Privacy Policy

Last updated: 5 June 2026

Effective date: 5 June 2026 · FleetX, Dublin, Ireland

FleetX ("we", "us", "our") is committed to protecting your personal data and your right to privacy. This Privacy Policy explains how we collect, use, store, and protect information when you use FleetX at www.fleetx.ie and app.fleetx.ie.

FleetX is an Irish-based service. All customer data is stored in the EU West (Ireland) region. This policy is written in compliance with the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.

1. Data controller

The data controller for the personal data we collect about you (our account holders) is FleetX, based in Dublin, Ireland. For any data-related queries or requests, contact us at hello@fleetx.ie.

Where you enter personal data about other people into FleetX — for example, your drivers' names, contact details, addresses, or SPSV licence information — you are the data controller of that information and FleetX acts as your data processor. You are responsible for ensuring you have a lawful basis to record and use that data. The terms governing our role as your processor are set out in our Data Processing Agreement.

2. What data we collect

We collect the following categories of data:

  • Account data: Your name, email address, and password (hashed — never stored in plain text) when you create a FleetX account.
  • Fleet data: Information you enter about your vehicles (registration numbers, compliance dates, service records), drivers (names, contact details, SPSV licence information), and financial records (rent payments, revenue figures). This data belongs to you.
  • Images and documents: Photographs and document images you upload, such as vehicle photos or scanned records, which may contain personal data.
  • Billing data: Subscription plan and payment status. Card details are processed by Stripe — we do not store payment card information.
  • Usage data: Log data including IP addresses, browser type, pages visited, and actions taken within the app, used for security and performance purposes.
  • Contact form submissions: Name, email, fleet size, and message content when you contact us through the website.

3. How we use your data

We use the data we collect to:

  • Provide, operate, and maintain the FleetX service
  • Process payments and manage subscriptions via Stripe
  • Send service notifications, alerts, and compliance reminders you have requested
  • Respond to support enquiries and contact form submissions
  • Improve and develop the FleetX service
  • Comply with legal obligations

We do not sell your personal data to third parties. We do not use your data for advertising purposes.

4. Legal basis for processing

We process your personal data on the following legal grounds under GDPR:

  • Contract performance: Processing necessary to provide the FleetX service you have subscribed to.
  • Legitimate interests: Security monitoring, fraud prevention, and product improvement.
  • Legal obligation: Compliance with applicable Irish and EU laws.
  • Consent: Where you have explicitly provided consent, such as for marketing communications.

5. Data storage and security

All FleetX customer data is stored in the EU West (Ireland) region. We use Supabase as our database and authentication provider, with row-level security so that each account can access only its own data. Data is encrypted in transit (HTTPS/TLS) and at rest (AES-256). Payments are processed by Stripe, a PCI-DSS Level 1 certified provider.

See our Security page for more detail on our security practices.

6. Data retention

We retain your account and fleet data for as long as your account is active. If you close your account, we will delete or anonymise your personal and fleet data within a reasonable period after closure (typically within 30 days), other than records we are required to keep for legal or tax purposes. Billing and transaction records may be retained for up to 7 years to meet Irish tax and accounting obligations.

7. Your rights under GDPR

You have the following rights in relation to your personal data. These rights are available to all FleetX users regardless of subscription plan:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can ask us to correct inaccurate personal data.
  • Right to erasure: You can ask us to delete your account and personal data.
  • Right to data portability: You can request your fleet data in a structured, commonly used, machine-readable format.
  • Right to restrict processing: You can ask us to limit how we use your data.
  • Right to object: You can object to certain types of processing.

To exercise any of these rights, email hello@fleetx.ie. We respond within 30 days. You also have the right to lodge a complaint with the Data Protection Commission (DPC) at www.dataprotection.ie.

8. Cookies

FleetX uses essential cookies only — these are required for the app to function (authentication tokens, session management). We do not use advertising or tracking cookies. You can disable cookies in your browser settings, but this will prevent you from logging into FleetX.

9. Third-party services

FleetX relies on the following third-party service providers (sub-processors), each of which operates under its own privacy policy and a data processing agreement with us:

  • Supabase — Database and authentication (EU West / Ireland region)
  • Resend — Transactional email delivery, such as password resets and account notifications (EU West / Ireland region)
  • Stripe — Payment and subscription processing (PCI-DSS Level 1 certified)
  • Netlify — Website and application hosting

10. WhatsApp and external messaging

FleetX lets you send rent reminders and other messages to your drivers, and receive reminders yourself, using WhatsApp. Where this feature is used, the message is sent from your own WhatsApp account on your own device — FleetX prepares the message text, but does not transmit, store, or have access to the content of messages you send through WhatsApp.

Any communication you send this way is governed by WhatsApp's own Terms of Service and Privacy Policy (WhatsApp is operated by Meta Platforms). You are responsible for ensuring you have a lawful basis to contact your drivers in this way.

11. Changes to this policy

We may update this Privacy Policy at any time. Minor or non-material changes take effect as soon as they are posted on this page, and we are not obliged to notify you of them individually. Where we make material changes to how we handle your personal data, we will update the "Last updated" date at the top of this page and notify active subscribers by email. Your continued use of FleetX after a change constitutes acceptance of the updated policy. We recommend reviewing this page periodically.

12. Contact us

For any questions about this Privacy Policy or how we handle your data, contact us at:

Email: hello@fleetx.ie
Location: Dublin, Ireland