Privacy Policy

Last updated: 3 June 2026

Fleetbooks Ltd respects your privacy and is committed to protecting personal data. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our website, web application, mobile applications, APIs, telematics platform, and related services.

Fleetbooks is a business-to-business fleet tracking, telematics, and fleet management platform. Our customers are usually companies, fleet operators, resellers, logistics businesses, vehicle tracking providers, and other organisations.

Some of the data processed through Fleetbooks may relate to individual users, drivers, employees, contractors, or other people connected with our customers. This may include location, vehicle, driver, telematics, alert, report, and operational data.

1. Who We Are

Fleetbooks is operated by:

Fleetbooks Ltd
Registered Address: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
Email: info@fleet-books.com
Website: https://fleet-books.com

For account management, website enquiries, support, marketing, billing, platform administration, and our own business records, Fleetbooks Ltd is usually the data controller.

For fleet tracking, vehicle, driver, asset, sensor, telematics, alert, report, and operational data processed on behalf of our customers, Fleetbooks Ltd usually acts as a data processor. In those cases, the customer is normally the data controller, because the customer decides which vehicles, drivers, assets, users, and devices are tracked and why.

If you are a driver, employee, contractor, or end user of one of our customers, you should also refer to that customer's own privacy notice.

2. Scope of This Privacy Policy

This Privacy Policy applies to:

• The Fleetbooks website
• The Fleetbooks web application
• Fleetbooks mobile applications, when released
• Fleetbooks APIs
• Fleetbooks support and communication channels
• Fleet tracking, telematics, reporting, alerting, and fleet management services provided through our platform

This Privacy Policy does not replace the privacy notices of our customers. Where a customer uses Fleetbooks to monitor vehicles, drivers, employees, contractors, or assets, that customer is responsible for providing appropriate privacy information to the affected individuals.

3. Personal Data We Collect

The data we collect depends on how Fleetbooks is used and configured.

3.1 Account and User Data

We may collect:

• Name
• Business email address
• Phone number
• Company name
• Job title or role
• Username and login details
• Authentication information
• Multi-factor authentication status
• User roles and permissions
• Account activity and audit logs
• Communication preferences

3.2 Customer and Company Data

We may collect:

• Company name
• Company address
• Billing contact details
• Reseller or tenant details
• Subscription and plan information
• Contract and account status
• Invoice and payment status
• Tax or VAT information where applicable

Fleetbooks intends to use Stripe as a payment provider in the future. Where card payments are used, payment details will be processed by Stripe or another payment provider. Fleetbooks does not intend to store full payment card details directly.

3.3 Fleet, Vehicle, Driver, and Asset Data

Depending on customer configuration, Fleetbooks may process:

• Vehicle registration numbers
• Vehicle identification details
• Asset names and identifiers
• Driver names
• Driver contact details
• Driver assignments
• Vehicle groups
• Asset groups
• Telematics device identifiers
• IMEI numbers or serial numbers
• Maintenance records
• Renewal records
• Inspection records
• Accident or incident records
• Notes, labels, tags, and customer-configured fields

3.4 Location, Telematics, and Sensor Data

Fleetbooks may process data received from installed vehicle tracking devices, gateways, sensors, APIs, or third-party integrations, including:

• GPS location of vehicles or assets
• Date and time of location events
• Speed
• Direction or heading
• Ignition status
• Movement status
• Journey history
• Odometer readings
• Geofence entry and exit events
• Alerts and notifications
• Harsh driving events
• Driver behaviour events
• Fuel level and fuel consumption data
• Temperature, humidity, door, movement, BLE, and other sensor data
• Device communication and diagnostic data

Fleetbooks does not currently track mobile phone GPS location through its mobile app. Vehicle and asset location data is generated from installed tracking devices or connected telematics systems, not from tracking a user's phone GPS through the app.

3.5 Mobile App Data

Fleetbooks does not currently have a released mobile app. When Fleetbooks mobile apps are released, they may collect limited data needed for authentication, security, account access, and notifications, such as:

• Login and authentication data
• User account ID
• Device ID or push notification token
• App version
• Device type
• Operating system
• Error or crash information
• Basic usage and security logs

The mobile app will not collect phone GPS location unless a future feature specifically requires it and appropriate notice, permission, and lawful basis are provided.

3.6 Website, Usage, and Technical Data

When you use our website, web app, or services, we may collect:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages or screens viewed
• Features used
• Date and time of access
• Login and session data
• Error logs
• Performance logs
• Security logs
• Audit logs
• Approximate location derived from IP address

3.7 Support and Communication Data

If you contact us, we may collect:

• Your name
• Your email address
• Your company name
• The content of your message
• Support tickets
• Screenshots, files, or logs you provide
• Records of our responses

3.8 Marketing and Social Media Data

We may process business contact details and social media interaction data where you engage with Fleetbooks through social media, business networking, enquiries, or marketing communications.

We may send occasional marketing or product updates, including through email or social media, where permitted by law.

4. How We Collect Personal Data

We collect personal data:

• Directly from users when they create accounts, contact us, or use Fleetbooks
• From customers and resellers who configure users, vehicles, drivers, assets, and devices
• Automatically from telematics devices, sensors, gateways, APIs, and integrations
• Automatically through website, app, server, security, and audit logs
• From third-party service providers used to operate the platform
• From business partners, resellers, or implementation partners where relevant

5. How We Use Personal Data

We use personal data to:

• Provide the Fleetbooks platform and related services
• Authenticate users and secure accounts
• Manage users, roles, permissions, and access controls
• Display live tracking, journey history, alerts, dashboards, and reports
• Process telematics, vehicle, driver, sensor, fuel, and fleet data
• Provide push notifications and service alerts
• Provide customer support
• Investigate technical issues
• Maintain audit logs
• Monitor and improve platform performance
• Maintain security and prevent unauthorised access
• Manage subscriptions, billing, and customer accounts
• Communicate service updates and administrative notices
• Send occasional marketing or product updates where permitted
• Improve existing features and develop new services
• Comply with legal, tax, accounting, contractual, and regulatory obligations

6. Lawful Bases for Processing

Where UK GDPR or EU GDPR applies, we rely on one or more lawful bases depending on the context.

Our usual lawful bases are:

Where Fleetbooks acts as a processor, the customer is responsible for identifying the appropriate lawful basis for tracking vehicles, drivers, employees, contractors, or assets.

7. How We Share Personal Data

We do not sell personal data.

We may share personal data with the following categories of recipients where necessary.

7.1 Customers and Authorised Users

Fleet data, driver data, vehicle data, location data, reports, alerts, dashboards, and related information may be visible to the relevant customer and its authorised users according to their roles and permissions.

7.2 Resellers and Partners

Where a customer receives Fleetbooks through a reseller, technology partner, implementation partner, or support partner, we may share relevant account, configuration, support, and operational information with that partner to provide the service.

7.3 Service Providers

We use selected third-party providers to operate and support Fleetbooks, including:

• UK-based VPS hosting providers
• Google Maps for mapping and location display
• Expo for mobile app services and push notification infrastructure
• Resend for email delivery
• Stripe for payment processing, when payments are enabled

These providers may process personal data only as needed to provide their services to us.

7.4 Legal, Regulatory, and Safety Reasons

We may disclose personal data where required to:

• Comply with law or legal process
• Respond to lawful government, court, or regulatory requests
• Protect our rights, customers, users, systems, and services
• Investigate misuse, fraud, unauthorised access, or security incidents
• Enforce our agreements and terms

7.5 Business Transfers

If Fleetbooks is involved in a merger, acquisition, investment, restructuring, sale of assets, or similar transaction, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

7.6 Aggregated or Anonymised Data

We may use or share aggregated or anonymised information that does not identify individuals for analytics, product improvement, benchmarking, reporting, or commercial purposes.

8. International Customers and Transfers

Fleetbooks is hosted in the United Kingdom.

However, we may serve customers worldwide, and some third-party providers, resellers, support partners, or customers may be located outside the United Kingdom.

Where personal data is transferred internationally, we will use appropriate safeguards where required by applicable data protection laws. These may include adequacy regulations, standard contractual clauses, data processing agreements, or other legally recognised transfer mechanisms.

Customers are responsible for ensuring their use of Fleetbooks complies with the laws applicable to their own organisation, employees, drivers, vehicles, and operations.

9. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required by law, contract, accounting, tax, security, dispute resolution, or regulatory obligations.

For fleet, vehicle, driver, location, telematics, report, and operational data, retention periods are generally determined by the relevant customer or reseller. Customers may decide how long their operational data should be retained, subject to their agreement, configuration, and technical limitations.

Fleetbooks deletes or disables data relating to unused accounts after 90 days, unless a longer period is required for legal, contractual, security, backup, billing, or dispute-resolution purposes.

Typical retention categories include:

Backups may continue to contain deleted data for a limited period until overwritten or deleted according to our backup cycle.

10. Security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, misuse, loss, alteration, or disclosure.

These measures include:

• Role-based access control
• Multi-factor authentication
• Audit logs
• Access control mechanisms
• Backups
• Customer data separation in a multi-tenant environment
• Secure hosting practices
• Logging and monitoring
• Administrative access restrictions
• Security-focused development and operational practices

No online service can guarantee absolute security. If we become aware of a personal data breach that requires notification, we will notify affected customers, users, or regulators where required by law.

11. Customer Responsibilities

Customers and resellers are responsible for:

• Deciding which vehicles, assets, users, drivers, employees, or contractors are tracked
• Ensuring they have a lawful basis for using Fleetbooks
• Providing appropriate privacy notices to drivers, employees, contractors, and users
• Complying with employment, transport, privacy, monitoring, and local laws
• Managing user access and permissions
• Keeping login credentials secure
• Ensuring only authorised users access Fleetbooks
• Responding to data subject requests where the customer is the controller
• Configuring data retention according to their own requirements

Fleetbooks is not responsible for a customer's decision to monitor vehicles, drivers, employees, contractors, or assets, except where Fleetbooks is legally responsible for its own processing activities.

12. Your Rights

Depending on where you are located and how your data is processed, you may have rights including:

• The right to access your personal data
• The right to correct inaccurate data
• The right to request deletion
• The right to restrict processing
• The right to object to processing
• The right to data portability
• The right to withdraw consent where processing is based on consent
• The right to complain to a supervisory authority

If Fleetbooks processes your data on behalf of one of our customers, we may refer your request to that customer or ask you to contact them directly.

To exercise your rights, contact us at: info@fleet-books.com

13. Marketing Communications

We may send occasional marketing, product, or business updates about Fleetbooks where permitted by law.

You can opt out of marketing emails by using the unsubscribe link where available or by contacting us at info@fleet-books.com.

You cannot opt out of essential service communications, such as account, billing, security, legal, or operational messages.

14. Cookies and Similar Technologies

We may use cookies and similar technologies to:

• Keep users signed in
• Remember preferences
• Secure the platform
• Understand website and platform usage
• Improve performance
• Support analytics or marketing where enabled

Where required, we will request consent for non-essential cookies.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of Fleetbooks.

15. Mobile Applications

Fleetbooks mobile applications are intended for business users aged 18 and over.

When released, our mobile apps may use device identifiers or push notification tokens to support authentication, security, and notifications.

Fleetbooks mobile apps do not currently track phone GPS location. If future mobile app features require location permissions, we will update this Privacy Policy and provide appropriate in-app notices and permissions.

App stores may display their own privacy summaries based on information we provide.

16. Third-Party Services

Fleetbooks may include links, integrations, maps, or services provided by third parties. These third parties may process personal data according to their own terms and privacy policies.

Current or planned third-party providers include:

• Google Maps
• Expo
• Resend
• Stripe
• VPS hosting providers

We are not responsible for the privacy practices of third-party websites or services that are not controlled by Fleetbooks.

17. Children

Fleetbooks is intended for business use only and is not directed at children or individuals under 18.

We do not knowingly collect personal data from children. If we become aware that a child has provided personal data, we will take reasonable steps to delete it.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make material changes, we may notify customers or users by email, in-app notice, website notice, or another appropriate method.

The latest version will always show the "Last updated" date at the top.

19. Contact Us

For privacy questions, requests, or complaints, contact:

Fleetbooks Ltd
71-75 Shelton Street
Covent Garden
London
United Kingdom
WC2H 9JQ

Email: info@fleet-books.com
Website: https://fleet-books.com