Privacy Policy

1. Information We Collect

We collect the following categories of information to deliver and improve FleetWarden services:

Account and contact information. Name, email address, company name, phone number, fleet size, and other details you provide when creating an account, submitting a contact form, or communicating with us.

Vehicle and device data. GPS coordinates, vehicle speed, heading, ignition state, device identifiers, firmware versions, and connectivity status collected from edge devices installed on your vehicles.

Security event data. Intrusion detection events, geofence breach alerts, alert acknowledgments, arm and disarm actions, and related metadata generated by the FleetWarden system.

Evidence media. Photographs and short video clips captured by edge devices during security events, including pre-event and post-event footage windows.

Usage data. Information about how you interact with the FleetWarden dashboard and mobile app, including pages viewed, features used, session duration, browser type, and device type.

Communication data. Records of support requests, emails, and other communications you send to us.

2. How We Use Your Information

We use collected information for the following purposes:

Service delivery. To operate FleetWarden, including processing GPS telemetry, running intrusion detection, routing alerts, storing evidence, generating incident reports, and providing dashboard and mobile app functionality.

Alert routing. To deliver security notifications via SMS, voice call, push notification, or dashboard events based on your configured preferences.

Incident documentation. To create evidence packages containing timestamps, GPS trails, and captured media for use in insurance claims, law enforcement coordination, or internal review.

Service improvement. To analyze aggregated usage patterns, diagnose technical issues, and improve the reliability and performance of FleetWarden.

Communication. To respond to your inquiries, send service-related notices, and provide onboarding and support.

Legal compliance. To comply with applicable laws, regulations, and legal processes.

3. Information Sharing

We do not sell, rent, or trade your personal information. We may share information in the following limited circumstances:

Service providers. We work with third-party providers for infrastructure hosting and security operations (such as Cloudflare), communications (such as Resend for contact-form email delivery, Twilio for SMS and voice, Firebase for push notifications), and cloud storage. These providers process data only as necessary to perform their services and are bound by confidentiality obligations.

Law enforcement. We share vehicle location data or evidence with law enforcement only when you, as the customer, explicitly initiate that sharing (for example, by generating a live tracking link during an active theft). We may also disclose information if required by law, subpoena, court order, or other valid legal process.

Insurance. Incident reports are shared with insurance providers only when you export and transmit those reports yourself.

Business transfers. In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4. GPS and Location Data

FleetWarden collects vehicle GPS location data to provide real-time fleet tracking, geofence monitoring, and incident response coordination. Location data is sampled at least every 5 seconds while vehicles are moving and at reduced intervals while stationary.

Vehicle location data is accessible only to authorized users within your fleet organization based on their assigned role. FleetWarden is a fleet security monitoring tool. We do not use vehicle location data for driver performance scoring, speed monitoring, or behavioral profiling.

If you generate a law enforcement live tracking link, the linked location data is accessible to anyone with the link URL for the duration you specify. You are responsible for sharing that link only with intended recipients.

5. Video and Image Data

Edge devices capture photographs and short video clips only during detected security events (such as intrusion alerts). Cameras are not continuously recording or streaming. Captured media is stored securely in cloud storage with access restricted to authorized users within your fleet organization.

Evidence media is retained according to your plan and configuration settings. You may export or delete evidence media through the FleetWarden dashboard. Deleted media is permanently removed from our systems within 30 days.

6. Data Security

We implement technical and organizational measures to protect your information, including:

TLS encryption for all data transmitted between edge devices, the FleetWarden platform, and client applications. Encryption at rest for sensitive records and evidence media. Role-based access controls with fleet-scoped data isolation to prevent cross-tenant data access. Authenticated API endpoints and session management. Regular security reviews of infrastructure and application components.

While we take reasonable steps to protect your data, no system is completely secure. We cannot guarantee absolute security of your information.

7. Data Retention

Account data. Retained for the duration of your active subscription plus 90 days after cancellation to allow for account reactivation or data export.

Vehicle telemetry. GPS and device health data is retained for the period specified in your service plan, after which it is automatically purged.

Evidence media. Retained according to your plan configuration. You may delete evidence at any time through the dashboard.

Incident reports. Retained for the duration of your subscription. Exported reports are under your control and outside of our retention policies.

After the applicable retention period, data is permanently deleted from our active systems and backups within 30 days.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

Access. Request a copy of the personal information we hold about you.

Correction. Request correction of inaccurate or incomplete information.

Deletion. Request deletion of your personal information, subject to legal retention requirements.

Data portability. Request your data in a structured, commonly used format.

Opt-out. Opt out of non-essential communications at any time.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Cookies and Analytics

The FleetWarden marketing website may use essential cookies for site functionality. We do not use third-party advertising trackers. If we introduce analytics tools, they will be used solely to understand aggregate usage patterns and improve our services.

10. Children's Privacy

FleetWarden is a commercial fleet security service and is not directed at individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 13, we will delete it promptly.

11. International Data Transfers

If you access FleetWarden from outside the United States, your information may be transferred to and processed in the United States, where our servers are located. By using our services, you consent to the transfer of your information to the United States.

12. Changes to This Policy

We may update this privacy policy from time to time. If we make material changes, we will notify you via email or through the FleetWarden dashboard at least 30 days before the changes take effect. Continued use of FleetWarden after the effective date of changes constitutes your acceptance of the updated policy.

13. Contact Us

If you have questions about this privacy policy or our data practices, contact us at:

R2F Systems, Inc.
Email: [email protected]