LogFleetIQ

2.1 Account Information

When your organization creates an account, we collect:

• Full name and email address
• Phone number (optional)
• Driver license information (for driver accounts)
• Authentication credentials (stored securely using industry-standard encryption)

2.2 Vehicle and Fleet Data

To provide fleet management services, we collect:

• Vehicle identification (license plate, make, model)
• GPS position data from installed tracking devices
• Vehicle telemetry (speed, ignition status, odometer readings)
• Fuel consumption records
• Maintenance history

2.3 Location Data

Our mobile apps request access to your device’s location only “While Using the App”. In the LogFleetIQ app (management), location is used to show your position on the map and is not stored on our servers. In the LogFleetIQ Driver app, location is read once at the moment the driver starts or ends the route and when a fuel or AdBlue fill is recorded; that position is sent and stored with the record so that the company can check it. Neither app tracks the phone in the background.

2.4 Push Notification Tokens

We collect device push notification tokens to send you alerts about vehicle events, geofence violations, company messages and reminders, and other fleet-related notifications. Notifications are delivered through Google’s Firebase Cloud Messaging service. You can disable notifications at any time through your device settings.

2.5 Photos and Files

In the LogFleetIQ Driver app, the driver takes photos with the camera to document records: the vehicle dashboard (kilometres), the receipt, the pump and the fuel gauge, AdBlue fills and the vehicle check. Photos are sent and stored with the record and may be read automatically to extract values such as kilometres or litres. In the LogFleetIQ app (management) and on the web platform, documents (PDF or image) can be attached to messages and compliance records, as can the workshop invoice of a maintenance job, as a PDF or photographed with the camera. When the user asks for it (“Read the invoice”), the invoice may be read automatically to fill in its number, date, amounts and lines, which the user checks before saving. We only access the photos and files the user takes or chooses in the app.

2.6 Vehicle Checklist Signature

In the LogFleetIQ Driver app, when taking over a vehicle, the driver signs with their finger on the screen at the end of the vehicle checklist; without the signature, the checklist cannot be confirmed. We store the image of the signature and the time at which the driver confirmed the checklist on the phone. The signature confirms the condition of the vehicle recorded in the checklist (answers, kilometres, notes and photos) and gives the company evidence of who received the vehicle and in what condition. It is a plain image: it is not used for biometric identification or for automated decisions. It is sent over an encrypted connection and stored in the platform's database, with the checklist; without a network connection, it waits in the app's private storage, which is excluded from the phone's backups, until it is sent, and it is not kept in the checklist draft. Only the company's authorised users (fleet managers, administrators and other users with read access to the fleet) can see it, on the web platform and in the LogFleetIQ app (management); it is not shared with third parties. It is kept with the checklist while the company's account is active and deleted with the account's data no later than 90 days after the account is closed (section 7).

2.7 Messages and Company Rules

We store the messages exchanged between the company and its drivers (text, attachments, replies and read date) and the record of acknowledgement of the company rules (who confirmed, when and which version).

2.8 Technical Access Data

When you use the apps or the website, we record the IP address, the date and time of each access, and the version and operating system of the app (Android or iOS). We use this data to keep accounts secure, for example to limit repeated sign-in attempts, and to diagnose problems. When one of the mobile apps hits an unexpected error or closes because of a crash, it sends a crash report to Google’s Firebase Crashlytics service, with the error and the stack trace (the point in the code where it happened), the screen or operation in progress, the phone’s model and operating system, the app version and an installation identifier created by Crashlytics. The report does not include your name, e-mail address, registration number or positions, and it is not linked to your account: we use it only to find and fix errors in the apps.

2.9 Sign-up Requests

When a company asks to join on the public form, we collect the name, e-mail address (confirmed with a code) and phone number of the person responsible; the company's name, tax number, address, website and fleet size; the company's documents and the representative's identification, which we store encrypted; and the IP address, the country the request comes from, the browser and the acceptance of the terms. We use this data to assess the request before creating the account (pre-contractual steps), and only LogFleetIQ's operators can see it. The anti-robot check is done by Cloudflare (Turnstile) and the tax number is confirmed in VIES, the European Commission's VAT number validation system. Through the «Request a demo» form of the logfleetiq.com website we collect the name, company, e-mail address, phone number, country, number of vehicles and message, only to arrange the demo, with the same anti-robot check.

2.10 Payslips

When the company uses the platform to send payslips, an administrator or fleet manager uploads the month's PDF, with the employees' salary data (pay, deductions, net pay, tax and social security numbers). Each page is stored encrypted and read automatically to propose the driver it belongs to: the name, tax number, net amount and month read are encrypted too, and the manager confirms them before sending. The payslip reaches the driver in the LogFleetIQ Driver app and, if the company wants, the personal e-mail address on their record, with replies going to whoever sent it. Only the driver and the company's administrators and fleet managers see the payslips; the sending and the opening are kept in the activity log. A corrected payslip replaces the previous one, which stays stored, marked as replaced, and no longer appears in the app.

2.11 Driver Registration

The company registers its drivers on the platform and each driver completes their registration in the LogFleetIQ Driver app (or the company does it on the web platform): mobile number, personal e-mail address, emergency contact (another person's name and phone number), status (Portuguese or EU national, or residence permit), the number and expiry of the identity document and, where applicable, of the residence permit, the number, categories and expiry of the driving licence, tax number (NIF), social security number (NISS), address and date of birth and, for the payment of the salary, the IBAN and BIC, with the files of the documents (identity document, residence permit, driving licence, proof of address and proof of IBAN). These data and files are stored encrypted; the licence number is also stored as a fingerprint (hash) that prevents the same number on two of the company's drivers. Only the driver and the company's administrators and fleet managers can see them, and downloads of the documents are kept in the activity log. The company uses them for the employee's registration, the employment contract, the payment of the salary and the documents' expiry warnings, and may send the employee details and the documents by e-mail, on hiring and on termination, to the HR or accountants' addresses it chooses. An integration of the company with the «drivers:write» scope may register drivers and fill in their registration through the API.

2.12 Date of Birth and Birthday Messages

If the company switches on the birthday message, each active driver receives a message from the company on their birthday in the LogFleetIQ Driver app and at the personal e-mail address of their registration, with their first name. If the company also switches on the team message, the other active drivers receive in the app the names of those whose birthday it is that day (without the date of birth or the age), and the colleagues' replies reach the person whose birthday it is. The date of birth is only used for this and for the employee's registration.

2.13 Employment Contracts

The company may issue the driver's employment contract on the platform: the company's text filled in with the company's and the employee's details (name, tax number, social security number, address and identity document) and the terms (job, pay, meal allowance and dates), signed and stamped by the company (images of the representative's signature and of the stamp). The driver reads and signs it in the LogFleetIQ Driver app, with their finger on the screen; we store the signed PDF, with the time of signing, the IP address, the operating system and the app version, and its fingerprint (SHA-256), which proves it has not been changed. The terms, the signature images and the PDFs are stored encrypted. The driver receives their copy of the signed contract at the personal e-mail address of their registration and can see it in the app. Only the driver and the company's administrators and fleet managers can see the contracts.

2.14 Driver Applications

A company may have a public application page on the platform (app.logfleetiq.com/…/candidatura/…). The candidates' data belong to the company, which is the controller of their processing, and LogFleetIQ processes them on its behalf; the page names the company and its data protection contact. The candidate reads the company's working conditions and confirms having read them, with their name, mobile number and, optionally, e-mail address; we store the text they read, its version, the time and the IP address (encrypted). If they want to go on, they send the details for the employee registration (those of section 2.11 plus marital status, dependants, nationality, the country that issued the driving licence and notes) and the documents for their status, which are stored encrypted. Only the company's administrators and fleet managers can see the applications; the company's HR receives an e-mail notice of each new application, with only the candidate's name and the link. If the candidate is hired, the company may create the driver's registration from the application.

7.1 How to Request Account Deletion

To request deletion of your LogFleetIQ account (mobile apps LogFleetIQ, package pt.logfleetiq.app, and LogFleetIQ Driver, package com.logfleetiq.logfleetiq_driver, and web platform app.logfleetiq.com), follow these steps:

• Send an email to [email protected] with the subject “LogFleetIQ Account Deletion”
• State the email address of the account to be deleted and your organization name
• You will receive confirmation within 5 business days; full processing completes within 30 days
• Data deleted immediately: authentication credentials, user profile, push notification tokens, photos attached by the user
• Data retained for 90 days after termination, for legal and accounting reasons: historical fleet records (including vehicle checklists, with the driver's signature), vehicle telemetry, billing records
• After 90 days, all personal data is permanently and irreversibly deleted