Privacy Policy

Last updated: June 30, 2026

This Privacy Policy explains how Fleet Scanner (“Fleet Scanner”, “we”, “us” or “our”) collects, uses, shares and protects personal information when you visit fleetscanner.io (the “Website”), contact us, request a demo, or use the Fleet Scanner fleet management, GPS tracking and logistics ERP platform (the “Platform”). It applies from June 30, 2026.

By using the Website or the Platform, you acknowledge that you have read this policy. If you do not agree with it, please do not use our services.

1. Who is responsible for your information

For information collected through the Website (for example, demo requests and enquiries), Fleet Scanner decides how and why it is used and is responsible for it.

For information our customers put into the Platform, such as vehicle locations, trip records and driver details, the customer (usually the fleet operator or transport company) decides how it is used. We process that information on the customer’s behalf and under their instructions. If you are a driver or an employee of one of our customers, please contact your employer first with questions about your data. We will support them in answering you.

2. Information we collect

Information you give us

Enquiries and demo requests: your first and last name, business email address, phone number, company name and the message you write in our contact form.
Account information: when your organisation becomes a customer, the names, email addresses, phone numbers, roles and login credentials of the people who use the Platform.
Billing information: company name, billing address, tax registration details (such as GSTIN) and payment records. We do not store full card numbers on our systems.
Support communications: the content of emails, calls and messages you send to our team.

Information created when the Platform is used

Depending on the modules and devices a customer chooses, the Platform may process:

vehicle GPS location, speed, route history, ignition status, geofence events and alerts;
trip, order, dispatch, proof of delivery, LR/bilty and e-way bill records;
driver records, such as name, contact number, licence details, documents, attendance and driving behaviour scores;
sensor and device data, such as fuel level, temperature, battery, tyre and dashcam or video telematics data;
maintenance, expense, fuel, toll (FASTag), invoice and payment records;
questions asked to the Fleet AI Agent and the answers it produces.

Information collected automatically on the Website

Technical data: IP address, browser type, device type, pages visited, referring page and the date and time of your visit. Our servers record this for security and to keep the Website running.
Analytics data: if enabled, analytics tools (see section 5) record how visitors use the Website, such as pages viewed, clicks and time on page.

3. How we use information

to respond to your enquiry, arrange a demo and send you the information you asked for;
to provide, operate, maintain and support the Platform for our customers;
to create and manage user accounts and keep them secure;
to send invoices, collect payments and meet our tax and accounting obligations;
to send service messages, such as alerts, reports, security notices and changes to our terms;
to send product news and offers to business contacts. You can opt out at any time using the link in the email or by writing to us;
to understand how the Website and Platform are used and to improve them;
to detect, prevent and investigate fraud, abuse, attacks and other security incidents;
to comply with applicable law and respond to lawful requests from authorities.

We use customer Platform data only to provide the services to that customer. We do not sell personal information, and we do not use customer fleet data to advertise to anyone.

4. Legal basis for processing

We process personal information on one or more of these grounds:

your consent, for example when you submit the contact form or accept marketing emails;
to perform a contract with you or your organisation, or to take steps before entering into one;
to comply with a legal obligation, such as tax and accounting rules;
for legitimate uses permitted by law, such as keeping our services secure and improving them, where this does not override your rights.

Where we rely on consent, you can withdraw it at any time. This does not affect processing done before.

5. Cookies and analytics

The Website uses a small number of cookies and similar technologies:

Essential cookies: a secure session cookie is set only when an authorised administrator signs in to manage the Website. Visitors browsing the Website do not need an account.
Our own website statistics: we measure visits with our own analytics, which uses no cookies and does not store your IP address. It records the pages you view, time spent and how far you scroll, where you click on a page, your device and browser type, the referring website, and your approximate country based on your browser’s time zone. It respects your browser’s “Do Not Track” setting.
Analytics and marketing cookies: we may use Google Analytics, Google Tag Manager, Microsoft Clarity and the Meta Pixel to measure visits and the performance of our campaigns. These providers may set their own cookies and receive your IP address and browsing data under their own privacy policies.

You can block or delete cookies in your browser settings. Blocking analytics cookies does not stop the Website from working. You can also opt out of Google Analytics with Google’s browser add-on.

6. How we share information

We share personal information only when needed, and only with:

Service providers who work for us, such as hosting and data centre providers, email delivery services, SMS and telecom providers, map and geocoding services, payment processors and analytics providers. They may use the information only to provide their service to us.
Device and integration partners that a customer chooses to connect, such as GPS device makers, fuel card, FASTag, e-way bill and accounting systems.
Authorities when required by law, court order or a valid government request, or to protect the rights, property or safety of Fleet Scanner, our customers or the public.
A buyer or successor if Fleet Scanner is involved in a merger, acquisition or sale of assets. Your information would stay protected by this policy.

7. International transfers

Our team and main operations are in India, and some of our service providers may process data in other countries. When information is transferred across borders, we take reasonable steps to make sure it receives a level of protection consistent with this policy and applicable law.

8. How long we keep information

Enquiries and demo requests: up to 24 months after our last contact, unless you become a customer.
Customer Platform data: for as long as the customer’s subscription is active. After it ends, the customer has 30 days to request an export. We then delete the data from live systems within 90 days, and from backups as they expire.
Invoices and billing records: for the period required by tax and accounting laws, usually 8 years.
Security and server logs: up to 180 days, unless needed longer to investigate an incident.

9. How we protect information

We use technical and organisational measures to protect personal information, including:

encrypted connections (HTTPS/TLS) for the Website and the Platform;
hashed passwords, role-based access and separation of each customer’s data;
login rate limiting, automatic blocking of suspicious addresses and security monitoring;
regular backups and restricted access to production systems for authorised staff only.

No method of transmission or storage is completely secure. If we become aware of a personal data breach that affects you, we will notify you and the relevant authorities as required by law.

10. Your rights

Subject to applicable law, including India’s Digital Personal Data Protection Act, 2023, you can:

ask for a summary of the personal information we hold about you and how we use it;
ask us to correct, complete or update inaccurate information;
ask us to delete your information when it is no longer needed;
withdraw consent you have given, including for marketing emails;
nominate another person to exercise your rights if you are unable to;
raise a grievance with us, and if you are not satisfied, with the Data Protection Board of India.

If you are in the European Union, the United Kingdom or another region with similar laws, you may also have the right to object to or restrict processing, to data portability, and to complain to your local data protection authority.

To exercise any right, email support@fleetscanner.io. We may ask you to confirm your identity, and we will reply within 30 days. If your data is held in the Platform by your employer, we will pass your request to them.

11. Children

The Website and the Platform are made for businesses and are not directed at children under 18. We do not knowingly collect personal information from children. Where the Platform is used for school transport, any student information is controlled by the school or transport operator using it.

12. Third-party links

The Website may link to other websites and services. We are not responsible for their privacy practices, so please read their policies before sharing information with them.

13. Changes to this policy

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last changed. If we make significant changes, we will notify customers by email or through the Platform before they take effect.

14. Contact and grievances

For questions, requests or complaints about this policy or your personal information, contact our grievance officer:

We aim to acknowledge grievances within 48 hours and resolve them within 30 days.