VantagFleet Privacy Policy

1. Information We Collect

We collect information you provide directly (account registration, company and DOT details, driver and vehicle data, documents), information we obtain automatically when you use the Service (log data, device information), and information from third parties (e.g., FMCSA or ELD providers). We use this information to provide, maintain, and improve the Service, ensure compliance-related functionality, and communicate with you.

2. Telematics & ELD Data

When you connect your ELD provider (Motive or Geotab) to VantagFleet, we collect and process the following data via their APIs for the purpose of IFTA automation, live fleet tracking, and compliance reporting:

• GPS coordinates - Vehicle location data (bread-crumb and real-time) for mileage and route reporting.
• Engine hours - For utilization and maintenance-related features.
• Odometer readings - For trip distance, IFTA state-mile allocation, and audit support.
• VIN and vehicle identifiers - To match vehicles across our platform and your ELD.
• HOS (Hours of Service) data - When provided by the ELD, for compliance and driver visibility.

This data is used solely for IFTA automation, live fleet tracking, and compliance tools within your organization. We do not use ELD data for marketing, resale, or unrelated analytics.

3. Carrier Information (DOT Numbers & Company Names)

We collect and use your U.S. DOT number and company (carrier) name to:

• Verify fleet authority - Confirming your carrier identity with FMCSA and related sources where applicable.
• Pre-fill IFTA filings - So that mileage and tax reports are correctly associated with your authority.
• Display carrier identity within your organization's dashboard and in exported reports.

DOT numbers and company names are not sold or shared with third parties for advertising or unrelated purposes.

4. How We Use Your Information

We use the information we collect to operate the fleet management and compliance platform, provide IFTA automation and live fleet tracking, process transactions, send service-related communications, enforce our terms, comply with legal obligations, and for security. We do not sell your personal information to third parties.

5. Data Retention

We retain your data as follows:

• Bread-crumb GPS and trip data - Retained for up to four (4) years to support IFTA audit requirements and regulatory record-keeping. You may request earlier deletion where not required by law.
• Account and carrier data - Retained for as long as your account is active and as needed to provide the Service and comply with legal and compliance requirements.
• Integration tokens (OAuth) and ELD credentials - Stored only as long as the integration is active; you may revoke access at any time from Integrations settings, after which we cease synchronization.

6. Data Security

We implement appropriate technical and organizational measures to protect your data. ELD credentials (including session tokens and, where applicable, encrypted passwords used for re-authentication) are stored using industry-standard encryption. Access to telematics and ELD data is restricted to authorized systems and personnel necessary to operate the Service. We do not use your ELD credentials for any purpose other than to retrieve data on your behalf as your read-only representative.

7. Data Sharing and Disclosure

We may share information with service providers who assist in operating our Service (e.g., hosting, analytics, payment processing), when required by law, or to protect our rights and safety. We may share aggregated or de-identified data that cannot reasonably identify you. Data collected from Motive or Geotab is not sold or shared with third-party advertisers or insurance providers. It is only shared with authorized carrier administrators within your VantagFleet organization and, when explicitly exported by you, in DOT-ready or audit reports.

8. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or port your personal data, or to object to or restrict certain processing. You can manage account settings, disconnect ELD integrations at any time, and contact us at info@vantagfleet.com for requests or questions.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact Us

For privacy-related questions or requests, contact us at info@vantagfleet.com.