Privacy Policy

1. Introduction

FleetAI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our TLC fleet management platform and related services (collectively, the "Service").

By accessing or using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, company name, and password when you create an account.
• Driver Information: Driver names, contact details, license information, Zelle identifiers, and payment-related information for drivers in your fleet.
• Vehicle Information: Vehicle identification numbers (VINs), license plate numbers, make, model, year, and TLC license information.
• Payment Information: Bank account details for ACH payments, payment history, and transaction records. Credit card information is processed securely by our payment processor, Stripe, and is not stored on our servers.
• Communication Data: SMS messages, email content, and other communications sent through our platform.
• Documents: Uploaded files including insurance documents, contracts, toll receipts, and other fleet-related documentation.

2.2 Information Collected Automatically

• Usage Data: Information about how you interact with our Service, including pages visited, features used, and actions taken.
• Device Information: Browser type, operating system, device identifiers, and IP address.
• Log Data: Server logs that record Service access, including timestamps and request details.

2.3 Information from Third-Party Integrations

When you connect third-party services to FleetAI, we may collect information from those services:

• Gmail Integration: When you connect your Gmail account, we access email content to identify and process Zelle payment notifications and to send communications on your behalf. We request read-only access to your emails and the ability to send emails. We do not access emails unrelated to our Service functionality.
• Tesla Fleet API: Vehicle charging data, location information (if enabled), and charging invoice details for Tesla vehicles in your fleet.
• Stripe: Payment processing information, subscription status, and transaction history.
• Twilio: SMS delivery status and messaging logs.
• Toll Authority Websites: Toll transaction data retrieved from NY toll authority accounts you connect.
• NYC CCWeb: Parking and traffic ticket information retrieved from accounts you connect.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our fleet management Service
• Process payments and track driver balances
• Automatically detect and record Zelle payments from connected email accounts
• Generate and send receipts, invoices, and financial reports
• Send SMS notifications and automated messages to drivers
• Monitor toll transactions and facilitate dispute processing
• Track vehicle maintenance schedules and generate reminders
• Provide AI-powered analytics and risk assessments for payment patterns
• Respond to your inquiries and provide customer support
• Send administrative communications about your account or the Service
• Detect, prevent, and address fraud, security issues, and technical problems
• Comply with legal obligations and enforce our terms of service

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

• Supabase: Database hosting and authentication services
• Stripe: Payment processing and subscription management
• Twilio: SMS messaging services
• Google: Gmail API for email integration and AI services
• Anthropic: AI-powered features including the FleetAI Copilot assistant
• Netlify: Application hosting and serverless functions

4.2 Driver Portal Access

Drivers in your fleet may access their own payment history, balance information, and payment methods through the Driver Portal using secure, unique access tokens.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

4.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest
• Row-Level Security (RLS) policies ensuring users can only access their own data
• Secure authentication using industry-standard protocols
• Regular security audits and monitoring
• Access controls limiting employee access to personal data

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide you with our Service. We may also retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

Payment records and financial data are retained for a minimum of seven (7) years to comply with tax and accounting regulations.

When you delete your account, we will delete or anonymize your personal information within 90 days, except where retention is required by law.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to certain exceptions.
• Portability: Request a copy of your data in a portable format.
• Withdraw Consent: Withdraw consent for processing where we rely on consent as the legal basis.
• Disconnect Integrations: Disconnect third-party integrations (Gmail, Tesla, etc.) at any time through your account settings.

To exercise any of these rights, please contact us at privacy@fleetai.com.

8. Gmail Integration Disclosures

When you connect your Gmail account to FleetAI, you grant us access to read your emails and send emails on your behalf. We want to be transparent about how we use this access:

• Purpose: We access your Gmail to identify Zelle payment notification emails and to send receipts and communications to your drivers.
• Limited Use: We only read emails that match our Zelle payment detection criteria. We do not read, store, or analyze other personal emails.
• No Advertising: We do not use Gmail data for advertising purposes.
• No Third-Party Sharing: We do not share your Gmail data with third parties except as necessary to provide our Service.
• Secure Storage: OAuth tokens are stored securely and encrypted. We do not store your Gmail password.
• Revocation: You can revoke Gmail access at any time through your Google Account settings or within FleetAI.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate our Service and improve your experience. These include:

• Essential Cookies: Required for authentication and core functionality.
• Preference Cookies: Remember your settings and preferences.
• Analytics Cookies: Help us understand how users interact with our Service.

Most web browsers are set to accept cookies by default. You can modify your browser settings to decline cookies, but this may affect your ability to use certain features of our Service.

10. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than the country in which you reside. These countries may have data protection laws that are different from the laws of your country.

Our servers are located in the United States. If you are accessing our Service from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.

Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

14. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
• Opt-Out of Sale: We do not sell personal information. Therefore, we do not offer an opt-out of the sale of personal information.

To exercise your California privacy rights, please contact us at privacy@fleetai.com.