Getting started
Security and data protection
Data control in practical terms: hosting in Germany, role-based access, retention periods, data processing on behalf of customers, subprocessors and data exports.
Why it matters
Fleet data can also be personal data
Trips, driving licences and fine cases relate to people. Anyone collecting that data must be able to explain where it is held and when it is deleted.
Today
Scattered across four systems
The driver list sits in a folder, receipts in an inbox and deadlines in a spreadsheet on one computer. No one has a reliable view of who can access what.
The result
A data request becomes a search exercise
When a driver asks what data is held about them, the hunt begins. Information that first has to be found is not readily accessible.
The standard
One place, one rule
Every entry is linked to a vehicle and a role, with a defined purpose and a retention period.
Legal basis
Three commitments you can rely on
No wall of certificates. Just controls you can verify in day-to-day operations.
Operated in the Frankfurt data centre
The database and files are held in the Frankfurt (EU) data centre. Where third-party services are required, we name them below.
Roles instead of blanket access
Fleet management, leadership and accounting use the same vehicle record but do not see the same fields. Access follows each person's responsibilities.
Retention periods instead of indefinite storage
Data is deleted once it has served its purpose rather than being kept indefinitely. The next section gives an example.
Security
Only what you can verify.
No wall of certificates. Trips, driving licences and fine cases relate to people, so anyone collecting them must say when the data will be deleted.
Illustrative image — not a real customer job
An example, not a blanket promise
Three years by default
Anyone who drives a pool vehicle appears in its usage history. Every driver change is timestamped. By default, the driver assignment is deleted three years after the usage period ends, unless a fine case is still open. The period can be configured.
Proof
Evidence is never guessed
If someone asks who drove a vehicle at a particular time and there is no matching entry, the answer is ‘Pool, unknown’, not ‘probably’. Guesswork helps neither you nor the driver.
Other parties with access
Every third-party provider is named
Modern platforms rely on third parties. What matters is naming them clearly.
Data processing agreement
You remain the controller
Your company remains the controller and we process data on your behalf. The processing agreement establishes that relationship from the outset.
On-site service partners
Only the assigned job
A service partner sees the vehicle, location and time window for their job, but not your costs, drivers or the rest of your fleet.
Next step
Test it with your own fleet
Data protection is proven in the workflow, starting with the first vehicle you add.
How onboarding works
Import the fleet, assign roles and create the first job. Four steps over two weeks. See onboarding and rollout
What falls through the gaps without a system
Calculate the cost of managing a fleet manually. What does doing nothing cost?
This is not legal advice. References to standards and retention periods are for guidance; applicable law, your contracts and operational practice remain decisive. Binding details on processing, subprocessors, data retention and deletion are set out in the data processing agreement.
Your fleet. Handled.Start with a vehicle.
Build your fleet recordControl and evidence
Limit access, trace changes and take your data with you.
Security does not end at login: scope rules are enforced server-side, evidence carries a checksum and exports remain available.
Audit log
Relevant administration changes remain traceable with time and acting person.
Scoped permissions
Users see only vehicles and activity within their organisational scope.
SHA-256 checksums
Evidence can be verified against its stored checksum.
Data export
Company data can be provided in the available export formats.
Subprocessors
The current list of service providers is documented publicly.