Fleetola is rental management software. Operators use it to run their vehicle rental businesses: the cars, the agreements, the payments and the people who hire from them. This policy explains what we collect, why we hold it, and what you can ask us to do about it.
Fleetola is a registered business name of HSK Group Holding Pty Ltd (ABN 66 688 337 797), based in Sydney, Australia. In this policy "we" and "us" mean Fleetola, "operator" means a rental business with a Fleetola account, and "renter" means a customer who hires a vehicle from one of those operators.
Two different relationships
Fleetola sits behind two very different relationships, and which one you are in decides who answers your questions.
If you are an operator, we hold your account and your business details and we deal with you directly. This policy is our promise to you.
If you are a renter, the business you hired the car from is the one you gave your details to. They decide what to collect, how long to keep it and who to give it to. We hold that information on their behalf and act on their instructions. We do not use it for our own purposes. If you want your details corrected or removed, ask that operator first, because it is their record. We will help them do it, and you can always contact us as well.
What we collect from operators
- Account details: name, email address, phone number and password. Passwords are stored hashed and nobody at Fleetola can read yours.
- Business details you enter: trading name, address, ABN or tax number, logo, contact email and phone, and the rental terms you write for your own customers.
- Subscription and billing details. Card numbers are entered on Stripe's own pages. Fleetola never sees or stores a full card number.
- Usage information: which pages were opened, when, and errors the software hit. We also keep a daily count of visits to our public pages. That count holds no IP address, no browser identifier and nothing finer than a day, so it cannot be narrowed to a person.
- A push notification token for each phone the app is installed on, so a notification can reach that device.
What operators collect from renters through Fleetola
An operator can collect any of the following from their own customers. Which of these appear on a rental depends on the settings that operator chooses.
- Name, email address, phone number, residential address and date of birth.
- Driver licence details and a photograph of the licence, and where the operator asks for it, passport details and a photograph of the passport page.
- The signature on a rental agreement, together with evidence that the signing happened: the date and time, the IP address the signature came from, and the browser used. That evidence is what makes a signed agreement hold up later, so it is kept with the agreement.
- Photographs of the vehicle at hand over and at return, and any damage recorded.
- Messages sent between the renter and the operator inside Fleetola.
- Payment details. Cards and bank accounts are handled by Stripe. Fleetola stores only the amounts, the dates, the outcome and the last four digits.
- Vehicle location, only where the operator has turned on GPS tracking for that vehicle. Location belongs to the vehicle, not to the person. Our terms require an operator to tell their renters and to get their consent in the rental agreement before they track a vehicle they hire out. The software cannot check that they have, so it is the operator you ask about it.
- A push notification token for each phone the renter installs the app on, so a notification can reach that device.
Why we hold it
We hold this information to run the software the operator is paying for: to prepare and sign rental agreements, to bill and collect payments, to send the emails a rental produces, to show an operator their fleet, to keep the records a rental business is required to keep, to secure the service against misuse, and to support and improve the product.
Who we share it with
We do not sell personal information to anybody, and we do not share it for advertising. We use a small number of service providers to make Fleetola work:
- Stripe, for subscription billing and for payments between renters and operators. Stripe holds card and bank details under its own privacy policy.
- Our email provider, which delivers the messages Fleetola sends on an operator's behalf.
- Our hosting provider, which runs the servers and the database. Data is stored in Sydney, Australia.
- The GPS tracking service, and only for operators who have turned tracking on.
- Google reCAPTCHA, which checks that a form on a public page was filled in by a person and not a script. It runs on our signup form and on an operator's booking page, and Google receives the visitor's IP address and browser information when it does.
- Google Firebase Cloud Messaging, which delivers push notifications to the phone app. It receives the device token and the title and body of the notification.
- Google Fonts, which serves the typeface on our website and in the product. Opening a Fleetola page contacts Google's font servers.
- Anyone an operator sends a live-location share link to. An operator can create a link that shows one vehicle's current position, and hand it to a tow truck or a recovery agent. The link shows the position and nothing else, it expires, and the operator can revoke it.
We will also disclose information where the law requires it, to a court or a regulator, or where it is needed to protect somebody's safety.
How long we keep it
We keep an operator's data for as long as the account is open. If the account closes we delete or de-identify what we hold within a reasonable period, except where the law requires us to keep it for longer. Signed rental agreements, invoices and payment records are business records: an operator is required to keep them for years after a rental ends, and Fleetola keeps them so the operator can.
Security
Traffic to Fleetola is encrypted. Passwords are hashed. Access to an operator's data is limited to that operator's own team, with the access each member is given. Uploaded documents and photos are served only to people who are signed in and entitled to see them. Our staff reach an account only to support it or to keep the service running, and that access is logged. No system is perfect, and we will tell the people affected and the Office of the Australian Information Commissioner if a data breach happens that is likely to cause serious harm.
Cookies
Fleetola sets a session cookie so you stay signed in, and stores a small amount of information in your browser to remember settings such as light or dark mode. There are no advertising cookies, no tracking pixels and no third party analytics scripts in the signed-in product.
Your rights
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles you may ask for a copy of the personal information we hold about you, and ask us to correct it if it is wrong. Write to support@fleetola.com and we will answer within a reasonable time, usually 30 days.
You can delete your own Fleetola login from inside the app. If you are the only owner of a business, the same screen asks us to close that business instead, and closing it deletes your login unless you belong to another business. The account deletion page says how, what is deleted and what stays: the agreements, invoices and payment records a rental business is required to keep are its records, and they stay with it.
If you are unhappy with how we handled your information, tell us first at support@fleetola.com so we can put it right. If you are still unhappy you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
If you are outside Australia we still handle your information under this policy and under Australian privacy law. Your information may be stored and processed in Australia and in the countries our service providers operate in, and the local law there may differ from your own.
Changes to this policy
We update this policy when the product changes or the law does. The current version is always the one on this page. If a change materially affects operators we will tell them by email.
Contact
Email support@fleetola.com. We answer from Sydney, Australia.