Last Updated: October 1, 2023
Golden Deer Solutions Pty Ltd, trading as Fleetree, along with its subsidiaries, affiliates, and business partnerships (hereinafter referred to as “Fleetree,” “We,” “Us,” or “Our”), is committed to safeguarding the privacy of our valued clients. This Privacy Policy (“Policy”) outlines our practices for collecting, using, and disclosing your Personal Data and explains your rights in relation to that data.
Scope of This Policy
This Policy governs the Personal Data we collect from you when you engage with our fleet management and related services. Personal Data refers to any information that can be used to identify you as an individual. This Policy does not apply to anonymized or aggregated data that cannot be used to identify you.
Data Collection Methods and Types
We, along with our third-party service providers, business partners, and affiliates, may collect your Personal Data through various channels, including but not limited to, customer service interactions, mobile applications, websites, and digital platforms.
Purpose of Data Collection and Processing
The Personal Data you provide is primarily used to deliver the fleet management services you request, including vehicle rentals, maintenance services, and software solutions. We may use your contact details to send you service updates, promotional offers, and other communications, subject to your consent.
Third-Party Disclosures and Data Sharing
We may share your Personal Data with approved third-party service providers for various purposes, including payment processing, data analytics, and marketing. We may also share your Personal Data with business affiliates and partners for joint promotions or other collaborative efforts, subject to your explicit consent.
International Data Transfers
Your Personal Data may be transferred, processed, and stored in data centers located in Australia or other countries, in compliance with applicable data protection laws.
Data Security Measures
We employ a combination of physical, technical, and administrative measures to protect your Personal Data from unauthorized access, use, or disclosure.
Data Retention Policy
We retain your Personal Data for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws.
Your Rights and Choices
You have the right to access, correct, or delete your Personal Data. While we strive to accommodate your requests, we reserve the right to impose certain limitations and requirements, in accordance with applicable laws.
Amendments to This Policy
We reserve the right to update this Policy at any time. Changes will be effective upon posting on our platforms, and we will make reasonable efforts to notify you of any significant changes.
Golden Deer Solutions Pty Ltd, operating under the trade name Fleetree, along with its specialized business divisions, subsidiaries, and affiliated companies, acts as the primary data controller for the purposes outlined in this Privacy Policy. Additionally, Fleetree collaborates with a wide array of third-party vendors and service providers, including but not limited to, vehicle leasing companies, maintenance and repair services, software and technology partners, and data analytics firms. These third-party entities are independent organizations and are neither owned nor directly controlled by Fleetree. As such, this Privacy Policy does not extend to their data handling practices, and Fleetree disclaims any responsibility for the privacy actions or policies of these third parties.
This Privacy Policy is specifically tailored to govern the collection, storage, processing, and dissemination of information that can uniquely identify you as an individual (“Personal Data”). It explicitly excludes data that cannot be used to identify you, such as aggregated statistical data, anonymized data, vehicle telemetry, and other forms of non-personal data.
Our platforms and services are not designed for individuals below the age of 18, and we do not intentionally collect or store Personal Data from minors.
Fleetree, in conjunction with our third-party service providers, business associates, promotional partners, and authorized vendors, collects Personal Data through various channels. These channels include but are not limited to our website, mobile applications, customer service interactions, social media platforms, and direct in-person engagements. We may also gather information from devices you use to interact with our services. This data collection is not limited to online interactions; it also encompasses offline activities related to inquiries, bookings, vehicle rentals, and other transactions.
The provision of your Personal Data may be obligatory due to legal requirements, contractual obligations, or as a prerequisite for us to deliver the services you have requested. Failure to provide such data could result in limitations on the services we can offer you. However, unless explicitly stated, the absence of such data will not lead to any legal repercussions for you.
Consent for Third-Party Information
If you are providing information about another individual, you must ensure that you are authorized to do so and that you have obtained the necessary consent for the data to be used, disclosed, and transferred in accordance with this Privacy Policy. By submitting such information, you affirm that you have the requisite authorization, and for residents outside the European Union, that the individual has consented to the use, disclosure, and transfer of their information in line with this Privacy Policy.
a. Types of Data Gathered by Fleetree
By utilising Fleetree’s platform, you consent to provide us with various categories of information. We believe in full transparency and wish to inform you of the kinds of data we collect:
Individual Identifiers
Digital Interaction Metrics
Transactional and Service Data
Other Vendor and Driver Information
Sensitive Personal Data
We may also collect specialized data categories, such as health conditions for those requiring tailored services, or trade union affiliations for specific promotional offers. By using Fleetree’s services, you agree to the collection and use of this information for operational purposes as outlined in this Privacy Policy.
b. Methods and Channels of Data Collection
Fleetree, in conjunction with our service providers, business associates, promotional partners, licensees, and advertisers, employs a diverse range of methods to collect your information. These methods encompass both online and offline interactions and include, but are not limited to:
Online and Offline Sources
Other Vendor and Driver-Specific Data Collection
c. Use of Cookies and Digital Tools
We, along with our service providers and business partners, may employ cookies, web server logs, web beacons, and other digital tools to gather statistical and other data about your use of our platform and other websites. This data may include the types of information outlined in Section 2.a.
The collected information may be used for various purposes as described in this Privacy Policy or as permitted by law. These purposes include operational enhancements, research, analytics, and to improve user experience on our platform by enabling features such as login access, personalised content, and targeted advertising.
If you have opted to disable cookies, certain functionalities may not be available to the extent they rely on cookie information.
d. Digital Advertising Practices
Fleetree, along with our authorized service providers and third-party advertisers, may employ unique cookies or other digital tools to facilitate the display of targeted advertisements across our platform and other websites you visit. Your activity on Fleetree’s platform, as well as other websites, contributes to the data used to personalize advertisements displayed on your device. We may also leverage web beacons, pixel tags, and similar technologies, often provided by third-party advertising firms, to manage and enhance the effectiveness of our online advertising campaigns. These technologies allow us to:
Vendor and Driver-Specific Advertising
Evolving Technologies
As digital commerce channels continue to evolve, Fleetree may incorporate new technologies to collect data concerning your interactions with our platform. This could include emerging technologies that capture vendor-specific preferences or driver behavior to further personalize user experience and advertising content.
e. Third-Party Vehicle and Equipment Providers:
Please note that while Fleetree itself does not currently install tracking or data collection devices in the vehicles or equipment available through our platform, some of our vendors may use such technologies. These may include GPS trackers or other telematics systems that collect data about vehicle usage, location, and other operational metrics. Fleetree is not responsible for the data collection activities of these third-party vendors. Any data collected in this manner is governed by the privacy policies and terms of the respective vendors.
Driver-Specific Information:
Vendor-Specific Information:
f. Fleet Management and Analytics:
g. User Reviews and Feedback:
h. Web Portal Communications:
i. Payment and Transaction Data:
j. Legal and Regulatory Compliance:
k. Promotional and Marketing Activities:
a. Operational Necessities:
Fleetree, in collaboration with its third-party service providers and business affiliates, utilizes your data to facilitate the services or products you’ve enlisted for. This encompasses discussions about your bookings, vehicle rentals, or your standing in Fleetree’s future loyalty programs. The data is processed to meet the contractual commitments we have with you or to proceed with preliminary actions you’ve initiated before formalizing a contract.
For those residing in Australia, by opting for our services, you grant us permission to contact you via calls or text messages on your mobile device, which may involve automated dialing systems and pre-recorded messages.
Fleetree reserves the right to make decisions based on your driving conduct and associated data (like location, speed, and vehicle usage metrics) gathered from in-vehicle technology (if applicable). Such decisions could range from restricting to terminating your access to Fleetree’s vehicle rental services. This data may also be disclosed or sold to interested third parties.
b. Promotional Activities:
Fleetree may employ your Personal Data to send you tailored marketing communications, exclusive offers, and promotional updates through various channels, including but not limited to email, as per Australian laws. You have the liberty to opt-out of these communications at any given time by reaching out to us or by clicking the ‘unsubscribe’ link in our emails.
c. Third-Party Collaborations:
Fleetree may have strategic alliances with external organizations, such as corporate partners or promotional sponsors. Due to these partnerships, we may be obligated to share specific details about you and your engagement with our services. Your data is processed in these scenarios to fulfill our contractual obligations when you utilize a membership or corporate identification number linked to these external organizations.
d. Routine Business Functions:
e. Other Vendor and Driver Specifics:
The aforementioned points are equally applicable to our vendors and drivers. Additionally, we may collect specialized information from vendors and drivers for operational efficiency, including vehicle upkeep, payment facilitation, and adherence to safety regulations.
a. Service Partners and Vendors:
For the objectives outlined in this Policy, we may share your personal and other data with our service providers, vendors, business associates, and advertising partners. We may also share aggregated or anonymized information about our web portal users, such as your interactions with our platform, as well as any reservations, transactions, or other activities. If you are a driver or vendor, your information may also be shared with third parties that offer special promotions or services that could be of interest to you. You can opt out of such sharing by contacting us as specified in this Policy.
b. Affiliated Organizations:
We may share your personal data with organizations that are affiliated with Fleetree, especially if you are a vendor or driver who has entered into a contract or transaction with us. The use of your data by these organizations will be governed by their own privacy policies, and Fleetree is not responsible for their practices.
c. Public and Social Media Interactions:
If you engage in public features of our web portal or social media platforms, be aware that any information you disclose becomes publicly available. Fleetree is not responsible for the information you choose to disclose in these public areas.
d. External Links:
Our web portal may contain links to third-party websites. Fleetree does not control these sites and is not responsible for the information you provide while visiting them. We recommend reading their privacy policies before sharing your information.
e. Vendor and Driver Information:
For operational purposes, such as completing a reservation or addressing a customer service issue, we may share your information with our registered vendors and drivers. This is particularly relevant if you are a vendor or driver yourself.
f. Legal and Operational Requirements:
We may disclose your information to comply with legal obligations or in response to legal processes. This could include sharing information to protect the rights, property, or safety of Fleetree, our users, or the public. We may also disclose information as part of business transactions, such as mergers or acquisitions, or to enforce the terms of service of our web portal.
g. Data Retention and Security:
We retain your personal and other data for as long as necessary to fulfill the purposes outlined in this Policy, comply with legal obligations, or resolve disputes. We employ security measures to protect your information from unauthorized access or disclosure.
h. Vendor and Driver Reviews:
If you are a vendor or driver, we may share your performance reviews and ratings with potential clients or other vendors and drivers for quality assurance and community trust.
i. Analytics and Improvement:
We may use the data collected to analyse user behaviour and improve our services. This could include making changes to our web portal based on user feedback or tracking usage patterns to better understand our user base.
j. Notifications and Updates:
By using our platform, you agree to receive notifications, updates, and promotional messages from us. You can opt out of receiving such marketing/promotional communications at any time.
k. User-Generated Content:
If our web portal allows for user-generated content, such as reviews or forums, any information you post will be publicly available and is not subject to this Privacy Policy.
l. Changes to This Policy:
We reserve the right to update or modify this Privacy Policy at any time. Continued use of our services after changes constitutes your acceptance of the new terms.
As of now, Fleetree primarily operates within Australia. However, it’s important to note that some of our service providers, including but not limited to software developers and payment facilitators, may be based in countries outside of Australia. These countries may have different data protection laws compared to Australia.
Fleetree is committed to ensuring the secure and lawful handling of your Personal Data, regardless of where our service providers are located. We adhere to stringent principles of transparency, choice, and accountability for data transfers, as well as security and data integrity. To facilitate the lawful transfer of Personal Data to overseas-based vendors, developers, or subcontractors, Fleetree employs international data transfer agreements that comply with Australian data protection laws.
For our drivers and vendors, this means that the information you provide to us, such as your name, contact details, and vehicle information, may be processed by service providers located outside of Australia. We assure you that all necessary steps are taken to ensure that your data is handled securely and in accordance with this Privacy Policy.
If you have any questions or would like to know more about our cross-border data management protocols, you can reach out to us as specified in the “Contact Us” section of this Policy.
While Fleetree currently operates only through a web portal and does not have a mobile application, it’s important to understand how cookies and online advertising work in relation to our services. Cookies are small files that are stored on your device when you visit our website. These cookies help us understand user behavior, tell us which parts of our website people have visited, and facilitate and measure the effectiveness of advertisements and web searches.
Browser Settings:
Most web browsers are set to accept cookies by default. However, you can choose to set your browser to remove or reject cookies. Each browser and device is different, so you might need to follow different steps. Please note that if you choose to remove or reject cookies, this could affect certain features on our website, including the portal functionalities for drivers and vendors.
Online Advertising:
We adhere to self-regulatory principles for online behavioral advertising. Although we don’t have a mobile app, our web portal may use cookies or similar technologies to show you targeted advertisements based on your browsing behavior. This applies to all users, including drivers, vendors, and vehicle owners who interact with our platform.
Opting Out:
For users in Australia, opting out of advertising cookies can usually be done through your browser settings. Note that opting out will not remove all online advertising, but it will prevent targeted advertising based on your online behavior. Information may still be collected for other purposes such as analytics and operational improvements.
Vendor and Driver Information: For our vendors and drivers, it’s crucial to understand that by using our web portal, you agree to the use of cookies as described in this policy. This helps us provide a more streamlined and user-friendly experience, including but not limited to, tracking vehicle locations, understanding usage patterns, and improving our services based on this data.
Location Data:
While Fleetree itself does not collect location data, vendors may use third-party GPS trackers or similar technologies in their vehicles. Fleetree is not responsible for the data collected by these third-party devices.
Future Developments:
As we continue to evolve, we may introduce new technologies that collect data for enhancing user experience. Any significant changes to our data collection methods will be updated in this Privacy Policy.
For any questions or concerns regarding this section, feel free to contact us as outlined in the “Contact Us” part of this Policy.
At Fleetree, we prioritize the security of your information, including but not limited to, data related to drivers, vendors, and vehicles. We employ a combination of administrative, technical, and physical safeguards to protect your Personal Data from unauthorized access, modification, or loss. This includes measures such as secure servers, data encryption, and regular security audits.
User Responsibility:
It’s crucial for users, including drivers and vendors, to maintain the confidentiality of any login credentials, member numbers, or other identifiers provided or set up during your interaction with our web portal. Failure to keep these details secure can compromise the safety of your Personal Data.
Limitations of Data Transmission:
We acknowledge that no form of data transmission or storage is entirely secure. Whether it’s postal mail, phone calls, or online data transfer, each method comes with its own set of security risks. If you suspect that your Fleetree account has been compromised, it’s imperative to contact us immediately.
Communication Preferences:
We aim to balance data security with user convenience. For instance, we may opt for a less secure but more convenient communication method, such as sending unencrypted emails or text messages. While these messages could potentially be intercepted or misrouted, they are often more accessible for our user base, which includes vendors and drivers.
Sensitive Information:
We strongly advise against sharing sensitive information like credit card numbers or account passwords through insecure channels, including emails or public posts on third-party social networks. If you need to share such information, please use the secure methods provided through our “Contact Us” section on our web portal.
Other Vendor and Driver Information:
Vendors and drivers should be aware that by using our platform, they consent to the security measures we have in place. While we strive to protect your data, we cannot guarantee absolute security, especially if you do not take steps to secure your own login credentials.
By using Fleetree’s services, you acknowledge and agree to these security protocols and understand the inherent risks involved in online data transmission. For any further queries or concerns regarding data security, please refer to the “Contact Us” section of our web portal.
8. DATA STORAGE, RETENTION, AND ACCURACY
At Fleetree, we are committed to maintaining the integrity and long-term security of all data we collect, including information related to drivers, vendors, and vehicles. We store your Personal Data for durations that are compliant with legal requirements or as long as the data serves the purposes for which it was collected.
Storage Locations:
While we primarily operate in Australia, it’s important to note that our service providers, such as payment facilitators and developers, may be based overseas. Therefore, your data may be stored in multiple locations, including cloud storage solutions, to ensure redundancy and availability.
Vendor and Driver Information:
We retain specific data about vendors and drivers to facilitate ongoing business operations, compliance with legal obligations, and to improve our services. This may include, but is not limited to, your name, contact details, vehicle information, and transaction history.
Data Integrity:
We take reasonable steps to ensure that the data we hold is accurate, complete, and up-to-date. However, it is also your responsibility as a user, vendor, or driver to update your information whenever necessary. If you find any inaccuracies in your data, we encourage you to contact us immediately for corrections.
Legal Compliance:
We adhere to all local and international laws concerning data retention and will cooperate with legal authorities if required. This may involve retaining your data for extended periods if mandated by Australian law or any other relevant jurisdiction.
By using Fleetree’s web portal and services, you consent to our data retention policies and practices. For further information or to update your data, please refer to the “Contact Us” section on our web portal.
General Rights:
As a user of Fleetree’s services, including drivers and vendors, you have the right to access, review, and update your Personal Data stored by us. You can exercise these rights by contacting us through the methods provided in the “Contact Us” section of our website. While we strive to accommodate your requests, please note that certain restrictions and requirements may apply, as permitted by applicable laws.
Right to be Forgotten:
If the purpose for which your Personal Data was collected is no longer valid, and we have no legal obligation to retain it, you have the right to request the deletion of your data. To exercise this right, you may contact us as outlined in the “Contact Us” section.
Australian Residents:
For our users based in Australia, any concerns or queries regarding your Personal Data should be directed to our Australian Privacy contact point, which will be provided in the “Contact Us” section of our web portal. Fleetree is committed to complying with Australian privacy laws and regulations.
Data Portability:
You have the right to request a copy of the Personal Data we hold about you in a structured, commonly used, and machine-readable format. This allows you to reuse your data for different services.
Vendor and Driver Information:
We understand that vendors and drivers may have specific concerns about how their information is handled. Rest assured, the rights and procedures outlined here apply equally to all our users, including vendors and drivers.
Non-Discrimination:
Fleetree will not discriminate against you for exercising any of your privacy rights. We are committed to providing best possible services and custom pricing to all our users.
How to Contact Us:
For any privacy-related concerns, you can reach out to us through the methods provided in the “Contact Us” section of our website.
By using Fleetree’s services, you acknowledge and consent to the practices outlined in this Privacy Policy.
General Concerns:
If you have any questions, require access to your Personal Data, or have any other concerns, please reach out to us through the methods provided in the “Contact Us” section of our website. This applies to all our users, including drivers and vendors. We are committed to resolving your complaints in a timely and efficient manner.
Vendor and Driver Specifics:
We understand that vendors and drivers may have unique concerns regarding their Personal Data. If you are a vendor or driver and have a complaint or concern about how your information is being handled, you are encouraged to contact us directly. We will work diligently to address your specific issues.
Australian Regulatory Oversight:
As Fleetree operates solely in Australia, we are subject to the investigatory and enforcement powers of the relevant Australian regulatory bodies. If you are not satisfied with our response to your complaint, you have the right to escalate the matter to the appropriate Australian regulatory authority.
Dispute Resolution:
If you are unable to resolve your concerns satisfactorily with us, you may contact the relevant Australian regulatory body for further investigation.
Contact Us:
For any privacy-related complaints or concerns, you can reach out to us through the methods provided in the “Contact Us” section of our website.
By using Fleetree’s services, you acknowledge that you have read and understood this Privacy Policy, and you agree to abide by it.
How to Reach Us:
For any questions, concerns, or to exercise your privacy rights, you can reach out to us through the “Contact Us” section on our website. This applies to all our users, including drivers, vendors, and vehicle operators.
Australian Residents:
As Fleetree operates exclusively in Australia, all users including drivers and vendors can contact us through the online webform available on our web portal.
Email Contact:
For privacy-related inquiries, you can email us at support@fleetree.com.au.
Compliance:
We strive to comply with all applicable privacy laws in Australia. If you have any concerns about how your Personal Data is being handled, you are encouraged to contact us directly. We are committed to resolving any issues you may have in a timely manner.
By using Fleetree’s services, you acknowledge that you have read and understood this Privacy Policy, and you agree to abide by it.
Changes to This Policy:
Fleetree reserves the right to modify this Privacy Policy at any time and for any reason. Any changes will be posted on our web portal/website and will become effective immediately upon posting. We will not apply these changes retroactively.
Notification of Changes:
Whenever there is a significant update to this Privacy Policy, we will indicate the date of the latest revision at the beginning of the document and announce the update on the homepage of our web portal. This applies to all our users, including drivers, vendors, and vehicle operators.
Vendor and Driver Specifics:
If there are changes that specifically affect our vendors or drivers, we will make additional efforts to notify this group through targeted communications, such as emails or notifications within our web portal.
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