Privacy policy / Updated August 28, 2026
A clear record. Clear privacy practices.
FleetCustody helps organizations know where a shared vehicle was recorded, who used it, and how much it was used. This notice explains the information involved, why it is used, and who controls it.
Core records handoffs; Live can track equipped vehicles.
Authorized administrators see their own organization's fleet.
Employee submissions wait for administrator approval.
Who this notice covers
This notice applies to the FleetCustody marketing website, vehicle handoff workflows, administrator dashboard, and related support interactions.
When an organization provides FleetCustody to its workforce, that organization controls its own fleet records and workplace policies. FleetCustody operates the service on its behalf. Employees should also review their employer's applicable notices.
Company and administrator information
Organizations may provide company names, administrator names, work email addresses, account roles, approved access, support communications, and operational preferences.
Account authentication and security events may generate technical information needed to protect access and troubleshoot the service.
Vehicle and fleet records
Customer-provided fleet information may include a vehicle or unit number, VIN, make, model, model year, owner, fleet group, operational status, assigned location, imported reference fields, odometer readings, and the vehicle's assigned QR identity.
Driver and handoff information
During checkout or return, an authorized user may enter a first and last name, employee identifier, optional contact details, selected location, expected destination, odometer reading, notes, reported condition, and related transaction information.
FleetCustody records the transaction time, status, calculated trip mileage when a return is completed, and the organization and vehicle associated with the handoff.
Core phone location and Live vehicle GPS
FleetCustody Core (1.0) may request a one-time phone location stamp when checkout or return is submitted. A captured stamp can include coordinates, estimated accuracy, and the time of capture. Core does not request background phone location or build a phone route history. If permission is denied, unavailable, or times out, the employee can still record the selected operating location and the record identifies that a GPS stamp was not captured.
FleetCustody Live (2.0) can collect continuous or periodic location and telematics from a device installed in an equipped vehicle. Depending on the service and supported hardware, this can include current and last-known vehicle location, routes, ignition and movement events, speed, mileage, geofences, device state, and supported vehicle diagnostics. This tracks the equipped vehicle, not the user's phone in the background.
Organizations are responsible for providing appropriate workplace notices and obtaining any permissions required for their use of location and telematics information.
Photos and vehicle documents
Users may attach service records, maintenance requests, vehicle warnings, damage photos, registration, insurance information, or other vehicle-related documents. Accepted formats currently include JPEG, PNG, WebP, and PDF files up to 4 MB.
Files are stored privately and associated with the correct organization, vehicle, and, when applicable, a specific checkout or return. An employee-submitted file remains pending until an authorized company administrator approves or rejects it.
Where information comes from
- Fleet lists, locations, accounts, and settings supplied by the organization.
- Information entered by authorized administrators, drivers, employees, or contractors.
- Phone permission prompts and one-time GPS readings when permission is granted for Core handoffs.
- Location, trip, movement, device-state, and supported diagnostic data sent by equipment enrolled in Live.
- Operational, authentication, security, and support interactions needed to provide the service.
How information is used
- Show the latest recorded or connected location, custody status, and vehicle availability.
- Record who checked a vehicle out or returned it.
- Calculate and report trip mileage, routes, utilization, and odometer changes when available.
- Generate configured movement, geofence, device, and vehicle-health alerts for Live customers.
- Maintain vehicle records, document review queues, and operational history.
- Secure accounts, enforce company separation, investigate misuse, and provide support.
- Meet valid legal obligations and carry out customer service agreements.
Company separation and access
Administrator access is limited to the organization associated with the approved account. A company's vehicles, handoff records, and private files are not made available to another customer organization's administrators.
Employees use the assigned vehicle QR workflow. They do not receive broad administrator access simply by scanning a hanger. Pending and rejected employee submissions are reserved for authorized administrative review.
Service providers and disclosures
FleetCustody may use providers for application hosting, database operations, authentication, private file storage, email, diagnostics, customer support, and mobile app distribution. They receive information only as needed to provide those services or meet legal requirements.
Information may also be disclosed to the customer organization controlling the record, authorized representatives, professional advisers, or government authorities when required by law. FleetCustody is not designed to sell fleet custody records or use them for cross-context behavioral advertising.
Cookies and technical information
The application may use necessary session, authentication, security, and preference technologies to keep authorized users signed in and protect service access. Infrastructure providers may also process routine request and diagnostic information such as browser details, IP addresses, timestamps, and error events.
Retention and deletion
Customer fleet, custody, location, and document records are retained according to the customer's agreement, documented instructions, legitimate operational needs, security requirements, and applicable law. Retention can differ by information category and customer.
When deletion or termination is requested, records are handled under the applicable agreement and legal obligations. Residual copies may remain in routine backups or security logs for their ordinary lifecycle.
Security and private downloads
FleetCustody uses organization-based access controls, authenticated administrator access, private document storage, limited-duration download links, and encrypted network connections where supported.
No security system can guarantee absolute protection. Customers should maintain secure accounts, safeguard QR hangers, promptly remove outdated user access, and report suspected misuse.
Your rights and requests
Depending on your location and applicable law, you may have rights to request access, correction, deletion, or a portable copy of certain personal information, and to ask how that information is used or disclosed.
Employees should first contact the employer or organization controlling their fleet records. Administrators and other individuals may email hello@fleetcustody.com. Requests may require identity verification and will be handled subject to customer instructions, lawful exceptions, and applicable deadlines.
Sensitive information and children
Precise location is used to document a Core handoff or provide the contracted Live vehicle-tracking service. Core does not continuously monitor a user's phone. Live can continuously or periodically track an equipped vehicle and associate that vehicle data with an authorized custody record. FleetCustody does not use location information to infer unrelated personal characteristics.
FleetCustody is intended for authorized business and workplace use. It is not directed to children or users under 18.
Changes and privacy contact
We may update this notice when the product, service providers, or legal requirements change. The updated date appears above, and material changes will be communicated where required before materially different processing begins.
Privacy and data-handling questions: hello@fleetcustody.com.
ONE CURRENT VEHICLE RECORD.
Where. Who. How much.