Privacy Policy

01. Information We Collect

FROM YOUR CARRIER

• Account & identity data: name, phone, email, driver identifier, unit number, subfleet assignment.
• Fuel card data: card status, spending limits, and product restrictions.
• Card number: your assigned card number is delivered to the App encrypted and is shown masked. If your Carrier allows it, you can reveal your own card number when you need to hand-enter it at the register.

THROUGH YOUR USE OF THE APP

• Transaction data: fuel and product purchases with your assigned card — merchant, location, product, quantity, price, timestamps — received from the EFS/WEX card network.
• Location data: approximate or precise device location, used to show fuel stations and their prices near you, on the Fuel map and when you pay without your physical card, and recorded when you sign in, when you activate your card and when you get a code to pay without your card, to help prevent fraud. If you plan a route, your location can be its starting point. Location is only read while the App is open; the App does not collect location in the background.
• Trip data: the starting point, stops and destination you enter to plan a route, and your truck's size, weight and hazardous-goods class. Your five most recent routes and your truck details are kept on your device, in encrypted storage. Each route you plan is also stored on our servers with your account, so we can keep a record of planned routes and limit how often we call our routing provider.
• Loyalty program numbers: if you choose to add them, the fuel loyalty programs you belong to (for example, Pilot Flying J myRewards or Love's Connect) and your member number for each.
• Dynamic driver IDs: one-time-use identifiers generated by the App for transaction authorization and fraud prevention.
• App activity: records of your sign-ins, card activations, and other actions you take in the App, retained for audit logging and fraud prevention.
• Profile photo: a photo you choose to add to your profile, taken with your camera or picked from your photos. It is stored with your account and shown in the App to you, your Carrier's administrators and our support team. You can change or remove it at any time.
• Device & usage data: device model, OS version, app version, language, push token, IP address, error logs.
• Communications: messages you send to our support team, including any photo you take with your camera, and any photo or file you choose, to attach to a support conversation.

NOT COLLECTED

• Biometric identifiers. If you enable Face ID / fingerprint, processing occurs on device only.
• Data for advertising. We do not sell personal information.

02. How We Use Information

• Provide App functionality: card status, spending limits, available cash, transaction history, card activation, cardless payment, fuel stations and prices near you, and your profile photo.
• Show your loyalty program number when you pay without your card, and tell you when a station takes one of your programs, so you can earn points.
• Plan routes suited to your truck and show the fuel stations and prices along them.
• Authorize transactions and prevent fraud, including detection of replayed or misused driver identifiers.
• Communicate customer support responses via push notification.
• Provide customer and driver support.
• Maintain, secure, debug, and improve the App and the FleetCore platform.
• Comply with legal obligations and enforce our agreements.

03. How We Share Information

MULTI-TENANT DISCLOSURE — READ THIS

The App is a fleet management tool. Your Carrier (its administrators, fleet managers, and accounting staff) has access to your account details (including your profile photo), card activity, transactions, limits, planned routes, the location recorded when you activate your card or get a cardless payment code, and location-derived transaction records as part of operating its fleet. FleetCore does not control how your Carrier uses that information; your Carrier's own policies apply.

• Your Carrier: as described above.
• Card network: EFS/WEX and participating merchants, to process and settle card transactions.
• Loyalty programs: we do not share your loyalty program numbers with your Carrier or with the companies that run the programs. You enter your number at the pump yourself; any points you earn are between you and the program.
• Service providers: hosting, push delivery, support tooling — bound by confidentiality obligations.
• Mapping providers: Google Maps (on Android and iOS) and OpenStreetMap (on the web) receive your device location or the map area you are viewing, and your IP address, to draw the map. Their own privacy policies apply.
• Routing and place search: HERE Technologies receives your route's places and your truck's details to plan a route your truck can take, and Google receives the addresses you type to look them up. If you open directions, Google Maps receives the route.
• Automated support assistant: messages you send to support are processed by an automated assistant powered by Google Gemini, which hands off to a person when needed. Photos and files you attach are not sent to the assistant.
• Legal & safety: when required by law, subpoena, or to protect rights and safety, including fraud investigation.
• Business transfers: in a merger, acquisition, or asset sale, subject to this Policy.

We do not sell personal information and we do not share it for cross-context behavioral advertising.

04. Data Retention

We retain account and transaction data for as long as your account is active and thereafter as required for financial recordkeeping, dispute resolution, fraud prevention, and legal compliance. Transaction and settlement records are retained for up to 7 years consistent with financial record requirements. Diagnostic and error data are retained for shorter operational periods. Your profile photo is kept until you replace or remove it, or your account is deleted. Loyalty program numbers are kept until you remove them in the App or your account is deleted. A removed number no longer appears in the App, but a record of it stays in our internal systems and audit logs, which only FleetCore staff can access.

05. Account Deletion

You may request deletion of your account at any time by contacting us at privacy@fleet-core.com. Because your account is provisioned by your Carrier, deletion will deactivate your access and remove personal data not required to be retained for financial recordkeeping, fraud prevention, or legal compliance. We will confirm completion of your request within 30 days.

06. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including encryption in transit, role-based access control enforced at the API layer, masked card number display, one-time-use driver identifiers, and audit logging of card and account events. No system is perfectly secure; you are responsible for safeguarding your device and login credentials.

07. Your Rights and Choices

• Access, correction, deletion: contact us or, for profile data, work through your Carrier. You can change or remove your profile photo yourself, in the App.
• Location: control location permission in your device settings at any time. Signing in, activating your card and paying without your card need your location; if it is off, the App asks you to turn it on.
• Camera and photos: control camera and photo access in your device settings at any time. The App opens them only when you choose to take or pick a photo.
• Loyalty programs: add or remove your loyalty program numbers at any time in Profile.
• Push notifications: disable in device settings; security-critical notices may still appear in-app.
• State privacy rights: depending on state of residence, you may have additional rights (access, portability, deletion, non-discrimination). We honor verifiable requests as required by law. We do not sell personal information.

08. Children

The App is intended for professional drivers who are at least 21. We do not knowingly collect personal information from anyone under 21. If we learn we have, we will delete it.

09. Changes to This Policy

We may update this Policy from time to time. Material changes will be communicated through the App or by notice to your Carrier before they take effect.

10. Contact

Fleet Core Systems LLC

30 N Gould St Ste N

Sheridan, WY 82801-6317, United States

Email: privacy@fleet-core.com

Phone: +1 (307) 222-3262