Privacy Policy

FleetLink is a business communications platform used by transportation companies to connect drivers with company departments such as Main Dispatch, Maintenance, Safety and Accounting. Accounts are created and managed by the organization that subscribes to FleetLink.

In most cases the organization decides what information is entered into FleetLink and how it is used; FleetLink processes that information on the organization's behalf. If you are an employee or driver, please also review your organization's own policies.

We process the following categories of information:

• Account and identity information: name, email address, role (owner, admin, employee or driver), organization membership and department assignments.
• Authentication data: sign-in credentials handled by our authentication provider, along with session and access tokens.
• Messages and conversation content: text messages between drivers and departments, and internal employee notes that are not shown to drivers.
• Files and media: photos, videos and other files uploaded to a conversation, together with related file metadata.
• Message state: timestamps, delivery and read state, edits and deletions.
• Organization configuration: departments, employee department access, driver records, and employee-created folders, pinned chats and display preferences.
• Notification data: device push tokens used to deliver Android push notifications.
• Technical and operational data: log and diagnostic records generated when the service is used, such as error records and request metadata.

We do not intentionally collect government identification numbers, payment card data, precise background location tracking or health information through the messaging product. Please do not upload information of that kind unless your organization has instructed you to.

• To provide core functionality: authentication, department routing, messaging, file sharing, search, folders, pins and notifications.
• To show message status such as delivery and read state to the sending organization.
• To enforce access controls so drivers only see the conversations and department identities intended for them, and employees only see the departments they are assigned.
• To operate, secure, monitor, troubleshoot and improve the service.
• To communicate with account owners and administrators about the service.
• To comply with legal obligations and to establish, exercise or defend legal claims.

We do not sell personal information. We do not use message content or uploaded media for advertising.

Employees can create internal notes inside a conversation. Internal notes are not shown to drivers in the driver interface. Drivers see conversations under an organization and department identity (for example "Trans99 Logistics — Maintenance") rather than an individual employee identity. Organizations remain responsible for what their staff write in either message type.

We use third-party infrastructure providers to run FleetLink. These providers process information only to deliver their services to us:

• A managed backend platform (Supabase) that provides authentication, the database, file storage and realtime message delivery.
• Cloud hosting and content-delivery providers that serve the web application.
• Mobile push notification infrastructure (Expo and Firebase Cloud Messaging) used to deliver Android notifications.

We may also share information where required by law, to protect rights and safety, or in connection with a corporate transaction, in which case we will continue to protect the information in line with this policy.

• Camera: requested only when you choose to take a photo or video to send in a conversation. The capture is used to create the message you send and is not accessed in the background.
• Photos and media: requested only when you choose to attach an existing photo or video. We access the file you select, not your whole library.
• Notifications: used to alert drivers when a company department sends a message. Notification content may include the organization name, department name and a short message preview. You can disable notifications in your device settings; messages will still appear in the app.

Messages, files and account records are retained for as long as the organization's account is active and the information is needed to provide the service, and afterwards for as long as reasonably necessary for legitimate business purposes, dispute resolution, security, and legal or regulatory requirements. Deleting a message marks it as deleted in the conversation; backups and logs may persist for a limited period as part of normal system operation. Organizations may request deletion of their data by contacting us. We have not set fixed retention periods for every data type; where a specific period matters to your organization, contact us to discuss it.

• Data is transmitted over encrypted connections (HTTPS/TLS) and stored with our managed backend provider.
• Each organization's data is isolated using database-level access rules tied to the signed-in user's identity, role and department access.
• Uploaded media is kept in private storage and served through short-lived signed links rather than public URLs.
• Access to production systems is limited to personnel who need it to operate the service.

No system can be guaranteed completely secure. We do not claim any specific security certification. If you believe an account has been compromised, contact us at support@fleetlinkpro.ca.

• Owners and admins control who can join the organization, what role each person holds, and which departments an employee can access.
• Owners and admins can deactivate or permanently delete users, which removes their access to the service.
• Employees can manage their own folders, pinned conversations and display preferences.
• Users can edit or delete their own messages where the product allows it.
• Push notifications can be turned off from device settings.

FleetLink is operated for customers in Canada. Our infrastructure providers may store or process information in Canada, the United States or other countries where they operate data centres and support operations. Where information is processed outside your province or country, it may be accessible to authorities in that jurisdiction under applicable law. We use reputable providers and contractual terms intended to protect information wherever it is processed.

Depending on where you live, you may have rights to access, correct, delete or obtain a copy of personal information about you, or to withdraw consent where processing relies on it. Because most information in FleetLink is controlled by the organization that issued your account, we generally direct individual requests to that organization.

To make a request, email support@fleetlinkpro.ca with enough detail for us to identify the relevant account. We will respond within a reasonable time and may need to verify your identity or coordinate with your organization. If you are not satisfied with our response, you may contact the privacy regulator in your jurisdiction, such as the Office of the Privacy Commissioner of Canada.

FleetLink is a workplace tool intended for adults acting on behalf of a business. It is not directed to children and we do not knowingly collect information from anyone under the age of majority in their jurisdiction. If you believe a child has provided information to us, contact support@fleetlinkpro.ca and we will take appropriate steps.

We may update this policy as the product changes. When we do, we will revise the "last updated" date at the top of this page. Material changes will be communicated to account owners where practical. Continued use of FleetLink after an update means you accept the revised policy.

Questions, privacy requests or security reports can be sent to support@fleetlinkpro.ca.