Overview
This Privacy Policy explains how Fleet Service 365, LLC. ("FS365," "we," "us") collects, uses, and shares information when you use our SaaS platform, telematics hardware, websites, and related services (the "Services").
FS365 is built for fleet operators. Our customers are businesses, and most of the data we process — vehicle locations, maintenance records, driver actions — belongs to those businesses, not to us. When we process that data on our customers' behalf, we act as a processor; the customer is the controller. When you visit our marketing site or sign up directly as an individual, we act as the controller of your information.
This policy is meant to be read alongside the Terms of Service and our Data Processing Addendum (DPA).
Information we collect
Information you provide
- Account information: name, work email, phone number, company name, role, and password.
- Billing information: billing address, tax ID, and payment method (handled by our payment processor — we never store full card numbers).
- Support communications: messages, attachments, and call recordings when you contact our support or success teams.
Information collected automatically
- Telematics data: location, speed, heading, ignition state, fuel level, fault codes, and other signals from FS365 hardware or connected third-party devices.
- Product usage: features accessed, pages viewed, errors encountered, and device/browser information.
- Cookies: session, preference, and analytics cookies as described in Cookies & similar technologies.
Information from third parties
- Integrations: data you authorize FS365 to receive from connected systems (Fuel cards, ERPs, accounting software, etc.).
- Identity & enrichment: publicly available business information used to verify accounts and prevent fraud.
How we use information
We use information to:
- Provide, maintain, and improve the Services — including showing assets on a map, computing maintenance forecasts, and surfacing inspection findings.
- Authenticate users and protect against fraud, abuse, and security incidents.
- Process payments and manage your subscription.
- Communicate about your account, product updates, and (with your consent where required) marketing.
- Generate aggregated, de-identified analytics that never identify a specific person, vehicle, or customer.
- Comply with legal obligations and enforce our terms.
We do not sell personal information, and we do not use customer telematics data to train cross-customer machine learning models without explicit, written authorization from the customer.
Data retention
Retention depends on the type of data:
- Active customer data is retained for the life of the subscription plus 30 days, then permanently deleted unless legal hold applies.
- Telematics history defaults to 13 months of full-resolution data and 7 years of summarized records, configurable per customer.
- Backups roll off within 35 days of the underlying record being deleted.
- Marketing site logs are kept for 90 days then aggregated.
Security
FS365 maintains a written security program covering administrative, physical, and technical controls. Highlights include:
- Encryption in transit (TLS 1.2+) and at rest (AES-256).
- SOC 2 Type II audit, refreshed annually.
- Quarterly third-party penetration testing.
- Production access on least-privilege principles, with hardware-key MFA.
- Tenant isolation enforced at the database row level.
No system is perfectly secure. To report a vulnerability, email security@fleetservice365.com — we run a coordinated disclosure program.
Your rights
Depending on where you live, you may have rights to access, correct, delete, port, or restrict the processing of your personal information, and to object to certain uses. To exercise these rights:
- If you're an FS365 end-user employed by one of our customers, contact your fleet administrator first — they control your data.
- Otherwise, email privacy@fleetservice365.com and we will respond within 30 days.
California residents have specific rights under the CCPA/CPRA, EEA/UK residents under GDPR, and Brazilian residents under LGPD. We will not discriminate against you for exercising any of these rights.
International transfers
FS365 is headquartered in the United States and processes data in the U.S. and the EU. For transfers from the EEA, UK, and Switzerland, we rely on the European Commission's Standard Contractual Clauses, the UK Addendum, and adequacy decisions where applicable. A copy of the relevant transfer mechanism is available on request.
Children's privacy
The Services are designed for use in commercial fleet operations and are not directed to children under 16. We do not knowingly collect personal information from children.
Changes to this policy
We may update this policy from time to time. Material changes will be posted to this page with an updated "Last updated" date and, where required, communicated by email or in-product notice. Continued use of the Services after the effective date means you accept the revised policy.
Contact us
For privacy questions, contact:
EU representative: eu-rep@fleetservice365.com