FLEETTMS

Privacy Policy

Effective date: July 27, 2026 · Last updated: July 27, 2026

This Privacy Policy explains how Fleet TMS Inc. (“Fleet TMS,” “FleetTMS,” “Fleet,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with the FleetTMS transportation-management platform, including our websites, web application, and mobile applications (collectively, the “Services”). By using the Services you agree to this Policy.

1. Our role: who controls your data

FleetTMS is a business-to-business software platform used by motor carriers, freight brokers, and their dispatchers, drivers, customers, and vendors.

When a trucking company or broker uses FleetTMS to manage its operations, that business is the controller of the information it enters or generates (including information about its drivers, customers, and carriers), and FleetTMS acts as its service provider / processor. If you are a driver, customer, or contact of such a business, that business’s own privacy practices govern its use of your information, and requests to access or delete your data may need to be directed to them.
When you create an account directly with us (for example, a company that subscribes, or an independent driver who registers in the mobile app), FleetTMS is the controller of that account information as described below.

2. Information we collect

2.1 Information you or your company provide

Category	Examples
Account & profile	Name, email address, phone number, password, role, company name and address.
Driver records	Name, contact details, home/mailing address, commercial driver’s license (CDL) number and expiration, medical-certificate expiration, driver type, and preferred language.
Tax & payment information	For settlements, payroll, and IRS 1099 reporting: taxpayer identification numbers (SSN or EIN), W-9 information, tax classification, and bank account details (bank name, routing and account numbers) of drivers, carriers, vendors, and companies.
Business-partner records	Customer, carrier, and vendor contacts, DOT/MC numbers, insurance and authority details, credit terms, and notes.
Documents & images	Uploaded or scanned documents including proofs of delivery, bills of lading, rate confirmations, invoices, expense and fuel receipts, CDLs, medical cards, drug-test and MVR records, background checks, hazmat and insurance certificates, W-9s, and contracts.
Electronic signatures	Signature images and the associated signer name, email, timestamp, and IP address captured when documents (e.g., rate confirmations, onboarding forms, PODs) are signed.
Communications	Messages, notes, support requests, and content you send through the Services.

2.2 Location and device information (mobile app)

Precise and background location. With your permission, the FleetTMS driver mobile app collects precise GPS location — including while the app is closed or not in use (in the background) — during an active trip, so that dispatch teams and, where enabled, the shipping customer can see real-time shipment progress and estimated arrival. Location tracking is tied to load assignments; you can stop it at any time by ending tracking in the app or disabling location permission in your device settings, and it does not run when you are not on an active tracked load. Disabling location may limit tracking features your carrier relies on.

Alongside location points, the app collects, to confirm location accuracy and detect GPS spoofing/fraud:

Motion-sensor data (accelerometer and gyroscope samples);
Device signals such as device model, operating-system version, battery level and charging state, network type, and indicators of mock-location, rooted, or jailbroken devices;
Approximate city/state derived from your coordinates.

2.3 Information collected automatically

Usage and log data (pages/screens viewed, actions taken, timestamps), device and browser type, and IP address;
Audit and activity logs recording changes made in the platform, including the acting user and IP address;
Push-notification device tokens;
Cookies and similar technologies used to keep you signed in and operate the web app (see Section 8).

2.4 Information from third parties

The business that manages you in FleetTMS (your carrier, broker, or employer) may enter information about you.
FMCSA and similar public sources for carrier DOT/MC verification.
Electronic Logging Device (ELD) and telematics providers you or your carrier connect (e.g., Samsara, Motive, and others) for vehicle location and hours-of-service data.
Connected Google account (optional). If you connect Gmail or Google Drive to import documents, we access the content you direct us to (for Gmail, read-only access used to find and import load and delivery documents) and store OAuth tokens to maintain the connection. You can disconnect at any time in Settings.

3. How we use information

Provide, operate, and secure the Services — dispatching, tracking, document management, invoicing, settlements, payroll, and 1099 reporting;
Show real-time shipment location to authorized dispatchers and, where a company enables it, to its customers;
Detect, investigate, and prevent fraud, location spoofing, unauthorized access, and abuse;
Extract data from uploaded documents using automated and artificial-intelligence tools (see Section 5);
Send transactional communications (assignments, delivery updates, settlement and invoice notices, security and verification codes) by push notification and email;
Provide customer support and respond to your requests;
Comply with legal, tax, and regulatory obligations (including IRS 1099 filing) and enforce our agreements.

We do not sell your personal information, and we do not use precise geolocation for advertising.

4. Automated document processing and AI

To save manual data entry, images and PDFs of documents you upload or import (such as rate confirmations, bills of lading, and proofs of delivery) may be sent to third-party artificial-intelligence providers (currently Google (Gemini) and Anthropic (Claude)) to extract text and fields. These providers process the content to return extracted data to us; we do not permit them to use your content to train their models for their own purposes, consistent with their enterprise/API terms. Automated extraction is reviewed by a human before it is relied upon.

5. How we share information

We share information only as described here:

Within your organization’s account. Information is visible to authorized users of the business managing the relevant records (e.g., dispatchers, managers, accounting).
With shipping customers, where a company enables customer tracking — limited to the load details and live driver location and first name necessary to track that shipment.
Service providers / subprocessors that perform functions on our behalf, under contract and limited to what is necessary. Current categories include:

Provider	Purpose	Data involved
Cloud hosting & database	Run the platform	All platform data
Cloudflare R2 / object storage	Store uploaded files	Documents and images
Google (Gemini), Anthropic (Claude)	Document data extraction	Uploaded document images/PDFs
Stripe	Subscription and payment processing	Billing and payment data
Amazon SES	Outbound email	Recipient email and message content
Expo / Firebase Cloud Messaging	Push notifications	Device push tokens
Google Maps, HERE	Geocoding and routing	Addresses and coordinates
FMCSA	Carrier verification	DOT/MC numbers
ELD / telematics providers	Vehicle location & HOS (if connected)	Location, HOS logs
1099 e-file provider	IRS 1099 filing	Recipient name, address, TIN, amounts
QuickBooks (if connected)	Accounting sync	Invoices, customers, vendors
Error monitoring (Sentry)	Diagnose failures	Technical error/diagnostic data

Legal and safety. To comply with law, subpoenas, or regulatory obligations; to enforce our terms; or to protect the rights, property, or safety of FleetTMS, our users, or the public.
Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

6. Data retention

We retain personal information for as long as an account is active and as needed to provide the Services, and thereafter as required to comply with legal, tax, accounting, and regulatory obligations (for example, tax and settlement records), resolve disputes, and enforce agreements. Retention periods vary by data type and by the instructions of the business that controls the data. Location history and operational logs are retained for operational and fraud-prevention purposes and then deleted or de-identified. When information is no longer needed, we delete or de-identify it.

7. Security

We use administrative, technical, and physical safeguards designed to protect information, including encrypted transport (HTTPS/TLS), access controls, role-based permissions, authentication, and audit logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential.

8. Cookies and tracking technologies

The web application uses strictly necessary cookies and similar local-storage technologies to authenticate you, maintain your session, and remember preferences. We do not use third-party advertising cookies.

9. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, to opt out of certain processing, and to not be discriminated against for exercising these rights. Residents of California (CCPA/CPRA) and of other U.S. states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, and others) have these rights. We do not sell personal information or share it for cross-context behavioral advertising.

Because much of the information in FleetTMS is controlled by the carrier, broker, or employer that manages it, we may refer your request to that business or fulfill it on their behalf under their instructions.

To exercise a right, contact us at privacy@fleettms.com. We will verify your request and respond within the time required by applicable law.

9.1 Deleting your account

You may request deletion of your FleetTMS account and associated personal information at any time by emailing privacy@fleettms.com from the address on your account, or by using the in-app account-deletion option where available. We will delete or de-identify your personal information except where we are required to retain it (for example, completed financial, tax, and settlement records, or data controlled by the business that manages your records).

10. Children’s privacy

The Services are intended for business use by adults and are not directed to children. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

11. International users

The Services are operated in the United States. If you access them from outside the United States, you understand that your information will be processed in the United States, where privacy laws may differ from those in your country.

12. Changes to this Policy

We may update this Policy from time to time. Material changes will be posted here with an updated effective date and, where appropriate, communicated through the Services.

13. Contact us

Fleet TMS Inc.
Email: privacy@fleettms.com