Privacy Policy

FleetDesk Pro ("we", "us") provides fleet-management software for owner-operators and small trucking companies, on the web at fleetdeskpro.com and in our iPhone and Android apps. This policy explains what we collect, why, and the choices you have.

What we collect

• Account details: your email address and a password (stored only as a one-way hash), plus your name and role if a company owner adds you as a team member or driver.
• Business records you enter or upload: loads, drivers, trucks, brokers and shippers, invoices, expenses, fuel and IFTA records, settlements, compliance dates, and the photos or PDFs you upload (receipts, rate confirmations, bills of lading, proof of delivery).
• Connected services: if you connect an ELD or load board, the credentials you provide are stored encrypted and used only to fetch your data.
• Device information for notifications: if you allow notifications in the app, a push-notification token for your phone.
• Usage and security logs: basic request logs and audit entries (for example, when a record is changed) to keep the service secure and working.

Camera, microphone and location (mobile app)

• Camera and photos: used only when you choose to scan or attach a receipt, rate confirmation or BOL. The picture is uploaded to your account's file library.
• Microphone and speech recognition: used only while you run the driver voice assistant. Speech is turned into text by your phone's speech service (Apple or Google), which may process audio under their own policies. We receive only the text of your request and do not store audio.
• Location: used only if you switch on "pause automatically if my phone reports movement" in the voice assistant. It is read on your phone to detect movement; we do not store your location.

How we use information

To run the service you asked for, show your data to you and the team members you invite, send notifications and emails you request, keep the service secure, and fix problems. We do not sell your data and we do not use it for advertising.

Service providers who process data for us

• Hosting and database: Railway.
• AI features: when you use an AI tool (for example, reading a receipt or rate confirmation, the AI assistant, or drafting an email), the relevant text or image is sent to OpenAI to produce the result.
• Payments: Stripe processes subscription payments on our website. We never see or store your full card number.
• Email delivery: our email provider sends invoices and reminders you ask us to send.
• Push notifications: Google Firebase Cloud Messaging (and Apple's notification service for iPhones) deliver notifications to your phone.
• File storage: our storage provider keeps the files you upload.

Sharing

Company data is visible to the owner and to the team members the owner invites, limited by role (dispatcher, accountant, driver). We share information with the providers above only as needed to run the service, and with authorities if required by law.

Retention and deletion

We keep your data while your account is open. You can delete your account yourself in the app or on the website: open My Account, choose Delete my account, enter your password and type DELETE. The step-by-step instructions, and exactly what is deleted and what is kept, are on our Account deletion page. If you cannot log in, email hello@fleetdeskpro.com from your account email and we will delete it for you.

When a company owner deletes their account, all of the company's data, uploaded files and team logins are deleted, and the subscription is cancelled. When a team member deletes their login, only that login is removed. Our payment provider keeps billing records as the law requires. Encrypted database backups expire on a fixed schedule, so deleted data drops out of them within about 3 months.

Security

Connections are encrypted, passwords are hashed, and access is limited by role. No system is perfectly secure, so please use a strong, unique password.

Children

FleetDesk Pro is for businesses and is not directed to children under 13.

Changes and contact

If we change this policy we will update the date above. Questions: hello@fleetdeskpro.com.