1. Information We Collect
Fleet-Dex may collect information you provide directly to us, information generated through your use of the service, and certain technical information automatically collected when you access our website or platform.
Account Information
When you create or manage an account, we may collect:
- Name
- Email address
- Login credentials
- Workspace or organization information
- User role and account permissions
- Contact information
- Account preferences
Fleet and Vehicle Information
When you use Fleet-Dex to manage vehicles, we may collect and store information you enter, including:
- Vehicle identification numbers (VINs)
- Unit or fleet numbers
- Make, model, year, and trim
- License plate and registration information
- Mileage and odometer readings
- Vehicle type and fuel type
- Assigned driver information
- Operational status
- Maintenance schedules
- Maintenance and repair history
- Fuel records
- Vehicle expenses
- Purchase information
- Vehicle documents
- Photos
- Notes
- Reminders
- Other records associated with your fleet
This information may relate to your business, vehicles, employees, contractors, or other individuals whose information you choose to enter into Fleet-Dex.
Documents and Uploaded Content
You may upload documents or records such as:
- Registration documents
- Maintenance invoices
- Receipts
- Service records
- Inspection records
- Vehicle images
- Other fleet-related files
You are responsible for ensuring that you have the right to upload and store any information submitted to Fleet-Dex.
Payment and Subscription Information
If Fleet-Dex offers paid subscriptions, payment transactions may be processed by third-party payment providers.
Fleet-Dex may receive information such as:
- Subscription plan
- Billing status
- Transaction identifiers
- Payment dates
- Limited billing information
Fleet-Dex does not necessarily store complete payment-card information directly.
Communications
If you contact Fleet-Dex, we may collect information contained in:
- Support requests
- Contact forms
- Emails
- Feedback
- Account-related communications
Device and Usage Information
When you access Fleet-Dex, we may automatically collect certain technical information, including:
- IP address
- Browser type
- Device type
- Operating system
- Pages viewed
- Login activity
- Session information
- Approximate location derived from IP address
- Referring website
- Error logs
- Usage activity
- Security-related events
This information helps us operate, secure, troubleshoot, and improve the service.
2. How We Use Information
Fleet-Dex may use information to:
- Create and manage user accounts
- Provide fleet-management functionality
- Store and organize vehicle records
- Track maintenance and service history
- Display dashboard information
- Calculate vehicle and fleet costs
- Provide reminders and notifications
- Process subscription payments
- Authenticate users
- Provide customer support
- Communicate service-related information
- Detect fraud, abuse, or unauthorized access
- Maintain system security
- Diagnose technical problems
- Improve product functionality
- Analyze how Fleet-Dex is used
- Develop new features
- Comply with legal obligations
- Protect Fleet-Dex, its customers, and other users
We may also use aggregated or de-identified information for analytics, product development, and business planning where that information no longer reasonably identifies an individual.
5. Data Retention
Fleet-Dex retains information for as long as reasonably necessary to:
- Provide the service
- Maintain customer accounts
- Meet legal and regulatory obligations
- Resolve disputes
- Enforce agreements
- Maintain security
- Prevent fraud
- Maintain backup and recovery systems
When an account is deleted, certain information may remain temporarily in backups or may be retained where required by law or legitimate business needs.
6. Data Security
Fleet-Dex uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.
Security measures may include:
- Authentication controls
- Access restrictions
- Encrypted communications
- Database access controls
- System logging
- Backup procedures
- Security monitoring
- Software updates and vulnerability management
However, no system, website, or method of electronic storage can guarantee absolute security.
Users are responsible for protecting their account credentials and should notify Fleet-Dex if they believe their account has been compromised.
7. Your Privacy Rights
Depending on where you live, you may have rights regarding your personal information, including the right to request:
- Access to personal information
- Correction of inaccurate information
- Deletion of personal information
- Information about how personal information is used
- Information about categories of information disclosed
- A copy of certain personal information
- Withdrawal of certain consent
- Restriction or objection to certain processing
Fleet-Dex may need to verify your identity before processing a privacy request.
8. California Privacy Rights
California residents may have additional rights under applicable California privacy laws.
Depending on whether Fleet-Dex meets applicable statutory thresholds, California residents may have rights to:
- Know what categories of personal information are collected
- Request access to specific personal information
- Request correction
- Request deletion
- Know what categories of information are disclosed
- Opt out of certain sales or sharing of personal information
- Limit certain uses of sensitive personal information
- Receive equal service regardless of exercising privacy rights
Fleet-Dex does not sell personal information for monetary consideration.
If Fleet-Dex engages in activities that California law defines as “sharing” for cross-context behavioral advertising, applicable opt-out mechanisms will be provided.
9. Information About Employees or Drivers
Fleet-Dex customers may enter information about employees, drivers, contractors, or other personnel into their Fleet-Dex workspace.
In these situations, the customer is responsible for determining whether it has the legal authority to collect, store, and use that information.
Fleet-Dex processes this information to provide services requested by the customer.
Individuals with questions about information entered by their employer or fleet operator should generally contact that organization first.
10. Children's Privacy
Fleet-Dex is intended for business and commercial use and is not directed toward children under the age of 13.
Fleet-Dex does not knowingly collect personal information from children under 13 through the service.
If we learn that such information has been collected, we may take steps to delete it.
11. Third-Party Services and Links
Fleet-Dex may contain links to third-party websites, services, or integrations.
Fleet-Dex is not responsible for the privacy practices of those third parties.
Users should review the privacy policies of any third-party services they use.
12. International Users
Fleet-Dex may operate or use service providers located in the United States or other countries.
Information may therefore be processed or stored outside the jurisdiction where you live.
Where required by law, appropriate safeguards may be used for international transfers of personal information.
13. Changes to This Privacy Policy
Fleet-Dex may update this Privacy Policy periodically to reflect:
- New features
- Changes in business practices
- Changes in service providers
- Legal or regulatory requirements
- Security improvements
When material changes are made, Fleet-Dex may update the effective date and provide additional notice where appropriate.
14. Contact Fleet-Dex
If you have questions about this Privacy Policy or wish to submit a privacy request, contact Fleet-Dex through the contact information provided on our website.
Fleet-Dex
Website: Fleet-Dex.com
Fleet-Dex — Your Fleet. Indexed.