Privacy Policy

Effective Date: 06/03/2025

1. Introduction
FleetIT (PTY) Ltd (“FleetIT,” “we,” “us,” or “our”), Registration Number 2017/318977/07, is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how we collect, use, process, store, and disclose your personal data when using our software services (“Service”). By using our Service, you consent to the practices described in this policy.

2. Definitions
• “Act” refers to the Protection of Personal Information Act, 2013 (POPIA).
• “GDPR” refers to the General Data Protection Regulation (EU 2016/679).
• “Personal Information” means any information that identifies an individual, including but not limited to name, phone number, email address, identification numbers, and location data.
• “Device” means any computer or mobile device used to access the Service.
• “Third Parties” refers to external service providers that assist in delivering our Service, including but not limited to data storage providers.

3. Information We Collect
We may collect the following types of personal data:
• Information You Provide: Name, contact details, identification numbers, billing information, and business postal addresses.
• Business-Provided Information: Businesses using FleetIT may provide user details, driver information, vehicle data, and financial records. The business is responsible for ensuring that they have the necessary consent or legal basis to provide this data to FleetIT.
• Log Data: IP addresses, browser type, pages visited, system configuration, and timestamps of transactions.
• Cookies and Tracking Technologies: Used to enhance user experience, store preferences, and analyze usage trends.
• Financial Data: Businesses may provide financial information, including invoices, payment records, and expense data, as part of the service. FleetIT does not store or process payment transactions directly.

4. Purpose of Data Collection
We collect and process personal data for the following purposes:
• To provide and improve our Service.
• To authenticate users and ensure account security.
• To comply with legal and regulatory requirements.
• To communicate with you regarding product updates and support.
• To analyze usage trends and enhance user experience.

5. Legal Basis for Processing Personal Data
We process personal data under the following legal bases:
• Your consent, which can be withdrawn at any time.
• Performance of a contract with you.
• Compliance with legal obligations.
• Legitimate business interests, such as improving our Service.
• Service-Related Notifications: Certain notifications and reminders may be sent to users based on system configurations set up by the business administrator. These notifications are considered part of the essential service provided by FleetIT and are based on the business’s agreement with us. Users may manage notification preferences in their account settings.

6. Data Sharing and Third Parties
We do not sell your personal information. However, we may share data with:
• Trusted Third-Party Service Providers who assist in service delivery (e.g., hosting, payment processing, analytics).
• Regulatory Authorities if required by law or to protect the rights and security of users.
• Business Partners in connection with business transactions such as mergers or acquisitions.

7. Data Retention
We retain personal data for as long as necessary to fulfill the purposes outlined in this policy. Upon request, we will delete your information unless required to retain it for legal obligations or dispute resolution.

8. User Rights (POPIA & GDPR Compliance)
You have the following rights regarding your personal information:
• Access & Portability: Request a copy of your data.
• Correction: Update inaccurate or incomplete information.
• Deletion: Request deletion of personal data under certain conditions.
• Objection & Restriction: Object to data processing or request limitations.
• Withdraw Consent: Withdraw previously given consent at any time.
• Managing Notifications: Users have the ability to manage notification preferences in their account settings. However, some essential system notifications related to security, compliance, or service updates may not be disabled.
• Administrator-Controlled Accounts: If your account was created by a business administrator, please contact them first for data access, corrections, or deletion requests. FleetIT acts as a data processor and may only be able to process requests subject to the business’s instructions.
To exercise these rights, contact us at support@fleetit.co.za

9. Security Measures
We implement technical and organizational measures to protect your data, including:
• Secure Socket Layer (SSL) encryption for data transmission.
• Regular security audits and access controls.
• FleetIT applies industry-standard security measures to protect stored financial data, including encryption, access controls, and regular security audits.
Despite these measures, no online service is 100% secure. If you suspect unauthorized access, please contact us immediately.

10. International Data Transfers
If we transfer data outside South Africa or the EU, we ensure it is protected by safeguards such as contractual clauses or compliance with GDPR requirements.

11. Updates to this Privacy Policy
We may update this policy from time to time. If changes significantly affect your rights, we will notify you via email or website notifications. Continued use of our Service after updates constitutes acceptance of the revised policy.

12. Contact Information
For any privacy-related inquiries, please contact us:
Email: support@fleetit.co.za
Phone: +27 87 147 1665
Address: 41 Fairview Road, Kloof, Kwa-Zulu Natal, South Africa

This policy aligns with POPIA and GDPR compliance requirements and aims to ensure transparency and security for FleetIT users.