1. Overview
Fit Fleet is a fleet-management solution for vehicle bookings and travel requests. It is used by employees and requestors to submit and track travel or booking requests, and by drivers and authorized staff to manage assignments and attendance. Accounts are provided through an employer or organization; users do not create accounts through the mobile app.
With permission, the mobile app accesses a user’s device location only when the user records an attendance event, such as clocking in or out. Location is used for attendance purposes only. Fit Fleet does not continuously track users or use device location to track assigned trips. A location, origin, or destination that a user enters into a travel request is request information and is separate from the device’s live location.
This policy covers both the mobile app and the web platform. Where a provision applies to only one of them, we say so explicitly.
2. Information We Collect
a) Information you provide
- Account and identity data — name, employee ID or alias, email address, phone number, and account credentials provided or managed through your employer or organization.
- Travel and booking request data — information you enter when submitting a request, such as origin, destination, schedule, date and time, purpose, notes, and related itinerary details.
b) Information collected automatically
| Platform | Data | Purpose |
|---|---|---|
| Mobile app | Device or app identifiers, such as a push-notification token and, where generated by the app or its SDKs, a Firebase installation identifier | To operate the app and route request, assignment, and other service notifications to the appropriate device. |
| Mobile app — attendance | Approximate or precise device location, depending on the permission and location setting available on your device | When you record an attendance event, location is used to create or verify the attendance record. It is not used for continuous or assigned-trip tracking. |
| Mobile app and web platform | Technical and usage data, which may include IP address, device or browser type, and interaction logs | Security, troubleshooting, operation, and service improvement. |
Some information is transmitted to our service providers so they can provide hosting, push notifications, or other services on our behalf. The specific data handled depends on the features and services used.
3. How We Use Your Information
- To provide and operate the Services, including creating, storing, and updating travel and vehicle-booking requests.
- To manage vehicle and driver assignments and send relevant request and assignment notifications.
- To record or verify attendance using device location when a user submits an attendance event, where the user has granted location permission.
- To authenticate users and support security, fraud prevention, and account management.
- To generate reports and operational analytics for the organization using Fit Fleet.
- To troubleshoot, maintain, and improve the Services.
- To comply with legal obligations and protect the rights, safety, and security of users and the Services.
4. Mobile Permissions
- Location — requested for attendance purposes only, when recording an attendance event. If you deny or revoke permission, location may not be included in your attendance record. You can manage this permission in your device settings.
- Notifications — used to deliver travel-request, vehicle-assignment, and service updates. A device or app notification token may be processed by Firebase or another push-notification service to route notifications.
- Biometric authentication — if you enable biometric sign-in, Android performs the biometric check. Fit Fleet does not receive or store your fingerprint or other biometric template; the app receives only the authentication result.
- Network and device functions — network status, notifications, and related Android system functions may be used to operate the Services. A permission by itself does not mean that the related information is transmitted to us.
5. Legal Basis and Lawful Processing
We process personal data where one or more of the following apply: (a) you have given consent; (b) processing is necessary to perform a contract with you or to take steps at your request; (c) processing is necessary for our legitimate interests, which we balance against your rights; or (d) processing is required to comply with a legal obligation.
6. How We Share Information
- Within the organization using Fit Fleet — authorized administrators, booking coordinators, fleet operators, or attendance staff may access the information needed to manage requests, assignments, and attendance.
- Service providers — hosting and cloud providers, Firebase or other push-notification providers, and mapping or route services where used. They may process relevant information only to provide their services to us or the organization using Fit Fleet.
- Legal and security purposes — where disclosure is required by law or is reasonably necessary to protect rights, safety, and security.
We do not sell your personal data.
7. Data Retention
We retain personal data only for as long as necessary for the purposes described in this policy, for legitimate business or operational record-keeping, and to meet legal, tax, or regulatory requirements. When information is no longer needed, it is deleted or anonymized, subject to any required retention obligations.
8. Security
We apply appropriate technical and organizational safeguards to protect your data, including access controls, HTTPS transport for data transmitted by the Services, and restricted administrative access. Passwords are stored in hashed form. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. Your Rights and Choices
Depending on applicable law, you may have the right to:
- Access, correct, update, or request deletion of your personal data.
- Withdraw location or notification permissions through your device settings.
- Object to or restrict certain processing.
- Request data portability or lodge a complaint with a supervisory authority.
To exercise these rights or request deletion of your Fit Fleet account or associated data, contact your organization’s Fit Fleet administrator or email hi@sulata.com. Some information may need to be retained where required by law or for legitimate security or operational purposes. We will explain any applicable retention when responding to a request.
10. Children’s Privacy
The Services are not directed to children, and we do not knowingly collect personal data from children.
11. International Data Transfers
Your information may be processed and stored on servers located outside your country. Where we transfer data internationally, we apply appropriate safeguards consistent with applicable law.
12. Updates to This Policy
We may update this Privacy Policy from time to time. We will post the revised version and update the “Effective Date” above. Material changes will be brought to your attention within the Services. Continued use after changes constitutes acceptance of the updated policy.
13. Contact Us
If you have questions about this Privacy Policy or your personal data, contact:
- Organization: Sulata iSoft
- Email: hi@sulata.com