Privacy Policy

1. Introduction

Welcome to the Vehicle Management System (VMS) mobile application. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application. Please read this privacy policy carefully. By using the application, you consent to the practices described in this policy.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide when you register and use the application:

• Account Information: Username, email address, employee ID, and password
• Profile Information: Name, phone number, and role/department
• Authentication Data: Login credentials and session tokens

2.2 Location Data

With your permission, we collect location data to:

• Track vehicle trips and routes for fleet management
• Record trip start and end locations
• Monitor vehicle locations during active trips
• Generate trip reports and analytics

Location data is only collected when you have an active trip in progress and have granted location permissions.

2.3 Camera and Photos

With your permission, we access your device camera to:

• Capture photos of vehicle documents (insurance, registration, permits)
• Document vehicle condition during inspections
• Record maintenance work and repairs
• Document accidents or incidents

2.4 Vehicle and Trip Data

• Vehicle details (license plate, make, model, odometer readings)
• Trip information (start/end times, locations, distances)
• Fuel consumption records
• Maintenance and service history

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide and maintain the VMS service
• To manage your account and authenticate your access
• To track and manage vehicle fleet operations
• To generate reports on vehicle usage, fuel consumption, and maintenance
• To send notifications about trips, maintenance schedules, and alerts
• To improve our application and services
• To comply with legal obligations and organizational policies

4. Data Storage and Security

We implement appropriate technical and organizational security measures to protect your personal information:

• All data is transmitted using HTTPS encryption
• Passwords are stored using secure hashing algorithms
• Access to data is restricted based on user roles and permissions
• Regular security audits and updates are performed
• Data is stored on secure servers with appropriate access controls

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. Your information may be shared:

• Within Organization: With authorized administrators and supervisors for fleet management purposes
• Service Providers: With trusted service providers who assist in operating our application
• Legal Requirements: When required by law or to protect our rights and safety

6. Data Retention

We retain your personal information for as long as:

• Your account is active
• Needed to provide services to you
• Required by law or organizational policies
• Necessary for legitimate business purposes

Trip and vehicle data may be retained for reporting and compliance purposes as required by organizational policies.

7. Your Rights

You have the following rights regarding your personal information:

• Access: Request access to your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data (subject to legal and business requirements)
• Permissions: Manage app permissions (location, camera) through your device settings

8. Children's Privacy

This application is intended for use by authorized organizational personnel only and is not designed for use by children under 13 years of age. We do not knowingly collect personal information from children.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by updating the "Last Updated" date at the bottom of this page. You are advised to review this Privacy Policy periodically for any changes.

10. Contact Us

Last Updated: January 14, 2026