Legal
Privacy policy
Effective 17 August 2026
FleetView is a software service that helps trucking carriers track regulatory compliance deadlines, collect supporting documents, and share proof with third parties they choose. It is built for small trucking fleets, especially in California. Using it means we hold information about people who sign in, and about drivers and vehicles the carrier puts on file. This policy explains what we hold, why, who else sees it, and what you can ask us to do.
FleetView is not a dispatch system, ELD, GPS tracker, load board, or invoicing product. We do not collect hours of service, location trails, or load data. We track deadlines and help you prove them.
1. Two kinds of information, and why the difference matters
Account information. When you or a colleague sign in, we hold your name, email address, telephone number if you give one, your role (for example owner or office), language preference, and notification preferences. We decide what to collect here, and this policy governs it.
Carrier records. Driver and vehicle details inside your account — names, licence numbers, medical certificate dates, VINs, plates, uploaded photos, custom owner reminders, and compliance history — belong to you, the carrier. You decided to collect them (or asked us to load them). We process them only to provide the service. Under California law we act as your service provider for this information; you remain the business responsible for it.
If you are a driver and you want to know what is held about you, or want it corrected or deleted, ask your employer (the carrier) first. They control the record. We will help them respond. If you contact us directly we will pass your request to the carrier and tell you we have done so.
2. What we hold
| Category | Specifically | Why |
|---|---|---|
| Account | Name, email, phone, role, language, email/SMS notification preferences | Sign-in, permissions, and the reminders you asked for |
| Carrier | Legal name, DBA, USDOT, MC number, address, phone, operating jurisdictions, time zone, optional FMCSA census counts used only as onboarding targets | Decide which rules apply and when deadlines fall |
| Driver | Name, phone, CDL number and state, CDL and medical certificate expiry dates, examiner name if provided, hire/termination dates, active/inactive status, notes | Compute each driver’s deadlines and warn you before one passes. Medical certificate dates are health-related and are treated carefully. |
| Vehicle | Unit number, VIN, plate, registration dates, weight rating, fuel type, engine year, and similar fields you enter | Compute inspection, registration, emissions, and related deadlines |
| Custom reminders | Titles, due dates, repeat rules, and who the reminder is attached to (company, driver, truck, or roster) — dates you create that are not federal regulations | Surface your own office dates on the same deadlines list |
| Compliance history | What was recorded as done, when, and by which user | Evidence for an audit. Corrections supersede entries rather than silently erasing history where the product is designed that way. |
| Documents | Files you upload (for example a photographed medical card or CDL) | Hold the evidence behind a date |
| Driver update links | Token (stored hashed), which driver and fields were requested, what the driver submitted (dates and optional photo files), and whether you accepted or dismissed the submission | Let a driver send dates and photos without an app or login; nothing hits the record until you accept |
| Proof links | Token (stored hashed), expiry, optional scope of which items are visible, and when you revoked the link | Let you share a compliance summary with a broker, insurer, or shipper you choose |
| Public USDOT check | When someone uses the free check on our website: the USDOT number looked up, whether a match was found, and an irreversible hash of the network address (for rate limiting). Not used to build marketing profiles. | Stop abuse of the free tool and improve reliability. Aged out after about 90 days. |
| Technical | Sign-in times, failed sign-in attempts, audit log of changes | Security, and answering “who changed this?” |
| Failure reports | When something breaks: time, page path without query string, your email if signed in, and a technical error. Network address only as an irreversible hash where used to de-duplicate. | Find and fix faults. Deleted automatically after about 90 days. |
| Billing | Plan, fleet size used for pricing, and payment status. Card details are handled by our payment processor (see §3), not stored as full card numbers on our servers. | Charge the subscription and optional setup fee you agreed to |
We do not use advertising pixels or third-party marketing analytics on the product. The cookies we set are for sign-in and basic site operation (for example remembering your theme preference on this device).
3. How the product uses data in practice
Deadlines list
We combine the rules we encode (federal and California, with citations) with the roster and dates you provide, and show what is overdue, due soon, or on track — worst first.
Driver update links
You can create a time-limited link for a driver. You may text or send that link yourself from your own phone or messaging tools. The driver opens a web page — no FleetView account required — and can submit dates and photos. Submissions are claims until you accept or dismiss them. Anyone who obtains the link before it expires could open it; treat it like a password, and revoke it if it is no longer needed.
Proof links
You can create a link that lets whoever holds it view a compliance summary you chose (full fleet or a limited set of items), without signing in. That is intentional. You choose the recipient and the lifetime; you can revoke it. Forwarding is possible until then — treat it like a password.
Alerts
If you turn on email digests or alerts, we send them to the addresses you configure, using our email provider. SMS preferences may be stored for future or optional SMS delivery; when SMS is offered, we will only send to numbers you provide for that purpose.
Free USDOT check
Visitors can look up a public FMCSA record by USDOT number without creating an account. That lookup is rate-limited. It does not create a carrier account or store driver records.
4. Who else processes it
We use these services to run FleetView. Each is bound to use the information only to provide their service to us (or, for Stripe, to process payments for you).
| Service | What it does | Where |
|---|---|---|
| Supabase | Database, authentication, and file storage. Holds carrier, driver, vehicle, document, and link records. | United States (AWS, us-west-1) |
| Vercel | Application hosting. Processes requests while you use the product; does not store your fleet records as a system of record. | United States |
| Cloudflare | DNS and email routing for our domain. | United States |
| Resend | Sends transactional and reminder emails (for example digest alerts). Receives the recipient address and the message content. | United States |
| Stripe | Payment processing when you subscribe or pay a setup fee. Receives billing name, email, and payment method details. Card numbers are handled by Stripe, not stored on our servers. | United States |
Information we send out at your request
- FMCSA (QCMobile and the public Motor Carrier Census) — A USDOT number (and, when you search by name, a carrier name) to retrieve public registration details. No driver personal information is sent.
We do not send driver personal information to FMCSA. Public carrier data returned by FMCSA may be shown to you in the product or free check.
5. What we do not do
- We do not sell personal information, and we do not share it for cross-context behavioural advertising, as those terms are used in the California Consumer Privacy Act.
- We do not use your carrier records to train machine-learning models.
- We do not use one carrier’s data to serve another. Separation between carriers is enforced in the database (row-level security), not only in the user interface.
- We do not file with FMCSA, CARB, DMV, UCR, CDTFA, or any other agency on your behalf.
- We do not provide legal advice. Dates and rule summaries are tools for your operations staff; you remain responsible for compliance.
6. How long we keep it
Compliance records often need to be produced later — for example about a driver who left years ago — so deactivating a driver keeps history rather than instantly wiping it. We keep your data while the account is active. After the account ends we delete or de-identify it within about 90 days, except where law requires longer retention, and except backups that age out on their own schedule (typically within about 30 days).
Public USDOT check attempts and failure reports are short-lived (about 90 days). You can ask us to delete a specific record sooner; if that would destroy evidence you may still need, we will tell you before we act.
7. Security
Data is encrypted in transit and at rest. Carrier isolation is enforced by database policies so a query that forgot to filter by carrier returns nothing rather than someone else’s records. Access is restricted by role, sign-in attempts are rate-limited, and sensitive actions are written to an audit log. Driver update and proof tokens are stored as hashes, not in recoverable plain text for lookup abuse.
No system is perfectly secure. If a breach affects your information we will notify you without undue delay and tell you what we know.
8. Your rights in California
Under the California Consumer Privacy Act, as amended, you may ask us to tell you what personal information we hold about you, to correct it, to delete it, and to tell you who we disclosed it to. You may also ask us to limit the use of sensitive personal information. We will not treat you differently for exercising these rights.
To make a request, email privacy@fleetviewcompliance.com. We will verify who you are before we act — usually by confirming you control the email on the account — and respond within 45 days. An authorised agent may act for you with written permission.
For driver records, see §1: the request goes to the carrier, and we assist them.
9. Children
FleetView is a tool for businesses and is not directed at anyone under 16. We do not knowingly collect information from children.
10. Changes
If we change this policy we will update the date at the top. For a change that materially affects your rights we will email account holders before it takes effect.
11. Contact
Questions about this policy: privacy@fleetviewcompliance.com
General: info@fleetviewcompliance.com
Papajanian Software LLC · fleetviewcompliance.com
See also our terms of use and pricing.