Privacy Policy

This Privacy Policy explains how FleetRun(“FleetRun”, “we”, “us”, “our”), a product operated by SoftIndex, collects, uses, shares and protects personal data when you use the FleetRun web dashboard at fleetrunhq.comand the FleetRun driver mobile app (together, the “Service”).

FleetRun is an operations platform for coach, bus and minibus hire operators. It is a business-to-business (B2B) product used by transport operators and their staff. It is not intended for use by the general public or by children.

1. Who we are & our role under data protection law

SoftIndex is the provider of the FleetRun Service. Our roles under the UK General Data Protection Regulation (“UK GDPR”) and the EU General Data Protection Regulation (“GDPR”) differ depending on the data in question:

• We are a data controller for account and platform data — the personal data of the operators and staff who sign up for and administer FleetRun (for example, the names, email addresses and login credentials of account owners, dispatchers and drivers), our billing relationship, and analytics about how the Service itself is used.
• We are a data processor for the operational data an operator enters into FleetRun about theirbusiness — most importantly the personal data of the operator’s own end customers (passengers and booking contacts). The operator is the controller of that data; we process it on their behalf and under their instructions, as governed by our customer agreement and Data Processing Terms.

Where FleetRun acts as a processor, individuals (such as an operator’s customers) should direct privacy requests to the operator they booked with. We will assist that operator in responding.

2. The data we collect

2.1 Account & profile data

• Company / organisation name and business details
• Names, email addresses, phone numbers and job roles of account owners, dispatchers, office staff and drivers
• Login credentials (passwords are stored only as secure one-way hashes by our authentication provider)
• Driver profile details entered by the operator (e.g. licence categories, CPC and document expiry dates)
• Uploaded company logo and branding used on your quotes, invoices and emails

2.2 Operational data entered by operators

• Customer / CRM records — customer name, email, phone, organisation and booking history
• Jobs and bookings — pickup and drop-off addresses, dates and times, passenger numbers and trip notes
• Vehicles, maintenance records and compliance documents
• Driver hours and tachograph files uploaded for analysis
• Messages exchanged between office staff and drivers

2.3 Driver location data

When a driver is assigned to a live job and location sharing is enabled, the FleetRun driver app records the vehicle’s GPS position (latitude, longitude, accuracy, heading and speed) — including while the app runs in the background during a journey. This powers the live ops board, driver tracking, customer arrival tracking and proof of the journey run.

• Location is shared in the context of employment, to fulfil a booked transport job.
• Drivers are shown when tracking is active and can control sharing via the driver app’s location settings.
• Raw GPS breadcrumb points are automatically pruned on a rolling 90-day retention window.

2.4 Photos & media

The driver app and dashboard let users capture and upload images, including:

• Vehicle walkaround / safety-check photos and defect photos
• Expense receipt photos
• Proof-of-delivery / proof-of-completion photos
• Incident photos
• Message attachments

2.5 Payment data

Subscription and any card-payment processing is handled by Stripe. We do not store full card numbers. We retain limited billing metadata (such as your plan, vehicle count, invoices and payment status) needed to run your subscription and meet accounting obligations.

2.6 Technical, usage & diagnostic data

• Device, browser and operating-system information, IP address and approximate region
• Product-analytics events (pages and features used) via PostHog — session replay is disabled
• Error and performance diagnostics via Sentry to help us find and fix bugs
• Essential cookies and similar technologies needed to keep you logged in and secure

3. Why we use your data & our legal bases

4. Sharing your data & our subprocessors

We do not sell your personal data. We share data only with service providers (“subprocessors”) that help us run FleetRun, under contracts that require them to protect it and use it only on our instructions:

We may also disclose data where required by law, to enforce our terms, or in connection with a merger, acquisition or sale of assets (in which case we will notify affected customers).

5. International data transfers

FleetRun is a UK-origin product used across multiple countries. We host core data in the EU region. Where personal data is transferred outside the UK or EEA (for example to a subprocessor), we rely on appropriate safeguards such as UK International Data Transfer Agreements, the EU Standard Contractual Clauses, and adequacy decisions where available.

6. Data retention

• Account & operational data: retained for as long as your organisation has an active account, then handled as described in the Deleting your account section below.
• Raw driver GPS breadcrumbs: automatically deleted on a rolling 90-day window.
• Invoices, payment records and compliance documents: retained for the periods required by tax, accounting and transport regulations (for example, HMRC generally requires business financial records to be kept for 6 years), even after account deletion.
• Diagnostic and analytics data: retained on a shorter, rolling basis.

7. Your rights

Subject to applicable law, you have the right to access, correct, delete, restrict or object to the processing of your personal data, to data portability, and to withdraw consent where we rely on it. You also have the right to lodge a complaint with a supervisory authority — in the UK, the Information Commissioner’s Office (ICO) at ico.org.uk.

If you are a customer of an operator that uses FleetRun, please direct your request to that operator, as they control your data. Account holders can exercise their rights by contacting us at privacy@softindex.co.uk, or manage and delete data directly in the app. See the Delete your account page for how deletion works.

8. Cookies & analytics

We use strictly necessary cookies to keep you logged in and to secure the Service. We use privacy-conscious product analytics (PostHog, EU host, session replay disabled) to understand how features are used and improve them. We do not run third-party advertising trackers.

9. Security

We use industry-standard measures to protect your data, including encryption in transit, access controls, tenant isolation (row-level security so operators can only see their own data), and hosting with reputable providers. No system can be guaranteed 100% secure, but we work continuously to protect your information.

10. Children

FleetRun is a workplace tool intended for business users aged 18 and over. It is not directed at children, and we do not knowingly collect personal data from anyone under 18.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes we will update the “Last updated” date above and, where appropriate, notify account holders.

12. Contact us

For any privacy question or to exercise your rights, contact us at privacy@softindex.co.uk. SoftIndex is based in the United Kingdom (softindex.co.uk).