Privacy Policy

1. About This Policy

FleetTrack Pro Pty Ltd (ABN XX XXX XXX XXX) ("we", "us", "our") operates the FleetTrack Pro mobile application and website (collectively, the "Service"). This Privacy Policy explains how we handle personal information in accordance with the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles (APPs).

By using the Service, you consent to the collection, use and disclosure of your personal information as described in this Policy. If you do not agree, please do not use the Service.

2. Information We Collect

We collect the minimum personal information necessary to provide and improve the Service.

Account & Identity Information

• Full name
• Email address
• Password (stored as a one-way cryptographic hash — we never store plaintext passwords)
• Profile photo (optional)
• Business name and ABN (optional)

Vehicle & Fleet Data

• Vehicle make, model, year and colour
• Registration number and state of registration
• Vehicle Identification Number (VIN) (optional)
• Odometer readings and service history records
• Fuel logs and maintenance schedules
• Registration and licence expiry dates
• Driver assignments and notes

Receipt & Expense Images

• Photographs of fuel receipts, service invoices and other vehicle-related receipts
• Extracted data from those receipts (merchant name, amount, date, category) via our AI processing pipeline

Location & Trip Data

• GPS coordinates, route history and trip duration when the app's trip-tracking feature is active
• Location data is only collected while the app is in use and trip tracking is enabled — it is never collected in the background without your knowledge

Usage & Device Data

• Device type, operating system and app version
• IP address and general location (country/state level) at login
• Feature usage patterns and crash reports (anonymised where possible)
• Push notification tokens

Payment Information

We do not store credit card details. Payment processing is handled entirely by Stripe, Inc. We receive only non-sensitive metadata (last 4 card digits, card brand, expiry month/year) required to display your billing information.

3. How We Collect It

We collect personal information:

• Directly from you — when you create an account, add vehicles, log expenses or contact support
• Automatically — through the app when you use features such as GPS trip tracking, receipt scanning or push notifications
• From third parties — vehicle registration data may be enriched from publicly available NEVDIS or state RMS data where you authorise us to do so

We will not collect sensitive information (as defined in the Privacy Act) without your explicit consent, and we do not collect government identifiers (such as tax file numbers) except where required by law.

4. How We Use It

We use your personal information to:

• Create and manage your account and provide the Service
• Process receipt images and extract expense data using AI (the images are not used to train third-party models without your consent)
• Generate trip logs, service records and PDF reports on your behalf
• Send service interval alerts, compliance reminders and account notifications
• Process subscription payments via Stripe
• Respond to support requests and communicate about your account
• Detect, investigate and prevent fraud, security incidents and technical issues
• Improve the Service through aggregated, anonymised usage analytics
• Comply with legal obligations under Australian law

We will not use your personal information for direct marketing purposes without your explicit consent. If you have opted in to marketing communications, you may opt out at any time by clicking "unsubscribe" in any email or contacting us directly.

5. Disclosure to Third Parties

We do not sell, rent or trade your personal information. We may share it with the following categories of service providers who are contractually required to handle it securely and only for the purpose we specify:

Infrastructure & Storage

• Amazon Web Services (AWS) — cloud hosting, database storage and object storage for receipt images. Servers are located in the ap-southeast-2 (Sydney) region by default.

Payments

• Stripe, Inc. — subscription billing and payment processing. Stripe is certified PCI-DSS Level 1.

Communications

• SendGrid (Twilio) — transactional and account emails
• Apple APNs / Google FCM — push notification delivery

Analytics & Error Tracking

• Sentry — anonymised crash and error reporting
• Usage analytics are aggregated and do not identify individual users

Legal Disclosure

We may disclose personal information to law enforcement or government authorities where required by Australian law, a court order, or to protect the rights, property or safety of FleetTrack Pro, our users or the public.

In the event of a merger, acquisition or sale of all or part of our business, personal information may be transferred to the acquiring entity, subject to equivalent privacy protections.

6. Overseas Transfers

Some of our third-party service providers are based outside Australia (notably Stripe in the United States and Sentry in the United States). Before transferring personal information overseas, we take reasonable steps to ensure the recipient complies with the APPs or a substantially similar standard, in accordance with APP 8.

By using the Service, you acknowledge that your information may be transferred to and processed in countries outside Australia. Where we cannot guarantee an equivalent level of protection, we will seek your consent or rely on the relevant exception under APP 8.2.

7. Data Security

We implement industry-standard security measures to protect your personal information, including:

• AES-256 encryption of data at rest
• TLS 1.2+ encryption of all data in transit
• Bcrypt password hashing with a work factor of 12+
• Role-based access controls limiting staff access to personal data
• Regular security assessments and penetration testing
• Automatic session expiry and device management

No method of transmission or storage is 100% secure. In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act, within 30 days of becoming aware of the breach.

8. Data Retention

We retain personal information for as long as your account is active or as needed to provide the Service. Upon account deletion we will:

• Delete or anonymise personal account data within 30 days
• Retain transaction records (invoices, payment history) for 7 years as required by Australian tax law
• Retain anonymised, aggregated analytics data indefinitely

Receipt images and vehicle data are deleted within 30 days of account closure unless you request earlier deletion.

9. Access & Correction

Under APP 12 and APP 13, you have the right to:

• Access the personal information we hold about you
• Correct information that is inaccurate, out-of-date or incomplete
• Export your data in a portable format (CSV or JSON) via the app's Settings > Export Data feature
• Delete your account and associated personal data via Settings > Delete Account

To exercise these rights, contact us at hello@fleettrackpro.com.au. We will respond within 30 days. We may need to verify your identity before processing your request. In limited circumstances, we may decline access as permitted by the Privacy Act (e.g., if providing access would pose a serious threat to another person's life, health or safety).

10. Cookies & Analytics

Our website uses cookies and similar tracking technologies for the following purposes:

• Essential cookies — required for authentication and session management
• Preference cookies — remember your settings and preferences
• Analytics cookies — anonymous aggregate usage statistics to improve the website

You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the Service.

We do not use third-party advertising cookies or share data with advertising networks.

11. Children's Privacy

The Service is intended for use by persons aged 18 years and over. We do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact us immediately at hello@fleettrackpro.com.au and we will promptly delete it.

12. Complaints

If you believe we have mishandled your personal information or breached the APPs, we encourage you to contact us first so we can resolve the matter directly.

Step 1 — Contact FleetTrack Pro

Email us at hello@fleettrackpro.com.au with the subject line "Privacy Complaint". We will acknowledge receipt within 5 business days and aim to resolve all complaints within 30 days.

Step 2 — Office of the Australian Information Commissioner (OAIC)

If you are not satisfied with our response, you may lodge a complaint with the OAIC:

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

13. Contact Us

For any privacy-related questions, requests or concerns:

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Send a notification to your registered email address
• Display a prominent notice in the app for 30 days

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Policy. If you do not agree to the updated Policy, you should discontinue use of the Service and may request deletion of your account.