Last updated: 08 July 2026

FleetYes (“FleetYes”, “we”, “our”, or “us”) provides fleet, transport, and logistics management software for companies and authorised users. This Privacy Policy explains how we collect, use, store, protect, and share information when you use FleetYes, including when your organisation connects a Gmail account to the FleetYes Trip Sheet Parser Agent.

1. Information We Collect

We may collect and process the following categories of information:

Account and organisation information

• User name, email address, phone number, role, company, and account details.
• Organisation, fleet, driver, vehicle, trip, route, and operational transport data entered into FleetYes.

Usage and technical information

• Login activity, device information, browser information, IP address, system logs, and activity within the FleetYes dashboard.
• Cookie and preference information, as described in the Cookies section below.

Location data (mobile app)

When you use the FleetYes mobile app, and where you have granted the relevant device permission, we collect location information to provide fleet, driver, and delivery operational features. Depending on your permissions and role, this may include:

• Precise (GPS) and approximate location of the device.
• Background location, collected while a trip or shift is active even when the app is closed or not in active use, so that trips, routes, and deliveries can be tracked continuously.
• Location history and route breadcrumbs, including timestamps, stops, and geofence arrival and departure events at collection and delivery points.

Location data is used to provide live vehicle and driver tracking, navigation and route guidance, automatic detection of arrival at delivery locations, route and delivery verification, and operational reporting. As part of the FleetYes service, location data is shared with your organisation and its authorised operations or dispatch users. You can enable or disable location permissions at any time through your device settings, although disabling location may limit or prevent tracking, navigation, and delivery features.

Camera and photos (mobile app)

When you use the FleetYes mobile app, and where you have granted the relevant device permission, we access the device camera and photo library so you can capture and upload images as part of your work. Depending on your role and the features you use, this may include:

• Photographs taken with the device camera or selected from the photo library.
• Vehicle inspection and walkaround photos documenting vehicle condition before and after trips, including timestamps.
• Receipts, invoices, and expense images captured for fuel, toll, and expense records.
• Driver, compliance, and job-related documents that you scan or upload, such as licences, insurance, and proof of delivery.

These images are used to record vehicle condition, verify expenses, manage documents and compliance, and provide proof of delivery. Some image and text recognition may be performed on your device, and images you submit are stored as part of your organisation’s operational records and shared with its authorised users. Camera and photo access can be enabled or disabled at any time through your device settings.

Driving licence verification data (where enabled by your organisation)

Some organisations enable driving licence verification within the FleetYes mobile app. Where this feature is enabled for your organisation and you choose to complete the verification, we collect and process:

• Your first name, surname, date of birth, address, and postcode.
• Your driving licence number.
• Your consent declaration and the date it was given.

This information is submitted, with your consent, to the DVLA (Driver and Vehicle Licensing Agency) via our licence-checking intermediary, Licence Check Ltd, to confirm your entitlement to drive. In response, DVLA may disclose driving entitlements, valid endorsements and disqualifications, photo images, Certificate of Professional Competence (CPC) details, and Digital Tachograph Card details to your organisation and its intermediary. DVLA does not disclose medical information as part of this check. Your consent declaration remains valid for up to three years from the date given, or until you stop driving in connection with the organisation, whichever is sooner. This feature is only used where your organisation has enabled it and you have actively given consent within the app.

Google and Gmail data

If your organisation chooses to connect a Gmail account to FleetYes, we may access and process the following Google user data:

• The connected Gmail email address.
• OAuth credentials required to maintain the Gmail connection.
• Gmail message metadata, such as sender, subject, message ID, thread ID, received date, and attachment information.
• Email attachments that may contain trip sheets, job sheets, order manifests, or transport-related operational documents.
• Trip information extracted from those attachments, such as trip ID, block ID, route, collection and delivery details, scheduled times, driver, vehicle, trailer, registration, status, and other transport job fields.

2. How We Use Information

We use information to provide, maintain, secure, and improve FleetYes.

We may use information to:

• Provide access to the FleetYes dashboard.
• Manage trips, fleets, drivers, vehicles, schedules, and operational workflows.
• Provide live location tracking, navigation, geofencing, route history, and delivery verification in the mobile app.
• Capture and manage photos and documents for vehicle inspections, expenses and receipts, compliance, and proof of delivery.
• Verify driving licence entitlement with DVLA, where your organisation enables this feature and you provide consent.
• Authenticate users and protect accounts.
• Provide customer support.
• Monitor system performance, reliability, and security.
• Comply with legal, contractual, and operational requirements.

Use of Google and Gmail data

FleetYes uses Gmail access only to provide the Trip Sheet Parser Agent feature.

When an authorised organisation connects a Gmail mailbox, FleetYes monitors that mailbox for trip sheet or transport job emails. When a relevant email with a supported attachment is received, FleetYes reads the attachment and extracts operational trip information so that trips can be prepared for review and creation inside the FleetYes dashboard.

FleetYes may use automated document processing and AI-assisted extraction to convert trip sheet attachments into structured trip records. If extracted information is unclear, incomplete, or ambiguous, FleetYes may mark the trip as requiring manual review before it is approved or created.

FleetYes does not use Google user data for advertising, user profiling, credit decisions, lending decisions, or selling data to third parties.

FleetYes does not use Google user data to train general-purpose AI models.

3. Emails Not Related To Trip Sheets

FleetYes is designed to process only emails and attachments that appear to contain trip sheet, job sheet, order manifest, or transport-related operational data.

Emails and attachments that do not appear to be related to trip sheets or transport jobs are ignored and are not imported into FleetYes as trips.

FleetYes does not use Gmail access to read, process, or display unrelated personal emails for any purpose outside the Trip Sheet Parser Agent functionality.

4. How We Share Information

We do not sell Google user data or personal information.

We do not share Google user data with third parties for advertising, retargeting, interest-based advertising, data brokerage, or unrelated marketing purposes.

We may share or process information only where necessary to provide FleetYes, including with:

• Hosting and infrastructure providers.
• Database, storage, logging, monitoring, and security service providers.
• AI or document-processing service providers used only to provide trip sheet extraction functionality.
• Licence-checking intermediaries (such as Licence Check Ltd) and the DVLA, where your organisation enables driving licence verification and you provide consent.
• Professional advisers, regulators, or authorities where required by law.

Where service providers process data on our behalf, they are only permitted to use the data to provide services to FleetYes and not for their own independent purposes.

5. Data Storage And Security

We use technical and organisational measures designed to protect information from unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include:

• HTTPS encryption in transit.
• Encryption or secure storage of sensitive credentials, including OAuth tokens.
• Role-based access controls.
• Authentication and authorisation controls.
• Logging, monitoring, and operational security checks.
• Restricted access to production systems and databases.

While no method of transmission or storage is completely secure, we use reasonable technical and organisational measures designed to protect the information we process.

6. Data Retention And Deletion

We retain information for as long as needed to provide FleetYes, support customer operations, comply with legal obligations, resolve disputes, and enforce agreements.

Trip and transport records may be retained as part of your organisation’s operational history unless deleted according to your organisation’s data retention process.

Gmail connection data is retained only while the Gmail integration is active or as required for security, audit, or legal purposes.

When a Gmail connection is disconnected:

• FleetYes stops using that Gmail connection for new trip sheet processing.
• Stored OAuth credentials are removed or invalidated according to our security process.
• Users may also revoke FleetYes access from their Google Account permissions page.

You may request deletion of applicable personal data by contacting us using the details below. Some information may need to be retained where required by law, contractual obligations, security, audit, or legitimate business purposes.

7. User Controls

Authorised users or administrators may manage FleetYes account settings and Gmail connection settings from within the FleetYes dashboard.

A connected Gmail account can be disconnected from FleetYes. Access can also be revoked directly from the user’s Google Account security settings.

8. Cookies

Cookies are very small text files that are stored on your computer when you visit a website. We use cookies for a variety of purposes and to enhance your online experience on our website, for example to remember your account login details.

You can change your preferences and decline certain types of cookies to be stored on your computer while browsing our website. You can also remove cookies already stored on your computer, but deleting cookies may prevent you from using parts of our website.

Strictly necessary cookies

These cookies are essential to provide services available through our website and to enable certain features of the website.

Without these cookies, we cannot provide certain services on our website.

Functionality cookies

These cookies are used to provide a more personalised experience and to remember choices you make when using the website.

For example, we may use functionality cookies to remember your language preferences or login details.

Tracking cookies

These cookies are used to collect information to analyse traffic to our website and understand how visitors use our website.

For example, these cookies may track how long you spend on the website or which pages you visit. This helps us understand how we can improve the website.

The information collected through these tracking and performance cookies does not directly identify individual visitors.

Targeting and advertising cookies

These cookies may be used to show advertising that is more relevant to your interests based on your browsing habits.

If you remove or disable targeting and advertising cookies, you may still see adverts, but they may be less relevant.

9. Changes To This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes to how we use Google user data or personal information, we will update this page and, where appropriate, notify users through the FleetYes application or other communication channels.

10. Contact Us

If you have questions about this Privacy Policy, cookies, data handling, Gmail integration, or your choices, please contact us at:

sales@fleetyes.com
FleetYes
Suite RA01, 195–197 Wood Street, London E17 3NU, United Kingdom