How Fleeter handles personal information.
This notice explains how Fleeter Pty Ltd (ABN 23 702 344 394) handles personal information in the Fleeter product: the app at app.fleeter.com.au, its free tools and sign-up. It is written for Australia’s Privacy Act 1988 and New Zealand’s Privacy Act 2020. Our website has its own notice at fleeter.com.au/privacy. Last updated 25 October 2026.
Who decides about your information
If you signed up yourself, we collect your information and decide how it is used.
If an organisation (an employer, fleet or leasing provider) gave you access or added your details, that organisation decides what it records about you. We hold and process it on its behalf. Ask that organisation first about what it holds. We will help it answer you.
What we collect
| Kind | Examples | Where it comes from |
|---|---|---|
| Account details | Name, work email, phone, role, organisation, ABN or NZBN | You, or the organisation that invited you |
| Sign-in and use records | Sign-in times, IP address, browser, actions taken in the account | Your use of the product |
| Vehicle and fleet records | Vehicles, VINs, registrations, odometer readings, fuel and charging purchases, bills, service records, uploaded documents | You, your organisation, or providers it connects (fuel cards, telematics, workshops) |
| Driver and employee details | Name, contact details, date of birth, address, licence details, salary and package figures, pay deductions | Your organisation, when it uses driver, novated lease or salary packaging features |
| Trip and location records | Trip start and end points, distance, time, logbook entries | Telematics devices or apps your organisation connects, or entries you make |
| Payment details | Bank account details for payment instructions, shown masked | Your organisation, when it uses payment features |
| Identity and credit records | Copies of driver licences and other identity documents uploaded as evidence; credit scores and credit evidence recorded for a finance quote | Your organisation, when it uses driver, heavy vehicle or finance features; a dealership verifying its business |
| Assistant conversations | Questions you ask, files you attach, answers given | You, when you use the AI assistant |
We do not collect tax file numbers. If you choose not to give us something, some features will not work. For example, we cannot work out a lease deduction without the package figures.
Why we use it
- To run the product: sign you in, show your records, do the calculations you ask for and send the notices you or your organisation set up.
- To keep it secure: prevent misuse, investigate problems and keep an audit trail of who did what.
- To support you and improve the product, using records of how features are used.
- To meet our legal obligations.
We do not sell personal information. We do not use it for advertising or to build profiles for others. Location records are used only for the trip, logbook and cost features your organisation turns on.
Who we share it with
- Service providers that run parts of the product for us, listed below. They act on our instructions.
- People and businesses you or your organisation ask us to share with, such as a financier, dealer, workshop or payroll provider.
- The Vehicle Passport registry, which records a vehicle's service and odometer history by VIN. It records no driver names, routes or locations.
- Authorities, when the law requires it.
Where it is held
| Service | What it does | Country |
|---|---|---|
| Application hosting | Runs the application | Australia (Sydney) |
| Database | Holds the records | Australia (Sydney) |
| File storage and email | Holds uploaded files; sends email | Australia (Sydney) |
| Web delivery | Delivers the web pages | Australia (Sydney); pages may pass through a global network |
| Sign-in | Checks who you are | United States |
| AI model providers | Answer questions in the AI assistant | The United States, and other countries where an approved provider runs, currently including China and Singapore |
We list the providers we use now, and where each runs, at fleeter.com.au/providers. We update that list when we add or change one.
We send information overseas only to the providers above, and only what each needs. Each is bound by contract to protect it. We send assistant requests only to providers that do not keep them or use them to train their models. Your organisation can turn the assistant off.
How long we keep it
We keep account records while the account is open. Fleeter staff can delete or de-identify your account data from 90 days after closure. Legal holds or a request to restore the account can delay this. We keep financial records for 7 years and other records for as long as the law requires.
Keeping it safe
We encrypt information in transit and in storage, limit access by role, and keep an audit trail of changes and of access to sensitive files. If a data breach is likely to cause serious harm, we will tell you and the regulator, as Australian and New Zealand law require.
Your rights
You can ask to see the personal information we hold about you, or to correct it. Email privacy@fleeter.com.au. We reply within 30 days in Australia and 20 working days in New Zealand. If your information is held for an organisation, we will pass your request to it and help it answer.
If you are not happy with our answer, you can complain to:
- Australia: the Office of the Australian Information Commissioner, oaic.gov.au
- New Zealand: the Office of the Privacy Commissioner, privacy.org.nz
Contact and changes
Privacy questions: privacy@fleeter.com.au. Fleeter Pty Ltd, ABN 23 702 344 394. When this notice changes, the date at the top changes too, and we tell account holders about changes that matter to them.