Privacy Policy

1. Information We Collect

We collect information in three ways: information you provide to us directly, information generated automatically by your use of the service, and information from third-party integrations you connect.

Account & Company Information

When you register an account or create a company profile, we collect your name, work email address, company name, billing address, and any other details you provide during onboarding.

GPS & Location Data

The core function of PortaFleet is receiving and storing GPS location data transmitted by our trackers attached to your assets. This includes latitude, longitude, speed, heading, battery level, and timestamp for each location update. This data is associated with the tracker and is visible to the company of the asset the tracker is assigned to.

Usage Data

We automatically collect information about how you interact with the platform, including pages visited, features used, actions taken, browser type, operating system, IP address, and session duration. This data is used to operate and improve the service.

Payment Information

Billing and payment processing is handled by Stripe. We do not store full credit card numbers. We receive and store limited payment metadata from Stripe (e.g., last four digits, card brand, billing address) for display and record-keeping purposes.

Support Communications

If you contact us for support, we retain records of that correspondence, including any information you share to describe your issue.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the PortaFleet platform and all its features
• Process your subscription and send billing-related communications
• Display asset location data and history to authorized users within your account
• Calculate and present route optimization results
• Send transactional email (e.g., password resets, account notifications)
• Respond to support requests and troubleshoot issues
• Monitor platform health, detect abuse, and maintain security
• Comply with legal obligations

We do not sell your data. We do not use your GPS location data or asset data for advertising purposes.

3. Data Sharing & Third-Party Services

We share data only as necessary to operate the service or as required by law. The third-party services we use are:

Microsoft Azure Maps — powers the interactive map views within PortaFleet. When a map is rendered, your browser communicates with Azure Maps APIs using your current viewport coordinates. No individual asset data is sent to Azure Maps, only lat/long locations and your company's designated depot address for route start/stop and optimization; map tiles are fetched based on your zoom level and location on screen. See Microsoft's Privacy Statement.

Stripe — processes all subscription payments and, where enabled, customer invoicing through Stripe Connect. Stripe may collect and store payment method details and transaction records. See Stripe's Privacy Policy.

Resend — delivers transactional email (password resets, account notifications). Email addresses and the content of those specific emails are shared with Resend for delivery purposes only.

PostHog — product and website analytics, hosted in the United States. On this marketing website, PostHog runs only if you accept analytics cookies; if you decline, it is never loaded and no data is sent. When enabled it records pages viewed, approximate location derived from IP address, browser and device type, and a small number of named actions such as viewing the pricing section or submitting the contact form. Your name, email address and phone number are never sent to PostHog — when you submit the contact form, those details go directly to us by email, and only the fleet-size range you selected is recorded as analytics. Analytics requests are routed through portafleet.com rather than directly to PostHog. Data is retained for 12 months. See PostHog's Privacy Policy.

We may also disclose information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect the rights, property, or safety of PortaFleet, our customers, or the public.

4. Data Retention

We retain data for as long as your account is active and for a reasonable period thereafter to fulfill the purposes described in this policy.

• Account and company data is retained for the life of your account and deleted within 90 days of account closure upon request.
• Billing records are retained for at least 7 years to comply with tax and accounting regulations.
• Support records are retained for up to 3 years.

5. Security

We implement industry-standard safeguards to protect your data, including:

• TLS encryption for all data in transit between your devices and our servers
• Encryption at rest for sensitive stored data
• Role-based access controls so that users within your account only access data permitted by their assigned role
• Multi-tenant isolation ensuring one company's data is never accessible to another

No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at security@portafleet.com.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you
• Correction — request that we correct inaccurate data
• Deletion — request deletion of your personal data, subject to our legal retention obligations
• Portability — request an export of your data in a machine-readable format
• Objection — object to certain processing activities

To exercise any of these rights, email privacy@portafleet.com. We will respond within 30 days.

7. Cookies & Tracking Technologies

We use only essential and analytical cookies. We do not use advertising or cross-site tracking cookies, and we do not sell or share data with advertisers.

On this website (portafleet.com)

Analytics cookies on this website are opt-in. When you first visit, we ask whether you accept them. Until you accept, our analytics provider is not loaded at all — no analytics cookie is created and no data about your visit is sent anywhere.

• Analytics cookies (optional) — set by PostHog only after you accept. They let us recognise a returning visitor so we can tell how many distinct people use the site, and understand which pages lead to an enquiry. See the PostHog entry in Data Sharing & Third-Party Services for exactly what is collected.
• Consent preference — we store your accept-or-decline choice in your browser so we do not ask again on every page. This is stored locally and is not sent to us or to any third party.

Declining costs you nothing: the website works identically either way. You can change your mind at any time — review your cookie choice — or clear this site's data in your browser settings.

Inside the PortaFleet application

Once you have a PortaFleet account, the cookies below are part of providing the service you have contracted for, and are covered by this policy and your service agreement rather than by a separate cookie prompt. We do not show a consent banner inside the application because, unlike an anonymous website visit, this processing is part of delivering a service you have signed up for:

• Session cookies — required for authentication. Deleted when you close your browser.
• Persistent cookies — remember your login state between sessions. Expire after 30 days of inactivity.
• Product analytics — which pages you visit within the application and a small set of named actions (for example, linking a tracker or sending an invoice), so we can see which parts of the product are used and where people get stuck. These are recorded against your user account and company rather than anonymously, because they are only collected while you are signed in.
• Session replay — on some screens we record a reconstruction of how the page was used: its layout, where you clicked and scrolled, and which pages you moved between. This helps us find confusing or broken parts of the product. The recording does not contain readable text. Every piece of text on the page, everything typed into a form, and descriptive labels on page elements are replaced with placeholder characters in your browser before anything is sent; images are left out, and map views are not recorded. Session replay is switched off entirely on billing, customer-relationship and customer-portal screens, and on sign-in, password and invitation pages. Recordings are stored by PostHog in the United States and kept for 30 days.

What we deliberately do not collect in the application: we do not capture what you click on by its text, and neither analytics events nor session recordings carry the customer records, addresses, contract values or invoice amounts displayed on a page. Analytics events carry the page address (with any one-time link codes removed) and the name of the action taken. Your customers' data is not sent to our analytics provider in readable form.

When you sign out, the analytics identity stored in your browser is cleared, so a different person signing in on the same computer is not associated with your activity.

You can disable cookies in your browser settings, but doing so will prevent you from logging in to PortaFleet.

8. Children's Privacy

PortaFleet is a business-to-business service intended for use by organizations and their adult employees. We do not knowingly collect personal information from anyone under the age of 16. If you believe a minor has provided us with personal information, contact us and we will delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify account administrators by email and update the "Last updated" date at the top of this page. Your continued use of the service after changes take effect constitutes your acceptance of the revised policy.

10. Contact Us

For questions, requests, or concerns about this Privacy Policy or how we handle your data:

• Email: privacy@portafleet.com