How Fleetwire collects, uses, discloses, and protects your information — and the rights you have over your data.
Fleetwire, LLC (“Fleetwire,” “we,” “us,” or “our”) provides this Privacy Policy (“Policy”) to explain how we collect, use, disclose, and protect your information when you use our services (“Service”), access our websites, APIs, or mobile applications (including iOS and Android apps), or interact with users of the Service. By doing so, you consent to the practices outlined here and agree to our Terms of Service, which this Policy complements.
We may update this Policy periodically, notifying you by revising the “Last Updated” date at the top of this page. Changes apply prospectively, and your continued use of the Service signifies acceptance. If you're using the Service for a company or legal entity, you confirm your authority to bind that entity to this Policy, and “you” refers to that entity.
We collect, use, and disclose two types of information: Personal Information and Non-Personal Information.
“Personal Information” is data directly linked to a specific person or entity, such as names, email addresses, usernames, passwords, company names, addresses, and payment details. We collect Personal Information about your customers that you share with us or that they provide through checkout forms, booking pages, or other interactions with the Fleetwire platform. We use this to deliver our Service, helping you process orders and serve your customers better. Fleetwire acts as a data processor for information you collect from your customers and as a data controller for information you provide directly to us.
“Non-Personal Information” is data that, on its own, isn't tied to a specific person or entity. We may compile Non-Personal Information into “Aggregate Data” for analysis. Fleetwire may anonymize Personal Information to create statistical or analytical data that no longer identifies an individual. This Policy doesn't limit our collection or use of Non-Personal Information or Aggregate Data, which we may share with third parties to improve our Service, understand customer needs, or for advertising and marketing purposes.
When you use our Service, we automatically collect certain details, including your IP address, access times, browser type, language, referring website addresses, operating system, account activity, and accessed files or pages.
You can ask us what Personal Information we're processing and why, if it's ever unclear. While using the Service, you'll have access to all data in your account and can request copies. You may also update any Personal Information to keep it accurate. You can withdraw consent to data processing where you've previously agreed, and you have rights to erasure and data portability: export your account data for your own use or another system, and after canceling the Service, request in writing that we not retain it on our servers.
Depending on how a Customer configures Fleetwire Services, additional information may be collected from end users, such as driver's license details, identification documents and verification results, insurance information, rental agreements and signatures, photos of vehicles taken at pickup and return, and vehicle and trip data from connected vehicles.
If you are a Fleetwire user (e.g., a rental operator), you must post a privacy policy on your website that complies with all laws applicable to your business. You're also responsible for obtaining your customers' consent for Fleetwire, LLC and third parties to use and access their Personal Information. This includes consent for any third-party integrations you enable through Fleetwire, including analytics, marketing, and data verification tools.
For sensitive Personal Information—such as data about political opinions, health conditions, racial or ethnic origin, trade union membership, religious or philosophical beliefs, or sexuality—you must secure affirmative, express consent from your customers before we or any third parties can use or access it. You must also ensure your own privacy policy discloses the use of Fleetwire as a processor or service provider, including any optional integrations you activate.
If you are a customer of a Fleetwire user, please refer to that user's privacy policy in addition to this one. We collect various types of information (“Customer Data”) about your customers to deliver the Services you rely on. This may include Personal Information like names, email addresses, phone numbers, and payment details. You're responsible for disclosing in your privacy policy what data you collect and informing your customers about Fleetwire's Privacy Policy. We use Customer Data to support your use of the Service, such as processing orders, authenticating users, and handling payments.
Fleetwire does not control the content, accuracy, or legality of the information Customers collect from their customers or renters and processes such information solely on behalf of the Customer providing the service.
This includes photos, videos, and notes taken during a rental, such as vehicle or item condition photos at pickup and return, whether the Customer or the renter uploads them. These may show people, license plates, or locations. They are collected on the Customer's behalf, and the Customer's own privacy policy explains how it uses and keeps them. Requests about them can go to the Customer directly or to us, and we will forward them.
Like many websites, we use cookies—small data files stored on your device—to collect information and enhance your experience. For example, cookies keep you signed in if you choose “Remember Me.” We never store your password in a cookie. We also use web beacons—electronic images in pages or emails—to track visits, usage stats, or email interactions.
Third parties may set cookies through our Service too. While we've aimed to list these accurately as of this Policy's date, we can't guarantee completeness due to their external nature. Check the third-party websites in our cookie descriptions for the latest details.
Fleetwire allows Clients to enable third-party integrations within their account or booking pages (e.g., Google Analytics, Meta Pixel, Mailchimp, Stripe, Axle). These services are provided and controlled by the Client, not Fleetwire. When a Client activates or configures these tools, they are solely responsible for:
Fleetwire facilitates these integrations as a service but does not control how they are used, nor does it access the data collected unless explicitly required for functionality or support. Clients are expected to review and comply with all third-party terms and privacy requirements. Fleetwire does not endorse or assume responsibility for third-party tools you enable. Disabling or removing an integration may be required to fully prevent ongoing data collection by that provider.
To opt out of targeted advertising, visit aboutads.info, networkadvertising.org/choices, or youronlinechoices.eu (Europe only) for more details and instructions. No further action is needed if you're okay with it.
We use your Personal Information to provide and improve the Service, process billing, fulfill requests, communicate with you about updates or promotions, send service-related notifications or alerts via email, SMS, or mobile push notifications, and track product engagement to enhance user experience. We also use Personal Information to administer beta and early-access programs, including managing sign-ups, sending program communications, distributing app builds, and reviewing feedback and feature requests. We also use information in a Customer's account to provide features that Customer turns on, such as importing bookings from forwarded emails, generating rental agreements, and assembling evidence for payment disputes.
You may opt out of marketing communications or usage tracking anytime by following the instructions in those messages or contacting support@fleetwire.io.
We don't sell or rent your Personal Information. We share it only as described in this Policy: with service providers who help us run the Service (see Subprocessors), with Partners and integrations a Customer chooses to enable (see Partners you enable), when required by law, or with your consent. Non-Personal Information and Aggregate Data may be shared as described in this Policy.
We may share Personal Information with third-party service providers to operate the Service, perform tasks like maintenance, database management, analytics, feature improvements, or payment processing, and analyze usage. In some cases, these third parties may be integrated or activated by Clients themselves, and any resulting data collection is governed by those parties' privacy policies.
We may disclose Personal Information to comply with legal obligations (e.g., court orders, subpoenas), meet regulatory requirements, protect Fleetwire, our affiliates, and staff in legal disputes, enforce our Terms of Service, prevent imminent harm, or address violations of laws or guidelines. When legally permitted, Fleetwire will make reasonable efforts to notify affected users before disclosing data in response to a government or legal request. If we're involved in a merger, acquisition, or sale of part or all of our business, we may share Personal Information with the involved company. You'll be notified if your data is transferred and subject to a significantly different privacy policy.
Fleetwire's own service providers (Mailchimp, Postmark). Fleetwire uses Postmark to deliver transactional email such as receipts, reservation notifications, and account messages; Postmark processes recipient email addresses and message content on our behalf. When you join the mobile app beta program, we also share your email address and platform preference with Intuit Mailchimp, our email marketing provider, so we can send you beta program communications such as install invitations and release announcements. Both providers process this information on our behalf under their own privacy policies. You can unsubscribe from beta program emails at any time using the link in any message; unsubscribing does not remove you from the beta program itself.
Fleetwire may send operational messages related to reservations, account activity, payments, system alerts, or security notifications via email, SMS, or mobile push notifications. These messages are considered service-related communications and may be sent even if you opt out of marketing messages.
Beta program participants may also receive program-related emails (such as build invitations and release notes); these can be unsubscribed from independently of transactional service notifications. Users may control push notification settings through their device settings and may opt out of marketing communications through the instructions included in those messages.
We take your information's security seriously and use reasonable measures to protect it from loss, misuse, unauthorized access, disclosure, alteration, or destruction. For sensitive data such as payment details, information is transmitted securely using encryption (SSL/TLS) directly to our payment processor, Stripe, and is not stored on Fleetwire servers. However, no online transmission or electronic storage is completely secure.
Your account and Service access are protected by a unique username and password. Keep your password confidential—don't share it with anyone. We'll never request it via unsolicited calls or emails. Fleetwire staff will only access your account data when necessary for support, maintenance, or troubleshooting, and such access is logged and restricted. You're responsible for all activity under your account or password. Fleetwire implements industry-standard safeguards including encryption in transit, access controls, and monitoring systems designed to protect Customer Data.
We're based in the U.S. If you're outside the U.S., your data may be transferred to and processed here, where privacy laws differ. By using the Service, you consent to this transfer.
If you are located in the European Economic Area (EEA), we process your Personal Information in compliance with the General Data Protection Regulation (GDPR). When transferring data, Fleetwire relies on safeguards such as Standard Contractual Clauses (SCCs) or other approved legal mechanisms recognized under GDPR or equivalent regulations. For transfers from the EEA, United Kingdom, or Switzerland, Fleetwire relies on Standard Contractual Clauses and equivalent mechanisms recognized by the European Commission to ensure adequate protection, including when transferring your data to the United States.
Our Service may link to external websites with privacy practices different from ours. If you share information with those sites, their privacy policies—not ours—apply. We encourage you to review the privacy policy of any website you visit.
Fleetwire, LLC doesn't store your payment information on our servers. Payments through our Service are processed via Stripe (stripe.com), a third-party provider. Stripe may collect details like your name, email address, address, and billing information to handle transactions on our behalf.
By submitting payment details or linking your Fleetwire account to an external payment service, you authorize us to use this information to process payments, confirm your identity, and ensure smooth transactions for the Service and related fees.
When using Fleetwire's mobile applications, we may collect additional information from your device, including:
This information is used solely to operate and improve Fleetwire Services, support identity verification processes, and enable operational features such as vehicle check-in, document scanning, and system notifications. Location and device permissions can be controlled through your device settings at any time.
Mobile App Beta Program. If you sign up for the Fleetwire mobile app beta program, we collect your platform preference (iOS, Android, or both) and any comments you choose to include with your sign-up, associated with your user account and company. If you submit feature requests or feedback through the beta program, we store the content of those submissions and our responses. When you use a beta version of the mobile app, we collect the device information described above (including device identifier, platform, app version and build, and last activity date) to show you your installed version, notify you of available updates, and diagnose issues.
Fleetwire uses Sentry, an error-monitoring service, to collect crash reports and diagnostic information when the Services or Mobile Apps encounter an error. This may include stack traces, device model and operating system version, app version, and technical context about the error. This information is used solely to identify, diagnose, and fix software defects, including during beta programs.
When a Customer connects its vehicles to Fleetwire through a vehicle manufacturer or telematics provider, we collect data reported by those vehicles, which may include:
We process this data on the Customer's behalf, as its processor or service provider, to show it in the Customer's dashboard, attach it to bookings, calculate mileage and charging fees, send alerts, and, when the Customer chooses, include it in evidence for a payment dispute. If you rented a connected vehicle, the rental business decides how this data is used, and its rental terms and privacy policy should tell you that the vehicle is connected. Vehicle data is kept while the Customer's account is active unless the Customer deletes it, and is then handled as described in Data retention.
Customers can connect independent partner companies, such as toll and violation management or fleet-management providers, to their Fleetwire account. A Partner receives data only after the Customer turns on that Partner's connection, and only the data the Partner needs for its service. This may include bookings, vehicle details (including license plates and VINs), trip dates and times, renter names and contact details, and payment status. Partners may also add charges such as tolls or violations to a booking.
Partners use this data under their own terms and privacy policies. A Customer can turn a connection off at any time, which stops further sharing. Data already shared stays with the Partner under its own policies. Customers are responsible for telling their renters about the partners they use.
When a Customer requires identity verification, renters may be asked to photograph a government ID and take a selfie. These images are collected and processed by our identity-verification provider (Stripe Identity) to confirm the ID is genuine and matches the person. The provider may create facial geometry data for that comparison and handles it under its own privacy policy and retention rules. Fleetwire receives the verification result, the ID details needed for the rental (such as name, date of birth, license number, and expiration date), and links that let the rental business view the ID and selfie images, which stay hosted by the provider. We do not receive or store facial geometry data.
When a Customer requires insurance verification, renters may connect their insurance account through our insurance-verification provider (Axle), which shares policy details such as carrier, coverage, and dates with Fleetwire for that rental.
The Customer decides whether to require these checks and is responsible for obtaining any consent the law requires before a renter is verified.
Some features use a third-party AI model provider (currently OpenAI) to draft content, such as vehicle listing descriptions and payment-dispute narratives. To do this, we send the provider only the information needed for that request, such as vehicle details or a summary of the booking and dispute. We configure these requests so the provider does not store them for model training. Fleetwire does not use Customer Data to train AI models. We keep a record of AI requests and their results for up to 60 days to monitor quality, cost, and abuse.
Fleetwire and the businesses that use it may send text messages about reservations, payments, verification codes, and account or security alerts. Customers send messages to their renters through Fleetwire and are responsible for having their renters' consent to receive them. Message frequency varies, and message and data rates may apply. Reply STOP to stop receiving messages, or HELP for help. Opting out of marketing messages does not stop essential messages such as verification codes, unless you reply STOP. We use our SMS provider (Twilio) to deliver messages and to check that phone numbers are valid. We do not sell or share mobile numbers or SMS opt-in consent with third parties for their marketing.
On fleetwire.io, our sign-up pages, and our public pages, we use analytics and advertising tools (such as Google Analytics/Google tag and advertising-platform conversion tags) to understand how visitors find us and whether our ads lead to sign-ups. When you create an account, we may record how you arrived (for example, the ad or campaign) and send a conversion event to the ad platform. These events use pseudonymous identifiers and do not include the contents of your account. You can limit this using the opt-out links above, your browser's tracking settings, or by contacting us. These tools are separate from any analytics a Customer adds to its own booking pages, which are described under Third-party integrations.
We keep Customer Data while the Customer's account is active. After an account is closed, we may delete it starting 12 months after closure, unless the law requires us to keep it longer. Some records follow their own schedules even while an account is active, for example:
Backups may hold deleted data for a limited time before they are overwritten.
We use these service providers to run Fleetwire. Each is bound by written terms to protect the data it handles. Customers also choose optional integrations (such as their own payment processor, connected-vehicle providers, and Partners) that are not listed here because the Customer enables them.
We update this list when we add or replace a subprocessor. Questions: support@fleetwire.io.
If you're a California resident, the California Consumer Privacy Act (CCPA), as amended, lets you request access to the personal information we've collected about you, including specific pieces and categories. We'll provide this in a usable format where possible, detailing why we collected it and which third parties it's shared with.
You can also request deletion of your information. However, we may need to keep some data to comply with laws, prevent fraud, collect fees, resolve disputes, process claims, troubleshoot issues, assist with investigations, conduct audits, enforce our Terms of Service, or meet other legal requirements. To submit a CCPA request, email us with your full name, the email tied to your Fleetwire account, and the request type (access or deletion). We'll verify your identity, possibly asking for government-issued ID. You can authorize an agent to submit on your behalf. Submitting a CCPA request won't affect your pricing or service level.
Our Service is not directed to, and we do not knowingly collect personal data from, anyone under 13 years of age. If we learn we have, we'll delete it promptly. Contact us if you believe we've collected such data.
Under GDPR, CCPA, and similar data protection laws, you have the right to access, correct, delete, restrict processing, and export your personal data. Fleetwire honors these rights worldwide. Requests can be sent to support@fleetwire.io. If you rented from a business that uses Fleetwire, that business controls your rental information. We'll forward requests about it to them, and you can also contact them directly.
To exercise any of your data rights, or if anything here is unclear, reach out — we're happy to help.