Privacy Policy

Last updated: 19 August 2026

1. Who this policy covers

This policy applies to:

• Customer staff — mechanics, storemen, supervisors, drivers, and administrators who use FleetFloor on behalf of a Customer business.
• Drivers and contacts who interact with a Customer through FleetFloor's WhatsApp number, for example to submit a proof-of-delivery photo or a diesel reading.

Each Customer business is the controller of its own operational data (its fleet, staff, and job records). FleetFloor acts as the processor that runs the software on their behalf, and is itself the controller only for account, billing, and platform-usage information.

2. Information we collect

Account and staff information

• Full name, role, email address, and phone/WhatsApp number
• Login credentials (back-office users only — the floor app has no login)

Job card and workshop data

• Vehicle/asset identifiers, odometer readings, problem descriptions, parts used
• Photographs taken for job cards — licence discs, COF certificates, driver's licences, breakdown and repair photos
• Electronic signatures captured for sign-off
• Tyre records — position, brand, size, and repair history

Diesel, tonnage, and delivery data

• Fuel fill photos, pump readings, and odometer photos
• Proof-of-delivery photos and tonnage figures submitted by drivers, including via WhatsApp

WhatsApp messaging data

Where a Customer enables WhatsApp job cards or proof-of-delivery capture, we process:

• The WhatsApp phone number of the person messaging FleetFloor's business number
• Message content sent to or received from that number, including text and photos, needed to open, update, or close a job

This messaging is handled through the WhatsApp Business Platform, operated by Meta Platforms, Inc. Message delivery is subject to Meta's own WhatsApp Business Messaging Policy and Terms of Service, in addition to this policy.

Technical information

• Device and app version information needed to run the floor app and back office
• Basic usage logs for security and troubleshooting

3. Why we process this information

• To operate job cards, parts requests, tyre records, and approvals for a Customer's workshop
• To dispatch and receive WhatsApp job cards and proof-of-delivery submissions
• To generate reports — diesel consumption, tonnage, mechanic hours — for the Customer
• To invoice and support Customer accounts
• To keep the platform secure and investigate misuse

We process this information because it is necessary to perform our contract with the Customer business, because the Customer has a legitimate business interest in running its workshop and fleet, or, for WhatsApp messaging, because the sender initiated contact with the Customer's business number.

4. Who we share information with

• Meta Platforms, Inc. — to deliver and receive WhatsApp messages through the WhatsApp Business Platform.
• Supabase — our database and application hosting provider, which stores Customer data on our behalf under a data processing agreement.
• The relevant Customer business — staff, job, and messaging data is visible to the Customer that operates the workshop or fleet involved, and is not shared with other Customers. Each Customer's data is isolated at the database level.

We do not sell personal information to third parties.

5. International transfers

Because WhatsApp messaging is delivered through Meta's global infrastructure, WhatsApp message content and the associated phone number may be processed on servers outside South Africa. Meta's own privacy and security commitments govern that processing.

6. How long we keep information

We retain job card, diesel, and tonnage records for as long as the Customer's account is active, plus any additional period required by South African tax, labour, or transport record-keeping law. Account information is deleted or anonymised within a reasonable time after a Customer's account is closed, unless we are required to keep it longer by law.

7. Security

We use encryption in transit, role-based access control, and per-Customer data isolation to protect information on the platform. No system is completely secure, and we cannot guarantee absolute security, but we take reasonable technical and organisational measures appropriate to the risk.

8. Your rights under POPIA

Subject to applicable law, you have the right to:

• Ask what personal information we hold about you and request a copy of it
• Ask us to correct information that is inaccurate or incomplete
• Ask us to delete personal information we no longer have a lawful basis to keep
• Object to processing carried out on the basis of legitimate interest
• Lodge a complaint with the Information Regulator (South Africa) if you believe your information has been mishandled

Requests relating to workshop or job data should be directed to the Customer business you interact with, since they control that data. Requests relating to your FleetFloor account or platform usage can be sent to us directly using the contact details below.

9. Children

FleetFloor is a business tool intended for use by adult staff and contractors of Customer businesses. It is not directed at children, and we do not knowingly collect personal information from children.

10. Changes to this policy

We may update this policy as the platform changes. We will update the "Last updated" date above when we do. Material changes will be communicated to Customer administrators.

11. Contact us