Data Retention Policy
How long we retain your data and when we delete it
Last updated: January 15, 2024
Introduction
FleetOS ("we," "our," or "us") is committed to transparent data management practices. This Data Retention Policy explains how long we retain your data and the circumstances under which we delete or anonymize it. This policy applies to all FleetOS services, including our web platform and Fleet Suite mobile applications available on iOS and Android platforms.
Note: This Data Retention Policy applies to all FleetOS services, including our web platform and Fleet Suite mobile applications available on iOS and Android platforms.
General Retention Principles
We retain your data only for as long as necessary to fulfill the purposes outlined in our Privacy Policy, unless a longer retention period is required or permitted by law. Our data retention practices are guided by:
- The purpose for which the data was collected
- Legal and regulatory requirements
- Business operational needs
- User consent and preferences
- Data minimization principles
Retention Periods by Data Type
Account Information:
We retain account information (name, email, contact details) for the duration of your account's active use and for up to 7 years after account termination for legal and business purposes, unless you request earlier deletion.
Fleet and Vehicle Data:
Vehicle information, tracking data, and operational records are retained for 3 years after the last activity or vehicle removal from your fleet, unless required longer for legal compliance.
Driver Performance Data:
Driver performance metrics, behavior data, and scoring information are retained for 5 years after the driver's last activity or removal from the system, to support historical analysis and compliance requirements.
Trip and Route Data:
Trip records, route information, and location data are retained for 2 years after the trip completion, after which they are anonymized or deleted unless required for legal purposes.
Financial and Billing Data:
Payment information, invoices, and billing records are retained for 7 years after the last transaction to comply with tax and accounting regulations.
Communication Data:
Messages, alerts, and notifications sent through our Service (including via Fleet Suite mobile apps) are retained for 1 year after transmission, unless required for legal or support purposes.
Analytics and Usage Data:
Aggregated analytics and usage statistics are retained for 3 years for service improvement purposes. Personal identifiers are removed from analytics data after 1 year.
Data Deletion
Automatic Deletion: Data that exceeds the retention periods outlined above is automatically deleted or anonymized according to our retention schedule. This applies to data collected through both our web platform and Fleet Suite mobile applications.
Requested Deletion: You may request deletion of your personal data at any time by contacting us. We will process your request within 30 days, subject to legal and regulatory requirements that may require us to retain certain data.
Account Deletion: When you delete your account, we will delete or anonymize your personal data within 90 days, except where we are required to retain it for legal, regulatory, or legitimate business purposes.
Data Anonymization
In some cases, instead of deleting data, we may anonymize it by removing all personally identifiable information. Anonymized data may be retained indefinitely for statistical, research, or service improvement purposes, as it no longer constitutes personal data under applicable privacy laws.
Anonymized data cannot be linked back to you or your account and is used only in aggregated form for analytics and service enhancement.
Legal and Regulatory Requirements
We may be required to retain certain data for longer periods than specified above due to:
- Legal obligations and court orders
- Regulatory compliance requirements
- Ongoing legal proceedings or investigations
- Tax and accounting regulations
- Insurance and claims processing
- Fraud prevention and security purposes
When data retention is required by law, we will retain it only for the minimum period necessary to comply with such requirements.
Backup and Archive Systems
Data stored in backup and archive systems may be retained for additional periods beyond the primary retention periods outlined above. Backup data is typically retained for up to 90 days after deletion from primary systems, after which it is permanently removed.
Archived data may be retained for longer periods for disaster recovery and business continuity purposes, but access to archived data is restricted and used only for recovery purposes.
Your Rights Regarding Data Retention
You have the right to:
- Request information about how long we retain your specific data
- Request early deletion of your data (subject to legal requirements)
- Request a copy of your data before deletion
- Object to certain data retention practices
- Request data portability before deletion
To exercise these rights, please contact us using the information provided in the Contact Us section below.
Changes to This Data Retention Policy
We may update our Data Retention Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. We will notify you of any material changes by posting the new Data Retention Policy on this page and updating the "Last updated" date. You are advised to review this policy periodically for any changes.
Contact Us
If you have any questions about this Data Retention Policy, wish to request data deletion, or have concerns about how we retain your data, please contact us:
Email: privacy@fleetos.com
Phone: +1 (555) 123-4567
Address: 123 Fleet Street, Tech City, TC 12345, United States