Privacy policy

FleetMS is a fleet management system. It is used by organizations (for example companies, agencies and institutions) to manage their vehicles, drivers, maintenance, fuel, compliance documents and running costs.

The organization that gives you a FleetMS account decides what information is recorded and why. For that information, your organization is the data controller, and the FleetMS operator acts as a data processor on its behalf. This policy explains what the system collects, how it is used and protected, and the choices you have.

Account information. Name, email address, phone number, role, organization, branch and department, profile picture (optional), and a password stored only as a one-way hash.

Driver information. Name, phone, email, address, date of birth, employee number, employment date, licence number, category, issue and expiry dates, and scanned images of the licence.

Fleet and operational records. Vehicles and their photos, assignments, fuel logs, maintenance and workshop records, inspections, incidents and accidents (which may include descriptions of injuries or damage and photos), insurance and roadworthy certificates, tyres, spare parts, expenses and the scanned documents attached to them.

Activity and security data. An activity log of who created, changed, imported, deleted or restored a record and when, sign-in sessions, password-reset requests, and server logs used to keep the service running and secure.

Preferences. Your reminder window, notification choices, and appearance settings such as light or dark mode.

Tracking data. If your organization connects a third-party GPS tracking platform, FleetMS receives the alerts and positions that platform sends: device identifier, vehicle registration, alert type, time, location, speed and any message from the platform. FleetMS does not track devices itself; it only stores what the connected platform sends.

Alert contacts. The email addresses and phone numbers your organization sets to receive alerts, and a log of each email and SMS sent.

FleetMS does not process payment card details and does not collect information for advertising.

• To provide the service: sign you in, show the records you are allowed to see, and save your changes.
• To support compliance: track licence, insurance and roadworthy expiry and send reminders.
• To produce dashboards, reports and exports requested by your organization.
• To answer questions in the AI assistant, using your organization's data on the FleetMS server.
• To keep the system secure: detect misuse, limit repeated sign-in attempts, and keep an audit trail.
• To send service emails such as password resets and expiry digests.
• To show tracking alerts and insights, and send the email and SMS alerts your organization has turned on.

Your organization processes this information to manage its fleet and meet its legal duties (for example road safety, insurance and licensing rules), under its employment or service contracts with you, and for its legitimate interest in running a safe and efficient fleet. Where the law requires consent, your organization is responsible for obtaining it. FleetMS is designed to support obligations under the Data Protection Act, 2012 (Act 843) of Ghana and comparable data protection laws.

• Inside your organization: only users whose role grants access to a module can see its records. Each organization's data is kept separate; other organizations on the platform cannot see it.
• Platform administrators: a small number of authorised staff may access data to provide support, maintain the service or investigate a security issue.
• Service providers: the hosting provider that runs the server and database, and the email provider used to deliver system emails, and the SMS gateway or mail server your organization chooses for alerts. They may only use the data to provide those services.
• Legal requirements: where disclosure is required by law, court order or a competent authority.

We do not sell personal information, and we do not share it with third parties for marketing.

FleetMS uses only what it needs to work:

• Session cookie (nf_session): keeps you signed in for up to 7 days. It is HTTP-only and cannot be read by page scripts.
• Local storage in your browser: remembers that you are signed in, your theme and colour choices, and whether you prefer table or icon views.

There are no advertising or third-party tracking cookies.

• Connections to FleetMS are encrypted with HTTPS.
• Passwords are hashed and never stored or shown in plain text.
• Access is controlled by roles and permissions, and every change is recorded in the activity log.
• Repeated failed sign-in attempts are rate-limited.
• The database and uploaded files are kept on access-controlled servers and backed up regularly.

Records are kept for as long as your organization uses FleetMS or as required by law (for example accident and maintenance records may need to be kept for several years). Deleted records are archived first so they can be restored if deleted by mistake, and are permanently removed according to your organization's retention policy. When an organization leaves the service, its data is exported on request and then deleted from the live system and, after the backup cycle ends, from backups.

Depending on the law that applies to you, you may have the right to:

• ask for a copy of the personal information held about you;
• ask for inaccurate information to be corrected;
• ask for information to be deleted or its use restricted, where it is no longer needed;
• object to certain uses of your information;
• complain to the data protection authority (in Ghana, the Data Protection Commission).

Because your organization controls your data, please send requests to your organization's FleetMS administrator first. You can also contact us and we will pass your request on and help your organization respond.

We may update this policy when the service or the law changes. The effective date at the top shows when it was last changed. Significant changes will be announced in the app.

Questions about this policy or about your data: email support@polsia.com, or contact your organization's FleetMS administrator.