FleetFabric Privacy Policy for fleet management software

Effective Date: [2016-01-01]
Last Updated: [2025-01-01]

FleetFabric (“we,” “our,” “us”) is committed to protecting the privacy and security of the information entrusted to us. This Privacy Policy explains how we collect, use, store, and protect data related to fleet maintenance, inventory, customers, and suppliers, in compliance with the Protection of Personal Information Act (POPIA), 2013.

1.  Information We Collect

We collect and process the following categories of information:

• Fleet Maintenance Data
  Vehicle details, service history, job cards, work orders, fuel usage, downtime, and cost trends.

• Customer Information
  Contact details, contractual and billing information, service requests, and communications.

• Supplier Information
  Company details, product/service records, invoices, purchase orders, and delivery information.

• Inventory Data
  Spare parts, consumables, stock levels, warehouse records, procurement history, cost centre allocations, and movement logs.

2. Purpose of Data Collection

We use collected information to:

• Manage and optimize fleet operations
• Schedule and track maintenance services
• Process customer contracts, billing, and support requests
• Manage supplier relationships and procurement processes
• Track inventory usage and replenishment cycles
• Generate analytics, dashboards, and compliance reports
• Ensure governance and regulatory alignment

3. POPIA Compliance

FleetFabric adheres to the Protection of Personal Information Act (POPIA) by:

• Collecting only information necessary for operational and contractual purposes.
• Using personal and company data lawfully, fairly, and transparently.
• Securing data with encryption, access controls, and audit trails.
• Allowing data subjects (customers, suppliers, employees) to exercise their rights, including:
  • Access to their information
  • Correction or deletion of inaccurate data
  • Withdrawal of consent where applicable
• Retaining data only for as long as legally or operationally required.
• Not selling or trading personal information to third parties.

4. Data Protection & Security

• Role-based access controls ensure only authorized personnel can view sensitive data.
• Encryption and secure protocols protect information in transit and at rest.
• Regular audits and compliance checks align with governance standards (King IV, POPIA).

5. Sharing of Information

We may share information only when necessary:

• With service providers supporting our operations (e.g., IT hosting, ERP integration).
• With regulators or authorities, when legally required.
• With customers and suppliers, limited to operational and contractual purposes.

6. Data Retention

• Fleet maintenance and inventory data are retained for the operational lifecycle of the asset plus regulatory requirements.
• Customer and supplier records are retained for the duration of the relationship and as required by law.

7. Contact Us

For questions or concerns about this Privacy Policy or POPIA compliance, please contact:
FleetFabric Privacy Office
Email: [privacy@fleetfabric.co.za]
Phone: [+27730832471460]

Summary: FleetFabric collects fleet maintenance, inventory, customer, and supplier data to deliver efficient, compliant, and governance-aligned fleet ERP services. We protect this data under strict security measures and comply fully with the POPI Act to safeguard personal information.