Privacy Policy

1. Who we are

Data BI runs FleetOne at fleetone.databi.me. For the account and website information described below we decide how data is used. For the business records you and your team enter into a company workspace, you decide why and how they are used and we process them for you.

Contact us about privacy at connect@databi.me.

2. What we collect

Account details: your name, email address and a hashed password, plus session records that keep you signed in.

Workspace records: what you and your team enter, such as loads, stops, drivers, carriers, customers, equipment, fuel receipts, invoices, expenses, documents and notes. These can include names, phone numbers, email addresses and licence or insurance details of other people. You must have a lawful basis to enter them.

Website requests: if you use the contact, demo or pricing forms we keep the name, company, email, phone, message and preferences you send. We keep only a short-lived hashed form of your network address to limit abuse.

Signature records: when someone signs a rate confirmation we keep their typed name, title, email address, network (IP) address, browser details, the time and the exact terms they agreed to.

Technical logs: our server records requests, including your network address, browser and the pages requested. Logs are rotated and kept for about two weeks. Signing-link addresses are not logged.

Cookies: we use only the cookies needed to keep you signed in and to protect forms. We do not use advertising or analytics cookies or trackers.

3. How we use it

To provide and secure the service and your workspace, to run sign-in and account recovery, to respond to your requests, to take payment where enabled, to keep records of signed agreements, and to find and fix problems and abuse.

Our grounds are performing our agreement with you, our legitimate interest in running a secure service, your consent where we ask for it, and legal obligations. We do not sell personal data.

4. Who receives it

Hosting: Contabo GmbH, in a data centre in France, which stores the application and its data.

Email delivery and billing: when switched on, our email provider (Resend) delivers account and signing emails and our payment provider (Stripe) handles subscription payments. They receive only what they need for that purpose.

Public registry lookups: when you check a carrier we send its MC or DOT number to the US Department of Transportation open data service. We send no other details.

DNS: Cloudflare provides domain name services.

People in your workspace see what their role allows. When you send a carrier a signing link, the carrier sees the terms you set, which do not include your customer's name. We may also disclose data where the law requires it.

5. Where it is stored

Data is stored on servers in France and may be accessed from other countries by us and our providers. Where required we use safeguards for transfers, such as standard contractual clauses.

6. How long we keep it

Account and workspace data is kept while the workspace is open. After closure we keep it for up to 30 days, then delete it from live systems, and it leaves backups on their normal cycle. Website requests are kept while needed to deal with them and for our records. Signature records are kept as long as the agreement they evidence is needed. We may keep data longer if the law requires.

7. Security

Connections are encrypted. Passwords are stored as hashes. Company workspaces are separated and every request is checked against the signed-in person's role. Signing links are random, expire, and only a hash of each link is stored. No system is completely secure.

8. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict or export your personal data, to object to some uses, and to withdraw consent. Email connect@databi.me. We will reply within a reasonable time, and within one month where the law sets that limit.

If you are a driver, carrier contact or customer whose details a company entered into its workspace, please contact that company first, as it controls that data. You may also complain to your local data protection authority.

9. Children

The service is for business use and is not directed at anyone under 18.

10. Changes

We may update this policy. The date at the top shows the latest version. For material changes we will give notice in the application or by email. Questions: connect@databi.me.