1. Who we are
Fleetras (referred to as "we", "us" or the "Platform") provides a fleet and trip management service used by transport offices, administrators, managers and drivers. This policy explains what personal data the Platform processes, why, and the choices available to you.
The Platform is operated from Dubai, United Arab Emirates. Where your employer or the company that runs the fleet has given you an account, that company decides why and how your data is used and is the controller of that data. We process it on their behalf and on our own behalf to keep the service running securely.
2. Data we collect
Depending on your role, the Platform holds the following categories of data.
- Account details. Name, work email address, mobile number, designation, role, profile photo and a hashed password. We never store your password in readable form.
- Driver records. Employee ID, licence number and expiry, Emirates ID, address, joining date and duty status, as entered by your company.
- Passenger records. Name, type, company, department, mobile number, email and remarks, as entered by drivers or office staff.
- Trip data. Pickup and destination, times, kilometres, fuel, Salik, parking, fines and other expenses, receipt photos, remarks and the full timeline of who did what and when.
- Location data. When a driver starts, pauses or ends a trip from the app, the device may share its GPS position at that moment. GPS units installed in company vehicles report position, speed, heading, ignition state, mileage and alerts while the vehicle is in use.
- Technical and security data. Sign-in attempts with date, time, IP address, device and browser; an audit log of changes; email delivery logs; and the session cookie described below.
3. How we use it
- To dispatch, run, verify and cost trips, which is the core purpose of the Platform.
- To calculate driver and vehicle costs and produce reports for the company that employs or engages you.
- To notify you about assignments, approvals and corrections, in the app and by email.
- To keep the service secure: authenticating users, detecting misuse, and maintaining audit and login records.
- To verify trip distances against the vehicle tracker and improve road safety, including alerts for speeding, harsh driving and geofence events.
- To comply with legal obligations, including record-keeping duties under UAE law.
We rely on the following legal bases: performance of the contract between you or your employer and the Platform, our and your employer's legitimate interests in running a safe and accountable fleet, compliance with legal obligations, and, where required, your consent.
4. Vehicle tracking
Vehicle tracking collects location data about company vehicles, and by extension about the person driving them. Your company is responsible for informing drivers that vehicles are tracked and for using the data only for legitimate operational, safety and cost-control purposes.
Tracking data is limited to company vehicles during their use. Personal devices are not tracked in the background. Location shared from the driver app is captured only at the moments a driver taps start, pause, resume or end.
Tracking data is obtained from GPS devices through a third-party telematics provider. That provider processes device data on our instructions and under its own security commitments.
7. How long we keep it
Trip, expense and cost records are financial records. They are retained for as long as your company needs them for accounting, audit and legal purposes, which is normally at least five years after the end of the financial year to which they relate. Deleting a record is permanent: deleting a vehicle or driver also deletes the trips recorded against it, so a manager is warned before it happens.
Login logs, audit logs and email logs are kept for security and accountability and are reviewed periodically. Account details are kept while your account is active and removed or anonymised when your company confirms the account is no longer needed and no retention duty applies.
8. How we protect it
- Passwords are hashed with a strong one-way algorithm and must meet minimum complexity rules.
- Access is controlled by role. Drivers cannot view office data and each action is checked on the server.
- Sessions are encrypted, marked HTTP-only and expire automatically.
- Uploaded receipts and photos are stored outside the public web root and are served only to signed-in users.
- Every change is written to an audit log so that records can be traced.
No system is perfectly secure. If we become aware of a breach affecting your data we will inform your company without undue delay so that those affected can be notified.
9. Your rights
Subject to UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data and any other applicable law, you may ask to access the personal data we hold about you, correct inaccurate data, request deletion where no retention duty applies, object to or restrict certain processing, and receive a copy of data you supplied in a portable format.
Because your employer or engaging company is usually the controller, please raise requests with them first. You can update your own name, contact details, photo and password from the profile page at any time. You may also contact your company administrator.
10. International transfers
Data is primarily stored and processed in or from the UAE. Where a service provider processes data in another country, we take steps to ensure an adequate level of protection, such as contractual safeguards, in line with applicable law.
11. Children
The Platform is a workplace tool and is not directed at children. We do not knowingly collect data from anyone under the age of 18 except as a passenger name recorded by a driver or office staff for a trip.
12. Changes to this policy
We may update this policy as the Platform develops. The date at the top shows the latest revision. Material changes will be announced in the app.
13. Contact
Questions about this policy or about your data can be sent to your company administrator. Postal address: Dubai, United Arab Emirates.