Privacy Policy
Effective Date: January 31, 2026
Last Updated: January 31, 2026
1. Introduction
FleetBooks ("we," "our," or "us") operates the FleetBooks accounting platform (the "Service") for Non-Emergency Medical Transportation (NEMT) businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
By using FleetBooks, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, phone number, company name, and password when you register
- Business Information: Company details, tax identification numbers, vehicle information, and employee/driver data
- Financial Records: Invoices, expenses, payroll data, mileage logs, and accounting entries you create within the platform
2.2 Information from Third-Party Services
Bank Account Data (via Plaid)
When you choose to connect your bank account, we use Plaid Inc. ("Plaid") to gather your financial data. By connecting your bank account, you authorize us to access the following information via Plaid:
- Account Information: Bank name, account name, account type, and account/routing numbers
- Transaction Data: Transaction history including dates, amounts, merchant names, and categories
- Balance Information: Current and available account balances
Plaid's use of your information is governed by the Plaid Privacy Policy.
2.3 Automatically Collected Information
- Usage Data: Pages visited, features used, and actions taken within the Service
- Device Information: Browser type, operating system, IP address, and device identifiers
- Log Data: Access times, error logs, and referring URLs
3. How We Use Your Information
We use the information we collect to:
- Provide the Service: Process transactions, generate financial reports, calculate payroll, and track mileage
- Import Bank Transactions: Automatically sync and categorize expenses from connected bank accounts
- Generate Reports: Create profit & loss statements, balance sheets, tax summaries, and IRS-compliant mileage logs
- Process Payroll: Calculate wages, generate paystubs, and facilitate direct deposit payments
- Improve the Service: Analyze usage patterns to enhance features and user experience
- Communicate: Send service updates, security alerts, and support messages
- Comply with Legal Obligations: Meet tax reporting requirements and respond to legal requests
4. How We Share Your Information
We do not sell your personal or financial information to third parties.
We may share your information only in the following circumstances:
4.1 Service Providers
We share data with trusted third-party service providers who assist in operating our Service:
| Provider | Purpose | Data Shared |
|---|---|---|
| Plaid Inc. | Bank account connectivity | Bank credentials (handled by Plaid), account/routing numbers |
| Cloud Infrastructure | Data hosting and storage | All application data (encrypted) |
| Payment Processors | Payroll ACH transfers | Bank account details for direct deposit |
4.2 Legal Requirements
We may disclose your information if required by law, court order, or government request, or to protect our rights, safety, or property.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
4.4 With Your Consent
We may share information for other purposes with your explicit consent.
5. Data Security
We implement industry-standard security measures to protect your information:
- Encryption in Transit: All data transmitted between your device and our servers is encrypted using TLS 1.2 or higher
- Encryption at Rest: All stored data, including Plaid access tokens, is encrypted using AES-256 encryption
- Access Controls: Role-based access controls (RBAC) limit data access to authorized users only
- Tenant Isolation: Multi-tenant architecture ensures your data is isolated from other customers
- Audit Logging: All data access is logged for security monitoring and compliance
- Immutable Records: Financial records cannot be altered after approval, maintaining audit integrity
6. Data Retention
We retain your information as follows:
| Data Type | Retention Period | Reason |
|---|---|---|
| Financial Records | 7 years | IRS record-keeping requirements |
| Mileage Logs | 7 years | IRS substantiation requirements |
| Payroll Records | 7 years | Federal and state labor law compliance |
| Account Information | Duration of account + 30 days | Service provision |
| Bank Connection Tokens | Until revoked or account deleted | Bank sync functionality |
| Usage Logs | 2 years | Security and troubleshooting |
7. Your Rights and Choices
7.1 Access and Portability
You can access and export your data at any time through the FleetBooks dashboard.
7.2 Correction
You can update your account information and correct inaccuracies through your account settings.
7.3 Deletion
You may request deletion of your account and personal data by contacting us. Upon request:
- Personal data will be deleted or anonymized within 30 days
- Plaid access tokens will be revoked immediately
- Anonymized financial records may be retained as required by law
7.4 Revoke Bank Access
You can disconnect your bank account at any time through the Banking settings in FleetBooks. This will:
- Revoke our access to your bank data via Plaid
- Stop automatic transaction syncing
- Retain previously imported transactions (you can delete these separately)
7.5 Opt-Out of Communications
You can opt out of non-essential communications through your account settings. You cannot opt out of critical service and security notifications.
8. Third-Party Links and Services
Our Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
9. Children's Privacy
FleetBooks is not intended for use by individuals under 18 years of age. We do not knowingly collect information from children.
10. California Privacy Rights (CCPA)
If you are a California resident, you have the right to:
- Know what personal information we collect and how it is used
- Request deletion of your personal information
- Opt out of the sale of personal information (we do not sell your data)
- Non-discrimination for exercising your privacy rights
To exercise these rights, contact us at the information below.
11. International Users
FleetBooks is operated in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.
13. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
FleetBooks
Email: [email protected]
Website: https://getfleetbooks.com
This Privacy Policy is effective as of the date stated above and applies to all users of the FleetBooks platform.