Manage Vehicle – Policy Document

1. Introduction

Manage Vehicle (“Provider”) is committed to providing secure, efficient, and compliant vehicle telematics and monitoring solutions.

This document outlines our key policies regarding:

• Privacy & Data Protection
• Telematics & Dashcam Data Usage
• Data Retention & Storage
• Compliance
• Security
• Third-Party Integrations
• Terms of Service & Liability

By using our services, you and/or the user of the service (“Client”) agrees to the policies outlined below. If you do not agree, please discontinue use of our services and communicate in writing with Manage Vehicle for any service disconnection.

2. Privacy Policy

2.1 Data We Collect

We collect the following data to provide and improve our services:

• Personal Information: Name, contact details, company name, email, and payment details.
• Telematics Data: GPS location, speed, acceleration, braking, fuel consumption, and engine diagnostics.
• Dashcam & Fatigue Monitoring Data: Video footage, AI-based fatigue alerts, and crash event recordings.
• Technical Data: IP address, browser type, device identifiers, and usage analytics.

2.2 How We Use Your Data

We use data for:

• Fleet tracking & vehicle monitoring.
• Ensuring compliance with road safety and industry regulations.
• Improving driver safety, operational efficiency, and fleet management.
• Preventing fraud and unauthorized access.
• Fulfilling legal or regulatory obligations when required.

2.3 Sharing Data with Third Parties

We do not sell or trade user data. However, we may share data with:

• Third-party applications & integrations required to provide the service (e.g., fleet management platforms, compliance software).
• Clients (Fleet Operators/Employers) for managing their vehicles and drivers.
• Law Enforcement or Regulators when legally required.
• Cloud Storage Providers (AWS, Google Cloud) and manufactures for secure data hosting.

Clients can review and manage third-party integrations via their account settings.

2.4 Your Rights

• Access & Control: Request access to your data at any time.
• Correction & Deletion: Request corrections or deletions, subject to retention policies.
• Opt-Out: Disable certain tracking features where applicable.

3. Mobile Application Policy

This policy applies to all Manage Vehicle mobile applications, including:

• GPS Tracking App (Android & iOS)
• Dashcam Platform App (Android & iOS)
• Transport Management System (Operator & Driver Apps for Android & iOS)

By using our mobile apps, you agree to the terms outlined in this policy.

3.1 Data Collection & Usage

Our mobile apps may collect and process:

• Location Data (for GPS tracking and route optimization).
• Camera & Microphone (for dashcam and fatigue monitoring, if applicable).
• Device Information (for diagnostics and app functionality).
• Push Notifications (for alerts and service updates).

Data is securely stored and used only for service delivery. We do not sell user data.

3.2 App Permissions

To function properly, our apps may require access to:

• Location (for tracking position for events. Like Shift start, Break, Delivery locations).
• Storage (for saving data)

*Users can manage permissions in their device settings. However, disabling key permissions may limit app functionality.

3.3 Security & Compliance

• Our apps comply with Google Play Store and Apple App Store policies.
• Users should download apps only from official sources.
• Unauthorized modifications or tampering with the app are strictly prohibited.

4. Data Retention & Storage Policy

4.1 Data Retention Periods

We store data for a limited period based on its type and purpose:

Clients must request in writing to upgrade retention periods or download their data before it is deleted.

4.2 Data Deletion Policy

• Automated Deletion by System Design:
  • Some data is automatically deleted based on pre-configured retention periods.
  • Dashcam and fatigue footage may be overwritten or purged due to storage limitations.
• Extended Storage by Manage Vehicle:
  • Some data may be retained longer unless explicitly requested for deletion by the Client.
  • This ensures compliance with investigations, operational needs, or regulatory audits.
• Client Deletion Requests:
  • Clients may request data deletion at any time.
  • Some data may be retained for legal, safety, or operational reasons before permanent removal.

5. Telematics & Dashcam Usage Policy

5.1 Telematics Data Collection

We collect and process GPS, speed, acceleration, and fuel consumption data for:

• Fleet tracking & operational efficiency.
• Driver behavior analysis & compliance monitoring.
• Accident investigation & risk assessment.

Clients must inform their drivers that telematics tracking is enabled.

5.2 Dashcam & Fatigue Monitoring Usage

Dashcams and fatigue monitoring systems record video footage of drivers and surroundings.

• Video recording is continuous, but only key events (e.g., crashes, fatigue alerts) are uploaded to the cloud.
• Clients must ensure driver awareness of dashcam usage and comply with workplace surveillance laws.

5.3 Who Can Access This Data?

• Fleet managers & authorized personnel – for monitoring purposes.
• Insurers & regulatory bodies – when legally required.

6. Terms of Service

6.1 Service Scope

Manage Vehicle provides:

• Hardware & SIM Cards for vehicle monitoring.
• Cloud-based software for telematics, video and other relevant data storage.
• Support, access to web application, access to mobile application & software updates as part of the subscription.

6.2 Subscription & Fees

• The monthly subscription covers SIM services, software updates, security monitoring, and technical support.
• The subscription does not create liability for lost data or hardware malfunctions.

6.3 Limitations of Liability

The Client acknowledges that:

• The Provider is not responsible for hardware malfunctions (covered under manufacturer warranty).
• The Provider is not liable for data loss due to network failures, environmental factors, or client-side tampering.
• The Client is responsible for maintaining device functionality.

6.4 Indemnification

The Client agrees to indemnify and hold harmless the Provider against any claims, legal disputes, or damages resulting from:

• Misuse of the telematics or dashcam system.
• Privacy or surveillance violations caused by the Client’s failure to inform drivers.

6.5 Termination of Service

We reserve the right to suspend or terminate service if:

• The Client violates usage policies.
• Subscription payments are not maintained.
• The system is used for unauthorized or illegal purposes.

7. Compliance & Legal Obligations

7.1 Compliance with Privacy Laws

Manage Vehicle adheres to:

• Australian Privacy Act 1988
• General Data Protection Regulation (GDPR) (if applicable)
• Workplace Surveillance & Transport Regulations

7.2 Employer Responsibilities

If the Client uses our services to monitor employees (e.g., drivers), they are responsible for:

• Notifying employees of tracking and monitoring.
• Ensuring compliance with workplace privacy laws.
• Handling employee disputes related to monitoring.

8. Security Incident Reporting & Unauthorized Use

8.1 Reporting a Security Issue

We take security seriously and encourage responsible disclosure of any potential vulnerabilities.
If you discover a security issue related to Manage Vehicle’s services, applications, or systems, please report it immediately to:

📧 Email: [email protected]

When reporting a security issue, please include:

• A detailed description of the issue.
• Steps to reproduce (if applicable).
• Your contact details for follow-up (optional).

We will review and investigate all reports promptly.

8.2 Unauthorized Access & Misuse Warning

• Unauthorized access, modification, or tampering with Manage Vehicle’s systems, software, or data is strictly prohibited.
• Attempting to bypass security protections, reverse engineer, or disrupt services may lead to legal action and account termination.
• We actively monitor and investigate suspicious activities to ensure the security of our platform and users.

9. Contact & Support

For questions, data access requests, or policy concerns, contact us at:

📧 Email: [email protected]
📞 Phone: 0444 555 933
📍 Address: 5 Egan Lane, Lynhurst, VIC 3975

10. Acknowledgment & Acceptance

By using Manage Vehicle’s services, you acknowledge and agree to these policies.