FleetSoft Privacy Policy

fleetsoft.com is dedicated to enabling individuals and organizations to establish trusting relationships with us based on respect for personal identity and information by promoting the use of fair information practices. This privacy statement covers the site www.fleetsoft.com and the following topics:

If you have questions or concerns regarding this statement, you should contact www.fleetsoft.com by e-mail at privacy@fleetsoft.com

The www.fleetsoft.com site is not intended for persons under 13 years of age.

This Privacy Statement covers only information that is collected through this Website, and does not cover information that may be collected through software downloaded from the site.

www.fleetsoft.com is owned and operated by Fleetsoft LLC (“Fleetsoft”).

Information Collection and Use

Information Collection

Fleetsoft LLC is the sole owner of the information collected on www.fleetsoft.com

www.fleetsoft.com collects information from our users at several different points on our Website.

Information is collected as our server logs automatically receive and record information from your browser, including your IP address and the page(s) you requested. Fleetsoft uses your IP address to help diagnose problems with our Website server, and to administer our Website. Other purposes of collecting such information are to customize the advertising you see on our pages and to fulfill users’ requests for certain products and services.

Information Use

Cookies

A cookie is a piece of data stored on the user’s computer tied to information about the user. We use session ID cookies. For session ID cookies, once users close the browser, the cookie simply terminates. These cookies are used to provide the shopping cart functionality.

We use Google Analytics by Google Inc. in order to improve the efficiency of this Website. A “cookie” is saved to your computer so that information concerning your use of the website (including your IP address) can be analyzed by the Google Analytics program. Your data is analyzed anonymously. Google may also use the information to improve company products and services. You can select a setting in your browser to prevent cookies from being saved on your hard drive. In this case you may not be able to view the entire website properly.

Log Files

Like most standard Website servers we use log files. This includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks to analyze trends, administer the site, track user’s movement in the aggregate, and gather broad demographic information for aggregate use. IP addresses, etc. are not linked to personally identifiable information. with our partners, advertisers and others.

Communications from the Site

Special Offers and Updates

You will occasionally receive information on products, services, and special deals. Out of respect for the privacy of our users we present the option to not receive these types of communications. Please see the Choice and Opt-out sections.

Service Announcements

On rare occasions it is necessary to send out a strictly product or service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regards to issues relating to their account, orders or inventory we reply via email or phone, in accordance with the users wishes.

Sharing

Legal Disclaimer

Though we make every effort to preserve user privacy, we may need to disclose personal information (i) when required by law, a court order or legal process; (ii) to protect and defend Fleetsoft’s rights and property; (iii) to protect against misuse or unauthorized use of the www.fleetsoft.com site; or (iv) to protect the personal safety or property of our users or the public. If legally permitted to do so, we may transfer personal data to other Fleetsoft Group companies (www.fleetsoft.com/locations).

Furthermore we engage processors or service providers to process personal data (e.g., within the scope of an IT support contract). These processors or service providers are contractually bound to act in compliance with applicable data protection regulations.

Privacy and Policy

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Aggregate Information (non-personally identifiable)

We share aggregated demographic information only within our own company. This is not linked to any personally identifiable information.

Third Party Advertisers

No information is shared with third party advertisers.

Business Transitions

In the event www.fleetsoft.com goes through a business transition, such as a merger, being acquired by another company, or selling a portion of its assets, users’ personal information will, in most instances, be part of the assets transferred. If as a result of the business transition, the users’ personally identifiable information will be used in a manner different from that stated at the time of collection they will be given choice consistent with our Notification of Changes section below.

Choice/Opt-out

Users who no longer wish to receive our newsletter and promotional communications may opt-out of receiving these communications by replying to any mailing with unsubscribe in the subject line of the email or emailing us at privacy@fleetsoft.com . Users of our site are always notified when their information is being collected by any outside parties. We do this so our users can make an informed choice as to whether or not they should proceed with services that require an outside party.

Links

This Website contains links to other sites. Please be aware that we, Fleetsoft is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every Website that collects personally identifiable information. This privacy statement applies solely to information collected by this Website.

Surveys

From time-to-time our site requests information from users via surveys. Participation in these surveys is completely voluntary and the user therefore has a choice whether or not to disclose this information. The requested information typically includes contact information (such as name and shipping address), and demographic information (such as postal code). Survey information will be used for purposes of monitoring or improving the use and satisfaction of this site. Users’ personally identifiable information is not shared with third parties unless we give prior notice and choice. Though we may use an intermediary to conduct these surveys or contests, they may not use users’ personally identifiable information for any secondary purposes.

Security

This Website takes every commercially reasonable precaution to protect our users’ information. When users submit sensitive personal information via the Website, their information is protected both online and off-line.

When our registration form asks users to enter sensitive personal information, that information is encrypted and is protected with SSL encryption software. While on a secure page, such as our order form, the lock icon on the bottom of Web browsers such as Netscape Navigator and Microsoft Internet Explorer becomes locked, as opposed to un-locked, or open, when users are just ‘surfing’.

While we use SSL encryption to protect sensitive information online, we also do everything commercially reasonable in our power to protect user-information off-line. All of our users’ information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job (for example, our billing clerk or a customer service representative) are granted access to personally identifiable information. Furthermore, employees are kept up-to-date on our security and privacy practices. Any time new policies are added, our employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure our users’ information is protected. Finally, the servers that store personally identifiable information are in a secure environment, in a locked facility.

If users have any questions about the security at our Website, users can send an email to privacy@fleetsoft.com.

Supplementation of Information

In order for this Website to properly fulfill its obligation to users it is necessary for us to supplement the information we receive with information from 3rd party sources.

Purchasing History

In order for this Website to enhance its ability to tailor the site to a user’s preference, we combine information about the purchasing habits of users with similar information from Fleetsoft to create a personalized user profile.

Correcting/Updating/Deleting/Deactivating Personal Information

If a user’s personally identifiable information changes (such as postal code, phone, email or postal address), or if a user no longer desires our service, we provide a way to correct, update or delete/deactivate users’ personally identifiable information. This can be done by emailing our Customer Support at privacy@fleetsoft.com.

Notification of Changes

If we decide to change our privacy policy, we will post those changes to this privacy statement, the homepage, and other places we deem appropriate so our users can be aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We will use information in accordance with the privacy policy under which the information was collected.

If, however, we are going to use users’ personally identifiable information in a manner different from that stated at the time of collection we will attempt to notify users via email. Users will have a choice as to whether or not we use their information in this different manner. However, if users have opted out of all communication with the site, or deleted/deactivated their account, then they will not be contacted, nor will their personal information be used in this new manner. In addition, if we make any material changes in our privacy practices that do not affect user information already stored in our database, we will post a prominent notice on our Website notifying users of the change. In some cases where we post a notice we will also attempt to email users, who have opted to receive communications from us, notifying them of the changes in our privacy practices.

Retention

Unless explicitly indicated otherwise at the time of the collection of your personal information (e.g. in a declaration of consent), your personal information will be erased if the retention of the personal information is no longer necessary to fulfill the purposes for which they were collected and if no statutory retention obligations require us to further retain the information.

EU General Data Protection Regulation

1. 1. You have the right of access, correct, delete, restrict, or object to the dissemination and portability of your information.
   2. You have the right to withdraw your consent at any time; provided, however, the withdrawal of consent does not affect prior lawfulness of dissemination or portability of information.
   3. You have the right to file a complaint with a relevant supervisory authority.

Google API Data Disclosure 

Our Fleetsoft desktop application, web platform, and automated background reminder services utilize the Google ‘gmail.send’ API scope. This access is strictly used to programmatically transmit outbound transactional business documents—such as invoices, work orders, purchase orders, fleet reports, and automated vehicle maintenance reminders—on behalf of the user. Our software operates on a strict write-only workflow; we do not read, access, store, or share any user mailbox data, emails, or personal information from Google servers.

Artificial Intelligence and Machine Learning Data Isolation Disclosure

Our web-based application environment utilizes third-party artificial intelligence services (specifically the OpenAI API Enterprise Tier) to assist users with core logistics optimization, predictive maintenance scheduling, and automated operational formatting. Our standalone desktop application suite contains no AI/ML integrations and processes all code natively on the client system.

In strict compliance with the Google Workspace API User Data and Developer Policy and the Google API Services User Data Policy, Fleetsoft maintains absolute architectural segregation between Google API user data and our web application’s AI processing engine:

1.  Zero Model Training: Our web integration utilizes OpenAI Enterprise API structures contractually executing zero data retention protocols. No user data, metadata, or derived inputs are ever used, transferred, or sold to create, train, fine-tune, or improve foundational or generalized machine learning or artificial intelligence models.

2.  Complete Data Segregation: The requested write-only gmail.send data flow operates entirely independently of our AI optimization modules across both platforms. Outbound emails are processed via pre-defined static system templates and are never exposed to, parsed by, or transmitted to any third-party AI service providers.

Fleetsoft has implemented and is in material compliance with policies and procedures for the ethical, trustworthy, and responsible use, implementation, and provisioning of AI technology, including for: (i) developing, implementing, and provisioning AI Technology in a way that promotes transparency, accountability, safety, security, fairness, accuracy, validity, reliability, and human interpretability; and (ii) identifying and mitigating bias in the data and the services provided. In addition, Fleetsoft’s management has oversight and approval over its collection and use of data, including the development, implementation, and provisioning of AI Technology. Fleetsoft confirms it is in compliance with all laws applicable to Fleetsoft’s development, implementation, and provision of AI Technology.

Contact Information

If users have any questions or suggestions regarding our privacy policy, please contact us at:

Fax: (847) 741-9740

Email: privacy@fleetsoft.com

Postal Address: 4425 Plano Parkway Suite 704 Carrollton, TX  75010  USA

Website: https://www.fleetsoft.com