1. Who this policy covers
This draft Privacy Policy describes personal information handled in connection with the InMotionFleet website and fleet management platform (the “Services”). It covers website visitors, people contacting us, authorized staff, and individuals whose information a fleet operator manages through the Services. The legal entity operating InMotionFleet and its address must be confirmed before this policy is adopted.
For our own website inquiries and account administration, the service provider determines the relevant purposes of processing. When a fleet operator uses the platform to manage renter or driver records, the operator generally determines why those records are collected and how they are used, and we handle them on its instructions under the applicable agreement. The actual roles depend on the processing activity and applicable law.
A fleet operator’s own privacy notice governs its rental business and its independent use of your information. Ask that operator about renter screening, rental decisions, vehicle tracking, and its retention practices. We will assist with requests relating to information we handle, including routing a request to the responsible operator where appropriate. This policy does not replace required notices at collection, consent disclosures, or a data processing agreement.
2. Information handled and where it comes from
The categories below describe the current website and operational workflows. The information actually handled depends on the features you use and the records your operator submits. Not every category is collected about every person. Government identifiers, license documents, and insurance information can be sensitive; access should be limited to people with a legitimate need.
Provide accurate information and avoid including unnecessary personal information in business-needs or notes fields. Do not submit bank login credentials, payment card security codes, or unrelated sensitive documents in a demo inquiry. Fleet operators are responsible for giving required notices and establishing a lawful basis before submitting someone else’s information.
- Contact and business inquiries
Information: Name, phone number, email address, business needs, and follow-up correspondence.
Source: You, through our Contact us form or correspondence.
Purpose: Respond to an inquiry, arrange a demonstration, and provide support.
- Staff account and authentication records
Information: Name, email, identity-provider identifier, organization, role, and session records.
Source: Your organization and the configured identity provider.
Purpose: Authenticate authorized staff and manage account permissions and security.
- Renter application and verification records
Information: Contact details, date of birth where requested, addresses, driver’s license details, insurance details, uploaded documents, platform account status, rental preferences, application status, and consent records.
Source: Applicants, the fleet operator, and its authorized users or application workflow.
Purpose: Store and display applications and documents for the operator’s review and recordkeeping.
- Fleet and operational records
Information: Vehicle identifiers and photographs, renter assignments, maintenance records, and notes that may identify a person.
Source: Fleet operators and authorized users.
Purpose: Provide vehicle inventory and maintenance workflows and related operational records.
- Technical and security records
Information: Session identifiers, request metadata such as IP addresses, application errors, and audit events recording access or changes to records.
Source: Your interaction with the Services and our hosting and authentication systems.
Purpose: Deliver requests, prevent misuse, troubleshoot issues, and protect access to records.
3. Purposes and legal grounds
We handle information to respond to requests, administer authorized accounts, provide the workflows described above, deliver customer support, investigate errors and misuse, maintain security, and meet legal obligations. Customer records used to provide platform functions are handled under the operator’s documented instructions and applicable agreements. Reviewing application data does not by itself authorize unrelated marketing, tracking, screening, or disclosure.
Where a law requires a legal basis for processing, the basis must be appropriate to the activity: performing a contract with you, complying with a legal obligation, legitimate interests where permitted and balanced against your rights, or your consent where required. For operator-controlled records, the operator is responsible for establishing its lawful basis. Necessary service processing and optional marketing must be assessed separately. This policy does not create consent simply because you visit a page.
4. Contact requests and communications
Our Contact us form requires your name, phone number, email address, and a description of your business needs. The form sends those details to sales@inmotionfleet.com through the configured email delivery service so our team can respond. Copies may be held in the receiving mailbox and associated service records. The contact endpoint uses request-address information temporarily to limit repeated submissions and prevent abuse.
We use the details you supply to respond to your inquiry and related follow-up. Submitting a contact request is not blanket consent to automated promotional calls or texts. If optional marketing is offered, required choices and consent must be provided separately. You may ask us to stop promotional follow-up by contacting the address below; account, security, or legally required notices may still be necessary.
The current form delivers email inquiries; it does not implement a text-message subscription. If SMS or connected-email features are introduced, their collection, provider access, consent, and opt-out methods must be disclosed before use. We do not claim access to a Gmail mailbox or permission to send messages on your behalf merely because this policy mentions communications.
6. Recipients and disclosure
Authorized staff of the relevant fleet organization can access records according to their assigned permissions. Authorized personnel assisting with an inquiry, administration, or support may also need relevant information. Hosting, database, document storage, authentication, and email service providers process information needed to deliver those services. For example, the current application supports Amazon Cognito authentication, Amazon S3 document storage, and Amazon SES or a configured SMTP service for inquiry delivery; the deployed vendor configuration must be confirmed before adoption.
If you or your operator enable an external service, relevant information may be exchanged to perform the specific requested function under the applicable permissions, agreements, and provider notice. Independent insurers, screening providers, and payment processors may determine their own purposes for some processing. No bank connection, credit report, insurance application, or mailbox access is authorized by this policy alone.
Information may also be disclosed when required by law or valid legal process, or where lawfully necessary to investigate fraud or protect rights and safety. Disclosure should be limited to what is appropriate for the request or purpose. A business reorganization may involve limited due-diligence disclosure or transfer of relevant records, subject to confidentiality, applicable law, and required notice or choices.
Sale, targeted-advertising sharing, and vendor secondary uses must be assessed across the actual deployed Services before this policy is finalized. This draft does not authorize selling personal information or sharing renter documents with advertisers and does not assert that a complete business-wide sale or sharing assessment has been performed.
7. Sensitive records, tracking, and optional integrations
License and identity documents, certain financial information, and precise location can receive additional legal protection. Use such information only for a defined and lawful purpose, limit access, and obtain any required authorization. The Services currently store and display application and insurance records; that does not establish that a background report has been ordered or that insurance coverage has been bound.
The dashboard currently uses illustrative data for metrics, payment summaries, activity, and certain fleet views. Sample locations and payment amounts are not a live vehicle-tracking feed or a connected bank account. Real payment, telematics, screening, insurance, or connected-mailbox functionality requires an updated feature-specific notice describing its data, recipients, purposes, retention, and choices before personal information is collected for it.
If vehicle monitoring is enabled in the future, the operator must explain the monitoring to affected renters and drivers and obtain legally required permissions. Device settings may control device location access, but may not disable a separately installed vehicle tracker; contact the responsible fleet operator about its tracking practices.
8. AI and automated decisions
The AI daily brief shown in the current dashboard is an illustrative sample experience. It does not transmit your renter records to a model or perform operational actions. Displaying an AI button or sample recommendation does not grant an agent permission to send communications, charge a payment method, sign a document, or decide a renter application.
Before a feature processes personal information using an external AI service or makes consequential automated decisions, its actual data flow, provider access, purpose, safeguards, and applicable rights must be documented and disclosed. The applicable operator must arrange required human review and lawful decision procedures. This draft does not grant permission to train a general-purpose AI model using identifiable renter records.
9. Retention and deletion
Retention should be limited to the period necessary for the purpose of collection, the applicable service agreement, and legal requirements. Relevant criteria include whether an account or application remains active, whether records are needed to respond to an inquiry or exercise a legal right, applicable tax or rental-record requirements, fraud and security needs, and the treatment of backups. An account closing or cookie expiring does not automatically remove every record.
The final retention schedule for inquiry mailboxes, applications and documents, staff sessions, audit logs, operational records, and backups must be confirmed before adoption. This draft does not establish an arbitrary seven-year retention period or promise an automatic deletion process that has not been verified. Where we process records for a fleet operator, return and deletion are governed by its lawful instructions, the service agreement, and legal requirements.
To ask about a specific record or request deletion, use the contact route below. We may need to identify the responsible operator, verify an access or deletion request, or retain limited information required by law or to resolve a dispute. Any applicable exception should be explained; unnecessary information should not be kept merely because storage is available.
10. Access and security
The application uses staff authentication, organization-scoped permissions, and audit events for certain application and document access and operational changes. Production session cookies are configured for HTTPS and are inaccessible to browser scripts. Sensitive application fields and document access use the platform’s configured protections. These controls do not establish a certification or guarantee that every system, vendor, or record has identical protection.
Keep account credentials private, limit user permissions, and report suspected unauthorized access promptly. Security safeguards, support access, backups, and incident response must be assessed for the actual deployment. No system can guarantee absolute security. Notifications of a personal-data incident must follow applicable law and contractual obligations; this policy does not substitute for an incident response procedure.
11. Your rights and how to request assistance
Depending on your location, our role, and the law’s applicability, you may have rights to learn whether your information is processed; obtain access or a copy; correct inaccurate information; request deletion; restrict or object to processing; withdraw consent where processing relies on it; or request portability. Certain laws also provide opt-outs for sale, targeted-advertising sharing, or qualifying automated profiling, limits on specified sensitive-information uses, and a right to appeal a denied request. Exceptions may apply.
Send a request to sales@inmotionfleet.com with the subject “Privacy request,” or use our Contact us page. Describe your relationship to the Services and what you are requesting. If the record relates to a rental or application, identify the fleet operator where possible. Do not send a license image, password, or full financial account number in the initial request.
We may ask for information reasonably needed to verify an access, correction, or deletion request or an authorized agent’s authority. Do not provide more identifying information than needed. Applicable opt-out requests must not be burdened with verification that the law does not permit. Requests should be handled within the applicable legal deadline, and any lawful extension or denial explained. If a fleet operator controls the record, we may refer the request to it and assist under our agreement.
Where you have an appeal right, reply to the response with “Privacy appeal” and explain your concern. You may also complain to the relevant privacy regulator or attorney general. Exercising an applicable privacy right must not result in unlawful retaliation or discrimination. Withdrawing consent does not invalidate processing that was lawful before withdrawal, and some requested functions may be unavailable without information needed to provide them.
12. Regional privacy rights and international use
Where California’s privacy laws apply, covered individuals may have rights to know, delete, correct, opt out of sale or sharing, limit certain sensitive-information uses, and receive equal treatment when exercising their rights. A final California notice must describe applicable categories, purposes, recipients, retention criteria, and sale or sharing practices, including the relevant preceding 12-month disclosures. Required opt-out and browser-signal controls must be operational before any covered activity occurs.
Other U.S. states may provide similar rights and appeal mechanisms subject to their own coverage rules. Where European or UK data protection law applies, rights may also include objection, restriction, portability, and safeguards for certain solely automated decisions, together with a right to complain to a supervisory authority. The identity of the controller, legal grounds, any required representative, and international-transfer safeguards must be established for the actual service offering.
Hosting and vendors may process information in the United States or other countries depending on configuration. Actual processing locations and required transfer safeguards must be verified before adoption. Visiting the website is not a substitute for a valid international-transfer mechanism, and this draft does not certify worldwide legal compliance.
13. Children and third-party sites
The Services are intended for adult business users and adult rental applicants, not children. Do not knowingly submit children’s information unless a specific lawful workflow and required notice have been established. If you believe a child’s information has been submitted inappropriately, contact us so it can be assessed and addressed under applicable law.
Links to external websites and separately operated services are governed by their own privacy notices. Our Terms and this draft do not control an independent fleet operator’s or external provider’s data practices. Review the relevant notice before providing information to them.
14. Policy changes
An adopted policy should show its effective date and version and explain any material changes through appropriate notice. New purposes requiring consent or another legal authorization must have that authorization before processing begins. Publishing a revised policy or continuing to browse a page is not blanket consent to new data uses. This draft does not supersede an existing applicable privacy notice or data processing agreement.
15. Contact us
For privacy questions or to route a rights request, email sales@inmotionfleet.com or visit Contact us. Identify the relevant fleet operator when your request concerns an application or rental.
The legal entity’s mailing address and a designated privacy contact must be confirmed in the adopted policy. Formal notices under an existing service agreement follow that agreement’s notice provisions. Read our Terms of Service for the separate draft platform terms.