Privacy Policy

This Privacy Policy describes how Fleetsnap, LLC ("Fleetsnap," "we," "us," "our") collects, uses, and discloses information about you when you use the Fleetsnap website at fleetsnap.ai and our related Services.

This policy applies to United States residents. We do not currently offer the Services to users outside the United States; if we do so in the future, this policy will be updated accordingly.

By using the Services, you agree to the practices described in this Privacy Policy.

1. Quick Summary

• What we collect: account information (name, email, phone), lead-capture data (anything you submit through our forms before creating an account), usage data (analytics, device info), and content you submit (photos, statements, calculator inputs).
• Why: to provide the Services, communicate with you, improve our products, and run our business.
• Who we share with: service providers we hire to help operate the Services (payment processors, email delivery, analytics, CRM). We do not sell your personal information for monetary consideration.
• Your choices: opt out of marketing communications anytime; California residents have additional rights (see §7).

The full policy follows.

2. Information We Collect

2.1 Information you provide directly

We collect information you give us when you:

Create an account or sign in: name, email address, password (hashed; we never see plaintext), and authentication tokens.

Submit forms or use our tools (including qualification modals, calculators, proposal generators, demo booking flows):

• Email address (often captured first, before account creation — see §2.2 on lead capture);
• Name (first and last);
• Phone number;
• Business or fleet information you choose to share (e.g., number of vehicles, location, business name);
• Specific tool inputs (calculator values, proposal terms, vehicle data, monthly revenue).

Communicate with us: support inquiries, feedback, and any other content you choose to send us.

Make a purchase: payment information is processed by our third-party payment processor. We do not store full credit card numbers; we receive only tokenized payment references.

2.2 Lead-capture information

When you submit your email or contact information through a form on the Services (even if you do not subsequently create an account), we store that information as a "lead" record. This includes:

• Email address (always captured first);
• Name and phone number (captured at subsequent form steps);
• The page or flow you came from (e.g., qualification modal, cohosting calculator, proposal generator);
• Any tool inputs you completed before submitting (e.g., fleet size, primary business challenge, calculator values);
• Consent records (timestamp, IP address, the version of these policies you accepted).

We treat lead data as personal information under this policy. See §9 on how long we retain lead data and §7 on how California residents can delete it.

2.3 Information collected automatically

When you use the Services, we automatically collect:

• Device and browser data: IP address, browser type and version, operating system, device identifiers, screen resolution.
• Usage data: pages you visit, links you click, time spent on pages, referring URL.
• Cookies and similar technologies (see §6).
• Session replay data via third-party session recording for product analytics and bug investigation. Sensitive fields (passwords, payment information) are masked.

2.4 Information from third parties

We may receive information about you from third parties that help us provide the Services, including:

• Payment confirmation, subscription status, and refund information from our payment processor;
• Email delivery status (delivered, opened, clicked, bounced) from our email delivery provider;
• Product analytics derived from our event instrumentation;
• Account information from OAuth providers (if you sign in with Google or similar): name, email address, profile photo, and any other data you authorize them to share with us.

We do not buy contact lists or scrape information about you from third parties.

3. How We Use Information

We use the information we collect to:

3.1 Provide and improve the Services

• Operate the website, applications, and tools you use;
• Process payments, manage subscriptions, and send transactional notifications;
• Personalize content and recommendations based on the information you provide;
• Generate AI outputs (damage estimates, suggested responses, financial analyses) from content you submit;
• Investigate bugs, monitor performance, and improve features.

3.2 Communicate with you

• Respond to your inquiries, support requests, and demo bookings;
• Send transactional emails and texts (verification, receipts, account notices) — these are necessary to provide the Services and cannot be opted out of while you have an active account;
• Send marketing emails about Fleetsnap features, educational content, and offers (you can opt out anytime — see §8);
• Send marketing texts if you have opted in (you can opt out by replying STOP).

3.3 Run our business

• Comply with legal obligations;
• Detect, prevent, and respond to fraud, abuse, or security incidents;
• Enforce our Terms of Service;
• Conduct internal analytics, reporting, and product research.

3.4 Train and improve AI models

We may use content you submit (including photos uploaded for damage detection and text submitted to inbox tools) to train and improve our AI models. We do this in a way that does not associate model-training inputs with your identity in the trained model output.

You may opt out of AI model training by contacting us at support@fleetsnap.ai. Opting out does not affect AI outputs generated for your own account from your own submissions.

4. How We Use Phone Numbers

If you provide your phone number through the Services (e.g., at qualification or in the cohosting calculator's contact gate), we may use it to:

• Send transactional text messages (account verification, demo confirmations, urgent service notices);
• Contact you by phone in connection with your inquiry, demo booking, or active subscription;
• Send marketing text messages only if you have opted in (e.g., by checking an explicit SMS opt-in box).

We do not sell or share your phone number with third parties for their own marketing.

Standard message and data rates apply for any SMS we send. Message frequency varies based on the service. Reply STOP to any text from us to opt out of further texts; reply HELP for assistance.

5. How We Share Information

We share information in the following circumstances:

5.1 Service providers

We share information with third-party service providers that perform services on our behalf — including payment processing, email and SMS delivery, customer-relationship management, hosting and infrastructure, product analytics, error monitoring, AI processing, and similar operational support. Service providers are contractually bound to use your information only as necessary to provide their services to Fleetsnap and to maintain appropriate security practices.

You may request a current list of categories of service providers we use by contacting us at support@fleetsnap.ai.

5.2 Legal disclosures

We may disclose information if required by law, subpoena, court order, or governmental request, or to:

• Comply with legal process;
• Protect our rights, property, or safety, or the rights, property, or safety of others;
• Detect, prevent, or address fraud, security, or technical issues;
• Investigate or enforce violations of our Terms.

5.3 Business transfers

If Fleetsnap is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such transfer and any changes to this Privacy Policy.

5.4 With your consent

We may share information with other parties if you direct us to or otherwise consent.

5.5 What we don't do

• We do not sell your personal information for monetary consideration.
• We do not share your personal information for cross-context behavioral advertising.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to operate the Services, remember your preferences, and analyze usage.

Strictly necessary cookies (session, authentication, security): required for the Services to function. Cannot be disabled.

Analytics cookies: help us understand how the Services are used.

Functional cookies: remember your preferences and improve your experience.

You can control cookies through your browser settings. Disabling certain cookies may break parts of the Services.

We do not use third-party advertising cookies. We do not honor the "Do Not Track" browser signal because there is no consensus on its implementation, but we honor the Global Privacy Control (GPC) signal where required by law.

7. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights regarding your personal information:

7.1 Right to Know

You can request that we disclose:

• The categories of personal information we have collected about you;
• The categories of sources from which it was collected;
• The business or commercial purpose for collecting it;
• The categories of third parties with whom we share it;
• The specific pieces of personal information we have about you.

7.2 Right to Delete

You can request that we delete personal information we have collected from you, subject to exceptions (e.g., information we need to complete a transaction, comply with legal obligations, or detect fraud).

7.3 Right to Correct

You can request that we correct inaccurate personal information we have about you.

7.4 Right to Opt Out of Sale or Sharing

We do not sell personal information for monetary consideration. We do not share personal information for cross-context behavioral advertising. To exercise your right to opt out anyway, see §7.10.

7.5 Right to Limit Use of Sensitive Personal Information

We do not currently use sensitive personal information for purposes beyond what is necessary to provide the Services.

7.6 Right to Non-Discrimination

We will not discriminate against you for exercising any of these rights.

7.7 How to exercise your rights

To exercise any of these rights, contact us at support@fleetsnap.ai with the subject "California Privacy Request." We may need to verify your identity before responding.

7.8 Authorized agents

You may designate an authorized agent to make requests on your behalf. The agent must provide written proof of authorization and we may verify your identity directly.

7.9 Response time

We respond to verifiable requests within 45 days, extendable by an additional 45 days if reasonably necessary with notice to you.

7.10 Do Not Sell or Share My Personal Information

To exercise your right to opt out of the sale or sharing of personal information, email support@fleetsnap.ai with the subject "Do Not Sell or Share."

8. Your Choices About Communications

8.1 Marketing emails

Opt out anytime by clicking the unsubscribe link in any marketing email, by updating your account preferences (where available), or by emailing support@fleetsnap.ai.

8.2 Marketing texts

Opt out anytime by replying STOP to any text from us.

8.3 Transactional communications

You cannot opt out of transactional communications while you have an active account or pending request, as they are necessary to provide the Services.

8.4 Account closure

You may close your account at any time through your account settings or by emailing support@fleetsnap.ai. Closing your account does not automatically delete lead-capture records associated with your email — see §7.2 for deletion requests.

9. Data Retention

We retain personal information for as long as necessary to provide the Services and for legitimate business or legal purposes.

You may request earlier deletion under §7.2.

10. Security

We use reasonable administrative, technical, and physical measures to protect personal information, including:

• Encryption in transit (TLS) and at rest (database-level encryption where supported);
• Access controls and least-privilege principles for employees;
• Regular security review of our infrastructure;
• Hashed passwords (scrypt) — we never store passwords in plaintext;
• Tokenized payment information (we do not store full payment details).

No security measure is perfect. We cannot guarantee absolute security of information transmitted to or stored by us. If we discover a security incident affecting your personal information, we will notify you in accordance with applicable law.

11. Children's Privacy

The Services are not directed to children under 18. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a child under 18, contact us at support@fleetsnap.ai and we will delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated to you by email or in-app notice at least 14 days before they take effect.

13. Contact Us

Questions or concerns about this Privacy Policy or our handling of your personal information? Contact us at support@fleetsnap.ai.

For California Privacy Requests, please include "California Privacy Request" in the subject line. For Do Not Sell or Share requests, please include "Do Not Sell or Share" in the subject line.

Fleetsnap, LLC
United States