Privacy Policy

At FleetHisab ("we", "us", or "our"), operated by Bhavna Infotech, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application ("FleetHisab App"), website (fleethisab.in), and related services (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Services.

1. Information We Collect

1.1 Personal Information

When you create an account and use FleetHisab, we collect the following personal information:

• Phone number: Required for account creation and OTP-based authentication. This is your primary identifier on our platform.
• Full name: Used to personalize your experience and appear on reports and documents.
• Email address (optional): Used for sending reports, receipts, and important account notifications if you choose to provide it.
• Business name and address (optional): Used for generating professional reports and invoices for your fleet operations.
• Language preference: We store your preferred language (Hindi, English, or Gujarati) to display the app in your language.

1.2 Fleet and Operational Data

To provide our fleet management services, we collect and process:

• Vehicle registration numbers: Used to identify your trucks and fetch compliance data from the government Vahan database via authorized API services.
• Expense and receipt data: Including amounts, dates, vendor names, categories (diesel, toll, maintenance, etc.), and receipt images that you scan using our OCR feature.
• Trip information: Origin, destination, distances, and associated expenses for each trip you record.
• Driver information: Names, phone numbers, and PINs for drivers you add to your fleet. Driver PINs are stored securely and are not accessible to FleetHisab staff.
• Compliance document data: Expiry dates for PUC, Fitness Certificate, Insurance, Permit, Road Tax, and Registration Certificate fetched from the Vahan/Surepass system.
• EMI and loan details: If you use our EMI tracking feature, we store loan amounts, EMI schedules, and payment records you enter.

1.3 Device and Usage Information

We automatically collect certain information when you use our app:

• Device information: Device model, operating system version, unique device identifiers, and app version number.
• Usage data: Features you use, screens you visit, actions you take, and time spent in the app. This helps us understand how to improve FleetHisab.
• Crash logs and diagnostics: If the app crashes, we collect crash reports and diagnostic data to identify and fix bugs.
• Network information: Connection type (WiFi, mobile data) and sync status to manage offline data synchronization.
• Camera access: We access your device camera only when you use the OCR receipt scanning feature. We do not access your camera in the background.
• Location data: When a driver records an expense, we capture the GPS coordinates (latitude and longitude) at the time of recording. This is used to verify expense locations and is stored alongside the expense record. Location access is requested only when needed and is not tracked continuously.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing our Services: To operate the FleetHisab app, manage your fleet data, process receipts via OCR, track expenses, and generate reports.
• Authentication and security: To verify your identity via OTP, secure your account, and prevent unauthorized access.
• Compliance alerts: To fetch vehicle compliance data from the Vahan database and send you timely WhatsApp and push notification alerts before your documents expire.
• Data synchronization: To sync your offline data with our servers when internet connectivity is available, ensuring your data is backed up and accessible across sessions.
• Customer support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
• Improving our Services: To analyze usage patterns, identify bugs, and develop new features that better serve Indian fleet owners.
• Communications: To send you important account updates, service notifications, and subscription-related messages. We will never send unsolicited marketing messages without your consent.
• Legal compliance: To comply with applicable laws, regulations, and legal processes under Indian law.

3. Data Storage and Security

We take the security of your data seriously and implement multiple layers of protection:

• Encryption: All data transmitted between the FleetHisab app and our servers is encrypted using TLS 1.2 or higher (HTTPS). Sensitive data stored in our database is encrypted at rest.
• Indian servers: All your data is stored on secure servers located in India, in compliance with Indian data protection regulations. We do not transfer your data outside of India.
• Access controls: Only authorized personnel at Bhavna Infotech have access to user data, and only on a need-to-know basis for providing customer support or maintaining the service.
• No plain-text storage of credentials: OTPs expire after 5 minutes and are not stored after verification. Driver PINs are securely hashed before storage.
• Regular security audits: We conduct periodic security assessments and vulnerability testing to ensure our systems remain secure.
• Financial data protection: Your expense data, receipt images, and financial records are never shared with or sold to any third party. This data is exclusively used to provide you with the FleetHisab service.

4. Third-Party Services

FleetHisab uses the following third-party services to provide and improve our platform. Each service has its own privacy policy governing how it handles data:

• Firebase Analytics and Crashlytics (Google): We use Firebase to collect anonymous usage analytics and crash reports. This helps us understand app performance and fix issues. Firebase may collect device identifiers and usage data. Firebase Privacy Policy
• Razorpay: We use Razorpay to process subscription payments. When you make a payment, Razorpay processes your payment information directly. We do not store your credit card numbers, debit card numbers, or UPI IDs on our servers. Razorpay Privacy Policy
• Surepass / Vahan API: We use Surepass, an authorized API provider, to fetch vehicle compliance data (PUC, Fitness, Insurance, Permit, Tax, RC expiry dates) from the government Vahan database. We send only your vehicle registration number to this service. The response data is stored in our database to provide compliance tracking. Surepass Privacy Policy
• WhatsApp Business API: We use the WhatsApp Business API to send you compliance alert notifications. We send messages only to the phone number you registered with and only for alerts you have opted into.
• Google ML Kit (on-device): Our OCR receipt scanning uses Google ML Kit Text Recognition, which runs entirely on your device. No receipt images or scanned text are sent to Google. All OCR processing happens locally on your phone.

5. Your Rights

You have the following rights regarding your personal data:

• Right to access: You can request a copy of all personal data we hold about you. Contact us at support@fleethisab.in and we will provide your data within 30 days.
• Right to correction: You can update or correct your personal information (name, email, business details) directly in the app settings at any time.
• Right to deletion: You can request deletion of your account and all associated data. Use the "Delete Account" option in the app settings or email us at support@fleethisab.in. Upon account deletion, all your personal data, fleet data, expense records, and receipt images will be permanently deleted from our servers within 30 days.
• Right to data portability: You can export your fleet data, expense records, and reports in PDF or Excel format from the app or the web dashboard at any time.
• Right to opt-out: You can opt out of WhatsApp alerts and push notifications from the app settings. Note that opting out of all notifications means you will not receive compliance expiry alerts.

6. Data Retention

• Active accounts: We retain your data for as long as your account is active and you continue to use our Services. Your fleet data, expenses, receipts, and compliance records are stored to provide you with historical reporting and analytics.
• Inactive accounts: If your account is inactive (no login) for 12 consecutive months, we may send you a notification before archiving your data. Archived data can be restored upon reactivation.
• Deleted accounts: When you request account deletion, all your personal data, fleet data, expense records, receipt images, and associated information are permanently deleted from our servers within 30 days. Backup copies may exist for up to 90 days for disaster recovery purposes, after which they are also permanently deleted.
• Legal retention: We may retain certain information as required by Indian law, such as transaction records for tax and accounting purposes, for the legally mandated retention period.
• Anonymized data: We may retain anonymized, aggregated data (which cannot identify you) for analytics and product improvement purposes indefinitely.

7. Children's Privacy

FleetHisab is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. Our Services are designed for fleet owners and commercial vehicle operators, who are by nature adults engaged in business activities.

If we become aware that we have inadvertently collected personal information from a child under 18, we will take immediate steps to delete such information from our servers. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at support@fleethisab.in so we can take appropriate action.

8. Cookies and Tracking Technologies

Our website (fleethisab.in) uses minimal cookies and tracking technologies:

• Essential cookies: Required for the website to function properly, such as session management and security tokens.
• Analytics cookies: We use basic analytics to understand how visitors use our website, including page views, traffic sources, and device types. This data is aggregated and anonymous.
• No advertising cookies: We do not use any advertising or remarketing cookies. We do not serve targeted advertisements based on your browsing behavior.

Our mobile app does not use cookies but may use similar technologies (such as local storage) to maintain your login session and app preferences.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes:

• We will update the "Last updated" date at the top of this policy.
• For significant changes, we will notify you via a push notification in the app and/or an email to your registered email address.
• We will provide a summary of key changes so you can quickly understand what has been updated.
• Your continued use of our Services after the updated policy takes effect constitutes your acceptance of the changes.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

10. Consent

By visiting our Platform or by providing your information, you consent to the collection, use, storage, disclosure and otherwise processing of your information on the Platform in accordance with this Privacy Policy. If you disclose to us any personal data relating to other people (such as driver information), you represent that you have the authority to do so and permit us to use the information in accordance with this Privacy Policy.

You, while providing your personal data over the Platform, consent to us (including our corporate entities, affiliates, and third-party service providers) to contact you through SMS, instant messaging apps, call and/or email for the purposes specified in this Privacy Policy.

You have the option to withdraw your consent that you have already provided by writing to the Grievance Officer at the contact information provided below. Please mention "Withdrawal of consent for processing personal data" in the subject line of your communication. We may verify such requests before acting upon them. Please note that your withdrawal of consent will not be retrospective and will be in accordance with the Terms of Use, this Privacy Policy, and applicable laws. In the event you withdraw consent given to us under this Privacy Policy, we reserve the right to restrict or deny the provision of our services for which we consider such information to be necessary.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: support@fleethisab.in
• Company: Bhavna Infotech
• Address: Gujarat, India
• Response time: We aim to respond to all privacy-related inquiries within 48 hours during business days.

For data deletion requests, you can also use the "Delete Account" feature directly in the FleetHisab app under Settings, or visit fleethisab.in/delete-account.

12. Grievance Officer

In accordance with the Information Technology Act, 2000 and the rules made thereunder, the details of the Grievance Officer are provided below:

• Name: Grievance Officer, Bhavna Infotech
• Company: Bhavna Infotech
• Address: Ahmedabad, Gujarat, India
• Email: support@fleethisab.in
• Phone: +91-9601897199
• Working Hours: Monday – Friday, 9:00 AM – 6:00 PM IST

The Grievance Officer shall acknowledge your complaint within 48 hours and resolve it within 30 days from the date of receipt of the complaint.