Privacy Policy

1. Information We Collect

When you create an account or use PermitIQ Fleet, we collect:

• Account information: Name, email address, company name, and phone number provided during registration.
• Fleet data: Vehicle information, driver details, permit records, filing dates, and compliance documents you enter or upload to the Service.
• Payment information: Billing address and payment method details, processed securely through Stripe. We do not store your full credit card number on our servers.
• Usage data: Pages visited, features used, and general interaction patterns to improve the Service.
• Device information: Browser type, operating system, and IP address for security and troubleshooting purposes.

2. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the Service
• Send compliance deadline reminders and filing alerts
• Process payments and manage your subscription
• Respond to your support requests and inquiries
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations

3. Document Processing

When you upload documents for AI-powered data extraction (such as permit PDFs for date extraction), the document is processed in real-time and the extracted data is returned to you. We do not retain copies of uploaded document images after processing is complete. Extracted text data (such as dates and permit numbers) is stored in your account for compliance tracking purposes.

4. Data Sharing

We do not sell your personal information or fleet data to third parties. We may share your information only in the following circumstances:

• Service providers: We use third-party services for payment processing (Stripe), hosting (Vercel, Supabase), and AI document processing. These providers access your data only as needed to perform their services and are bound by their own privacy policies.
• Filing services: If you use our "File For Me" service, we share the relevant filing information with the designated compliance agency to complete the filing on your behalf.
• Legal requirements: We may disclose information if required by law, subpoena, court order, or government regulation.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity.

5. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS/SSL) and at rest, access controls, and regular security assessments. However, no method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your account data and fleet records for as long as your account is active. If you cancel your account, we retain your data for 30 days to allow for reactivation, after which it is permanently deleted. You may request deletion of your account and data at any time by contacting support@permitiqfleet.com.

7. Cookies

We use essential cookies to maintain your login session and remember your preferences. We do not use third-party advertising cookies or sell cookie data. You can disable cookies in your browser settings, but this may affect the functionality of the Service.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access and receive a copy of the personal data we hold about you
• Correct inaccurate personal data
• Request deletion of your personal data
• Object to or restrict certain processing of your data
• Data portability — receive your data in a structured, machine-readable format

To exercise any of these rights, contact us at support@permitiqfleet.com.

9. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the Service at least 14 days before taking effect. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.