Spartan Portal

FleetSpartan, Inc. – Fuel Security App Privacy Policy
Last modified: August 23, 2025

Introduction
FleetSpartan, Inc. (“FleetSpartan,” “we,” “our,” or “us”) provides fuel security software used by fleets and their drivers. This policy describes how we handle information when you use the FleetSpartan mobile app and related in-app services (the “App”). This policy does not apply to our public websites or other services, or to third-party services. Your company (the “Company”) may have its own privacy terms that also apply.

Who is Responsible for Your Data?
For most driver and fleet activities, FleetSpartan acts as a service provider/processor to your Company. Your Company determines how your profile and fueling rules are configured. We process your information on your Company’s instructions and our contract with them. For questions about your Company’s settings or retention, contact your Company’s administrator.

Information We Collect

1) Information You Provide
• Account identifiers (e.g., name, business email/phone), and authentication data (such as hashed credentials or verification codes).
• Profile or support content you submit (e.g., messages to support; optional attachments your Company enables).
• Vehicle/driver associations you confirm or select in the App (when enabled).

2) Information Provided by Your Company
• Driver assignment and role information; Company, unit, or department identifiers; fueling rules and policy settings.
• Fuel card or account references (shown in the App as masked where appropriate).
• Other read-only operational data your Company exposes to you through the App.

3) Information Collected Automatically
• Usage & diagnostics: app interactions, timestamps, error/crash logs, and performance metrics to keep the App reliable.
• Device & network: model, OS version, app version, language/locale, IP address, and similar technical details.
• Location: real-time device location only when needed for a feature you or your Company uses (for example, to authorize fuel at a specific site, confirm you are at the pump, prevent fraud, or prefill nearby station/weather info). Location collection is not continuous in the background unless your Company has enabled a feature that requires it and you have granted device permission.
• Motion/safety indicators: limited signals (e.g., OS motion/activity or speed) to detect if a device appears to be moving and to display a “Safe Mode” screen when enabled.

How We Use Information
We use information to:
• Authenticate users and maintain secure sessions.
• Verify eligibility to fuel at a location (e.g., geofence checks, site/pump validation) and authorize designated fuel cards or accounts.
• Prevent fraud and misuse (for example, verifying the device is at the fueling site and enforcing Company rules).
• Provide optional features your Company enables (e.g., nearby station information, weather context, notifications, “Safe Mode”).
• Display your read-only profile and operational data within the App.
• Operate, troubleshoot, and improve the App (including diagnostics and aggregated analytics).
• Communicate with you about the App, including updates and support.
• Comply with law, enforce terms, and protect the rights, property, and safety of FleetSpartan, the Company, users, and others.
We do not sell personal information and we do not use precise location for advertising.

When We Share Information
We may share information with:
• Your Company and its designated administrators (for fleet operations, reporting, and policy enforcement).
• Service providers that process data for us (e.g., hosting, analytics, crash reporting, customer support).
• Payment/fueling networks or site operators as needed to authorize a fueling transaction your Company requests.
• Affiliates and professional advisors under appropriate confidentiality obligations.
• A successor entity in a merger, acquisition, or asset transfer.
• Law enforcement or regulators when legally required, or to protect users, the Company, or our services.
We do not share personal information for cross-context behavioral advertising.

Your Choices & Controls
• Location: use your device settings to allow or deny location. Some fuel-authorization and anti-fraud features will not function without location.
• Notifications: control push notifications in device settings and/or App settings (if enabled by your Company).
• Analytics/diagnostics: some diagnostics are necessary for security and reliability. If an opt-out is available for optional analytics, it will appear in App settings or via your Company administrator.
• Profile updates: contact your Company administrator to update profile, role, or assignment information managed by the Company.

Data Retention
We retain information for as long as necessary to provide the App, meet legal and compliance obligations, resolve disputes, and enforce agreements. Your Company’s policies or contracts may specify retention periods for operational and transaction records. For specifics, contact your Company administrator.

Data Security
We implement technical and organizational measures to protect information (for example, encryption in transit, access controls, and logging). No system is 100% secure; transmission and storage of information involves risk. Keep your credentials confidential and notify your Company or us if you suspect unauthorized access.

Children’s Privacy
The App is not intended for children under 13, and we do not knowingly collect personal information from children under 13.

Changes to This Policy
We may update this policy from time to time. If we make material changes, we will post the updated policy in the App (and/or notify your Company). Your continued use of the App after changes take effect constitutes acceptance.

Contact Us
Questions about this policy or our privacy practices:
Email: privacy@fleetspartan.com
Mail: FleetSpartan, Inc. — Attn: Privacy Officer (Legal)