are a driver, dispatcher, or staff member using an account issued by a carrier, questions about why your data is collected, who inside the company can see it, and requests to correct or delete it should go to that carrier first. We will support them in responding, but we do not unilaterally alter or remove data belonging to a Customer's account.

Fleetly acts as a controller for its own business data — website visitors, prospective customers, billing contacts, support correspondence, and the security and operational logs we keep to run the platform.

3. Information we collect

Account and contact information

• Name, email address, phone number, job role, and password credentials.
• Company name, business address, and company logo or branding uploaded to the account.
• Billing contact details and subscription plan. Card payments are processed by our payment provider; we do not store full card numbers on our servers.

Driver and personnel records

Customers use Fleetly to store the records a carrier is required or expected to keep. Depending on what a Customer enters, this can include:

• Commercial driver's licence number, class, endorsements, and expiry dates.
• Medical certificate, drug and alcohol testing records, and other qualification documents.
• Employment or contractor status, hire date, pay rate, and settlement terms.
• Uploaded documents and scans, including licences, permits, insurance certificates, and signed agreements.
• Taxpayer identification information needed to issue Form 1099 and similar filings.

Driver application information

If you apply to drive for a carrier through a Fleetly application form, we collect the information you submit — contact details, driving history, experience, and any documents you attach — and make it available to the carrier you applied to.

Operational and financial data

• Loads, dispatches, pickup and delivery addresses, rate confirmations, and bills of lading.
• Customer and broker records, invoices, factoring details, and payment status.
• Expenses, fuel purchases, deductions, and driver settlements.

Location data

Vehicle position, speed, heading, and GPS accuracy reported by the driver mobile application. This is covered in detail in section 4.

Technical and device information

• IP address, browser type and version, operating system, and device identifiers.
• Pages viewed, features used, timestamps, and referring pages.
• Authentication events, including sign-in times, session activity, and failed sign-in attempts, which we keep for security purposes.

Communications

Messages you send through contact forms, support requests, and email correspondence with our team, including any attachments.

4. Vehicle and driver location data

Live tracking is a core feature of Fleetly, and we treat location data as sensitive. This section explains exactly how it works.

What is collected

When a driver is signed into the Fleetly driver application and location reporting is enabled, the app periodically sends the device's latitude, longitude, speed, heading, and GPS accuracy radius, along with the time of the fix. Positions that are too imprecise or too old to be meaningful are rejected rather than shown on the map.

How often

The sampling interval is set by the server rather than fixed in the app, so it can be tuned without a new app release. By default the app reports roughly every fifteen seconds while a driver is on duty and moving.

Who can see it

A driver's position is visible only to authorised users within that driver's own carrier account — typically dispatchers, managers, and administrators. Positions are never shown across company boundaries, and one Customer cannot see another Customer's vehicles.

Location history

In addition to the current position, we keep a trail of past positions so a Customer can reconstruct a route, verify a delivery, resolve a detention or accessorial dispute, and review mileage.

Turning it off

Location reporting depends on the operating system permission you grant to the Fleetly driver app. You can withdraw that permission at any time in your device settings, and you can sign out of the app when you are off duty. Doing so stops the app from reporting new positions. Be aware that your employer may have its own policy requiring location reporting during working hours, and that policy is a matter between you and your employer.

5. How we use information

• To provide, operate, and maintain the Services, including dispatch, tracking, settlements, invoicing, and reporting.
• To authenticate users, enforce permissions, and protect accounts from unauthorised access.
• To process subscription payments and administer plans.
• To provide support, respond to enquiries, and communicate about service changes, outages, and security notices.
• To monitor performance, diagnose faults, and improve reliability and usability.
• To detect, investigate, and prevent fraud, abuse, and security incidents.
• To comply with legal obligations and enforce our agreements.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use Customer data to train machine learning models offered to other customers.

6. How we share information

We share information only in the circumstances below.

• Within your organisation. Data entered into a Customer account is visible to users of that account according to the roles and permissions the Customer configures.
• With service providers. Vendors who host, secure, and support the platform on our behalf, under contracts limiting them to that purpose. See section 7.
• At a Customer's direction. For example, sending an invoice to a broker, transmitting settlement documents to a driver, or exporting data to a factoring company or accountant the Customer has chosen.
• For legal reasons. When we believe disclosure is required by law, subpoena, or other legal process, or is reasonably necessary to protect the rights, property, or safety of Fleetly, our customers, or the public.
• In a business transfer. If Fleetly is involved in a merger, acquisition, financing, or sale of assets, information may transfer as part of that transaction. We will give notice before your information becomes subject to a materially different privacy policy.

7. Service providers

The categories of provider we rely on include:

• Cloud hosting and storage for the application, database, and uploaded documents.
• Mapping and geocoding to render the fleet map and convert addresses into coordinates. Map tiles and geocoding requests are served by Google Maps Platform and are subject to Google's own privacy terms.
• Email delivery for transactional messages such as invitations, password resets, settlements, and invoices.
• Payment processing for subscription billing.
• Error monitoring and logging to detect and diagnose faults.

8. How long we keep data

We keep Customer data for as long as the Customer's account is active. Individual record types are retained as follows:

• Account and operational records — for the life of the account, and afterwards only as needed to meet legal, tax, or accounting obligations.
• Location history — retained for the life of the account so Customers can review completed trips, verify mileage, and resolve disputes. A Customer may ask us to delete the position trail for a given driver or date range at any time.
• Security and access logs — retained for a limited period for incident investigation.
• Driver applications — kept for the period the receiving carrier is required to retain applicant records.
• Backups — deleted data may persist in encrypted backups for a limited period before those backups are rotated out.

After an account is closed, we delete or anonymise Customer data within a reasonable period unless retention is required by law. Customers should export anything they need before closing an account.

9. Security

We use administrative, technical, and physical safeguards designed to protect information, including encryption of data in transit, hashed password storage, role-based access control, isolation of each Customer's data, and restricted internal access on a need-to-know basis.

No system is perfectly secure. You are responsible for keeping your credentials confidential, using a strong and unique password, and telling us promptly if you believe an account has been compromised.

10. Your privacy rights

Depending on where you live, you may have the right to request access to the personal information we hold about you, correction of inaccurate information, deletion, a portable copy, and to opt out of certain processing. Residents of California, Colorado, Connecticut, Utah, Virginia, and other states with comprehensive privacy laws have these rights under their respective statutes. We do not discriminate against anyone for exercising them.

If your data sits inside a carrier's Fleetly account, direct your request to that carrier, since they control the data. If we receive your request directly, we will forward it to them. For information we hold as a controller, contact us using the details in section 15. We will verify your identity before acting on a request.

11. Cookies and analytics

We use cookies and similar technologies that are necessary to operate the Services — keeping you signed in, maintaining your session, and protecting forms against cross-site request forgery. We may also use limited analytics to understand aggregate usage and improve the product. We do not use advertising cookies or third-party ad trackers. Most browsers let you block or delete cookies, but blocking essential cookies will prevent you from signing in.

12. Children's privacy

The Services are business tools intended for people aged eighteen and over. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

13. Where we process data

Fleetly is operated from the United States and our infrastructure and service providers are located primarily in the United States. If you access the Services from another country, you understand that your information will be transferred to, stored in, and processed in the United States, where data protection laws may differ from those in your country.

14. Changes to this policy

We may update this policy as the Services and the law evolve. When we do, we will revise the effective date at the top of the page. For material changes we will give additional notice, such as an email to account administrators or an in-product notice, before the change takes effect. Continuing to use the Services after a change takes effect means you accept the updated policy.

15. Contact us

Questions, requests, or complaints about this policy or our handling of information:

See also our Terms of Service.