Privacy Notice
This notice describes how RC Studios, {{COMPANY_LEGAL_NAME}}, a {{COMPANY_ENTITY_TYPE}} organized in {{COMPANY_STATE}}, with its address at {{COMPANY_ADDRESS}}, handles personal information in Fleetie (https://fleetie.si). Counsel has not reviewed this outline and it creates no obligation for anyone. It is not legal advice. Items in double braces are placeholders for decisions counsel and the business still have to make.
Information we collect
DRAFT - pending counsel.
- Account information: work email address, a password hash (never the password), whether the email is verified, the organization a person belongs to and their role.
- Organization information: company details, operating authority and insurance details an organization enters, and its members and roles.
- Freight information: loads, lanes, pickup and delivery locations and times, appointments, rates and rate cards, bookings, invoices, accessorial charges, driver pay statements, fuel transactions and the messages exchanged on a load.
- Fleet and compliance records an organization enters: drivers, power units, trailers, maintenance, and compliance credentials and insurance details.
- Driver location: position points (latitude, longitude, accuracy, speed and heading, with the load they belong to) from a driver's phone while the driver is on duty and has agreed to share location, and the phone's push notification token and platform (iOS or Android).
- Documents: PDF, PNG and JPEG files up to 6 MiB uploaded to the service, such as proof of delivery, bills of lading, rate confirmations, certificates of insurance, receipts and driver photos. A document intake step reads each one and proposes fields (such as reference numbers, party names, weights and amounts) for a member of the owning organization to confirm or reject.
- Integration records: connection settings for the organization's own telematics, load board and similar providers, and the credentials a member supplies for them, which are stored sealed (encrypted).
- Payment records: amounts and payment status that organizations enter or agree to.
- Technical information: sign-in sessions (with their times), sign-in throttling records, notifications, records of which version of these documents an account accepted, and security, account and data export audit logs.
How we use information
DRAFT - pending counsel.
- To provide and operate the service: sign-in, loads, tracking, documents and billing records.
- To keep the service secure, prevent fraud and investigate misuse.
- To support customers and to improve the service. [Counsel: what product analytics, if any, are collected and on what basis.]
- To meet legal obligations.
- We do not sell personal information and do not use driver location for advertising.
How we share information
DRAFT - pending counsel.
- With the other organizations on a load, limited to what that load's workflow shares between a shipper, a carrier and a broker.
- With the service providers (subprocessors) RC Studios uses to run Fleetie, under written terms that limit their use of the data. The current list is in the Customer Data Processing Agreement and is summarized here: Fly.io hosts the application and its database in the United States (the primary database region is San Jose, California), and Resend delivers account emails (email verification, password reset and invitations), which carry the recipient's email address and a one-time link. The document intake may send a document that has no readable text layer to an AI model node the operator configures. [Business: name the host of that node, or confirm it runs on Fly.io. Unknown at the time of writing.] [Business: confirm whether an error collection service receives error reports, and which.]
- With the providers an organization itself connects (for example a telematics or load board provider), only at that organization's request and with its credentials; those providers are the organization's own service providers, not RC Studios'.
- When the law requires it, or to protect rights and safety, after review.
- In a sale or reorganization of the provider, with notice to organizations. [Counsel: wording.]
Driver location data
DRAFT - pending counsel.
- Collected from a driver's phone only while the driver is on duty, has agreed to share location, and has an active load assignment. Going off duty ends collection.
- Position points are visible to the driver's own carrier. [Business and counsel: whether, how and for how long a shipper or broker on the load sees tracking.]
- Position points are deleted automatically after 720 hours (30 days). [Business: confirm the automatic deletion is switched on in production before this document goes in force.]
- A driver can ask for access to their own position history while it is retained, and can go off duty to stop collection.
- Carriers give their drivers notice of the tracking. [Counsel: jurisdiction-specific notice and consent.]
Documents
DRAFT - pending counsel.
- Proof of delivery (POD), certificates of insurance (COI) and other uploaded documents are visible only to the organizations on the load or record that owns them.
- Documents are kept for a retention period tied to the owning record and then deleted. [Counsel and business: retention period per document type.]
- Documents under a legal or dispute hold are kept until the hold is released.
- Documents may contain personal information about drivers, such as licence or medical card details. [Counsel: sensitivity and handling.]
Payment information
DRAFT - pending counsel.
- The service records payment amounts and status that organizations enter or agree to.
- The service does not hold, move or process payments during the pilot, and is not designed to collect card or bank account numbers. [Engineering: confirm nothing stores them.]
- If payment features are added later, this notice is updated before any payment information is collected.
Retention
DRAFT - pending counsel.
- Driver position points: 720 hours (30 days), then deleted.
- Documents and freight records: kept while the owning organization uses the service and for the retention period counsel sets for each type.
- After an organization leaves, its owners can export its data for {{EXPORT_WINDOW_DAYS}} days, and then the organization's personal information is deleted or de-identified, except what the law or an open hold requires us to keep.
- Security and audit logs are kept for a period counsel and engineering will set.
Security and incident notice
DRAFT - pending counsel.
- Access is limited to authorised members of the owning organization and to provider staff who need it.
- Data is protected in transit and access to staff tools is logged. [Engineering: confirm the safeguards listed here before this document goes in force.]
- If we confirm a security incident affecting personal information, we notify affected organizations within {{INCIDENT_NOTICE_HOURS}} of confirming it and help them meet their own notice duties.
- Report suspected security issues to {{PRIVACY_CONTACT}}.
Your choices and rights
DRAFT - pending counsel.
- Access: ask what personal information we hold about you.
- Correct: ask us to fix information that is wrong, or use the service to edit it.
- Delete: ask us to delete personal information, subject to legal holds and the record-keeping the law requires.
- Export: organization owners can export their organization's data; individuals can ask for a copy of their own.
- Requests go to {{PRIVACY_CONTACT}}, and we answer within the time the law sets. [Counsel: rights by region, such as California and the European Union.]
- Where an organization controls the data, we may refer your request to that organization.
Cookies and similar technologies
DRAFT - pending counsel.
- A session cookie keeps a person signed in and protects against forged requests.
- No advertising cookies. [Engineering: confirm the full list of cookies and storage before this document goes in force.]
International transfers
DRAFT - pending counsel.
- Data is hosted by Fly.io in the United States (the primary region is San Jose, California). [Business: confirm that no other region holds a copy or backup.]
- Transfers across borders rely on the safeguards counsel selects.
Children
DRAFT - pending counsel.
- The service is for businesses and is not directed at anyone under 18. We do not knowingly collect information from minors.
Changes to this notice
DRAFT - pending counsel.
- We post the new version and give notice of a material change before it applies, and ask for acceptance again where required.
Contact
DRAFT - pending counsel.
- Privacy questions and requests go to {{PRIVACY_CONTACT}}.