Legal

Last update: April 25th, 2018

Definition

Client: entity resorting to OpenFleet platform for shared mobility purposes

User: Fleet operator/manager or any vehicle driver.

What we collect

We collect two data categories: data provided by our clients and users and data automatically collected through the use of our services.

Data provided by our clients and users

User information account: during user subscription process on the platform or while a new user account is created by an operator, we will collect username and email address.
Profile information: we could also collect additional user profile information to use specific OpenFleet service features, such as user address, phone number, driving license number (and issuing country), profile picture can be visible by client account managers.
Billing information: we collect drivers’ credit card information as well as bank account information related to a potential or real transaction, which can be stored by one or several third-party billing services, or digital billing entities located away from user’s country of residence.
Authentication information: in specific cases, we could request driver to provide a profile picture, a digital copy of their driving license or an ID.

Information automatically collected through the use of our services

Usage data: we collect information on clients’ and users’ interaction with our mobility platform, such as pages/contents browsed, searches, vehicle rentals, notifications (through email or text message), vehicle inspection data and other actions registered on the platform.
Localization: while using OpenFleet platform (to open vehicle door through smartphone for example), we could collect information regarding user localization (IP address or GPS localization data).
Log data: we automatically collect online connection data while OpenFleet platform is being used, even in the case of non-registered users. These data are comprised of platform usage details, IP address, session duration, usage frequency, information related to hardware/software used to access the platform (computer, browser type, …), information related to usage logs (for example, an unexpected stop of the mobile application) and pages that were browsed before or after platform access.
Commute logs: we collect information related to user transactions on the platform, including date/time of usage, vehicle rented and associated material (ex: RFID badge, telematics box), amount billed, and other details related to commute data.
Cookies and associated topics: while users get access to online platform, OpenFleet (and partner companies) may create light datalogs file(s) on user computer or any other similar peripheral. These data files can be cookies, gifs, invisible pixels, e-tags, “Flash cookies” or any other local storage provided by user browser of associated applications (here called “Cookies”).

How do we use what we collect

We use, register and manage data to improve our services and ensure a safe and reliable mobility experience. For example, we might resort to these data to:

Provide and improve our services

Allow users to access and use OpenFleet services.
Provide support to our clients.
Send service, assistance or administrative messages, alerts, notifications, updates, safety alerts and information required by OpenFleet users. We provide SMS and emails service to do so.
Activate transaction management and send notifications for these transactions.
Improve service, namely by customizing user experience.
Measure service performance and improve platform content and layout.

Insure a safe and reliable user experience

Verify user identity or authenticate information provided by OpenFleet platform users, including during user account creation and password reinitialization process
Collect fees and solve user experience challenges
Detect, prevent or amend frauds, safety concerns or other activities that could be potentially harmful, forbidden or illegal
Detect, prevent or correct potential platform violations and apply our User Terms and Conditions.
Manage and protect our IT infrastructure
Lead risk investigation and risk evaluation
Abide by legal obligations, solve any complaint that we could receive from an existing OpenFleet platform user, and enforce our existing conditions/agreements.
On this topic, we could proceed with any of the mentions listed above with or without having to notify existing user (when applicable by the law).
We will manage your data with respect to the conditions quoted in the above section, given our interest in providing marketing services to offer OpenFleet users the best quality level of products and services. You can select type of marketing communications that you would like to follow or edit your choice directly through your OpenFleet user account.

Data storage

We store collected data as long as it is reasonably necessary and useful for our operations. In case of a platform closing request from a client, your data will be deleted, as quoted in the “Your rights” section below.

Delivery/distribution

User profile and miscell. data

User profile and other information related to OpenFleet platform users are strictly limited to the exclusive use of clients offering OpenFleet services to their drivers and fleet managers/operators.

OpenFleet does not share any data with third-party marketing entities.

Service providers

OpenFleet could share information with service providers contracted or working for OpenFleet within the framework of payment processing, service or client support processing and who need to access these data logs to perform their tasks. In specific cases, service providers could directly collect data from users on behalf of OpenFleet. These providers can be located away from user’s country of residence.

Your rights

As a user, you can exercise the following rights attached to your personal data.

Platform access right
Right to correction
Right to erase
Scope limitation right
Data portability right
Opposition right

To exercise any of these rights, you can write to privacy@openfleet.com. We will answer your request with the shortest delay possible.

In specific cases, OpenFleet could erase your data logs by deleting your user account, while not being able to completely erase your data history. This could be due to compliance with existing regulation, to detect or prevent fraud, to collect past due payments, to solve existing cases, to help with any investigation, to audit OpenFleet platform or to be compliant with our existing Terms and Conditions policy.

Safety

Every document featuring personal or financial information is considered to be OpenFleet’s property and is under confidential treatment at any time.

We work hard to protect these personal or financial information data logs against non-authorized access, but also non-authorized use/edit/destruction. Every electronic log is stored on database servers with restricted access and are stored until we receive any request from you to modify/delete them, as stated below.

We communicate this information to our staff, contractors and affiliated companies only when a) they need to get access to these data to provide OpenFleet’s services and
b) they are bound to not divulgate any data to third party entities or members.

All interactions with our Services resort to TLS/SSL (Transport Layer Security / Secure Sockets Layer protocol. We use a reputable third-party payment getaway to safely manage all credit card transactions.

Important information

This section describes all other important information related to confidentiality linked to to OpenFleet platform use.

Ownership change

In case OpenFleet completes a joint-venture or an acquisition by a third-party company, we will be able to share our information with such third-party company, as foreseen by our Confidentiality rules and the applicable law.

Sensitive information

We require our clients to not send us or divulgate sensitive information except specific request (social security number, racial or ethnical information, political opinion, religion, union membership, health, biometry …).

Minors – privacy policy

Our web platforms and online platforms are accessible by the general public, and our services are not to be used by minors (less than 18 years old). We do not aim to collect information from users under 18. If a minor already provided information to the OpenFleet platform, his/her parents or tutor(s) can get in contact with OpenFleet staff and we will proceed to account deactivation and deletion.

Third-part confidentiality practises

This privacy policy is only bound to the use and divulgation of data collected by OpenFleet. This privacy policy does not deal with or imply that we are responsible with third-party confidentiality practices or information processing practices, including for third-party managing a website or a service linked to OpenFleet. The fact of including a partner or affiliate weblink does not include website content approval from OpenFleet. If you divulgate your personal information to other parties or if you are redirected to a third-party online platform or website, you will be bound be their own Privacy/Confidentiality policy and conditions.

Connection

If you connect to our platform with an email and a password, your session will expire after 30 days, unless you choose to log out yourself. If you resort to a public or shared computer, you will need to disconnect and/or erase your cookies at the end of your session to protect user account and information. If you choose not to log out, any other user could access your account on the same computer/browser.

Privacy policy amendments

OpenFleet might edit or amend this existing Privacy and Confidentiality policy.
Users can refer to latest update on top of the document. Any edit of this existing policy will be applicable as soon as document will be revised and page will be updated. Service usage by client means he/she accept the revised Privacy policy. If you do not agree with Privacy policy update, you can contact OpenFleet Customer support to close your account. You will then only be bound to the previous version of our Privacy policy.

Contact us

OpenFleet welcomes any comment related to its Privacy/Confidentiality policy.
Any question can be directed to contact@openfleet.com.