Compliance & legal
FleetLoop stores real customer information on your shop’s behalf — driver’s licenses, insurance cards, contact details, signed contracts, and payment activity. This page explains what’s collected, how it’s protected, who else sees it, and how long it sticks around, in plain language. For the full legal policy, see FleetLoop’s Privacy Policy and Terms of Service (linked from Settings → Business details).
What FleetLoop stores
Section titled “What FleetLoop stores”- Customer details — name, phone number, email, and driver’s license information
- Photos of documents — driver’s licenses, insurance cards, and vehicle registrations that staff scan or upload
- The information FleetLoop reads off those photos — for example, a license number or an expiration date that the scan tool pulled out automatically
- Rental records — vehicles rented, dates, mileage, fuel level, condition photos, and pricing
- Signed contracts — the contract text the customer agreed to, plus their signature and the date and time they signed
- Payment activity — charges, refunds, and deposit holds. FleetLoop does not store full card numbers itself; that’s handled by whichever payment provider your shop connects (see Payment integrations)
How it’s protected
Section titled “How it’s protected”- Documents and the information scanned from them are encrypted while stored, using a key specific to your shop — other shops on FleetLoop can’t see your data, and FleetLoop staff don’t have routine access to it.
- Everything sent between a customer’s or staff member’s device and FleetLoop is encrypted in transit.
- Staff sign in with their own account, and what they can see and do is controlled by their assigned role — see Team roles & permissions.
Who else sees it
Section titled “Who else sees it”FleetLoop shares data only with the outside services needed to run the features your shop uses, and only for that purpose:
- Your payment provider (Stripe, Square, or Dejavoo/iPOSpays) — to process charges, refunds, and deposit holds
- The accounting service you connect, if any — to sync invoices and payments (see Admin & security)
- Email and text delivery services — to send receipts, contract links, and notifications
- The vehicle-tracking service you connect, if any — to show a vehicle’s location (see Vehicle tracking)
FleetLoop does not sell customer information, and does not share it with anyone for their own marketing purposes.
How long records are kept
Section titled “How long records are kept”- While your shop’s subscription is active, records are kept so your history, reports, and contracts stay available.
- If a subscription is cancelled, records are kept for a short grace period in case the shop reactivates, and are then deleted.
- Once something is deleted, it’s also removed from backup copies within a limited window afterward.
- Security logs (who signed in, what changed) are kept longer than regular records, so a problem can still be investigated after the fact.
- A shop can ask FleetLoop to delete a specific customer’s documents or records sooner — see below.
Requesting a correction or deletion
Section titled “Requesting a correction or deletion”If a customer asks your shop to correct or delete their information, or if your shop needs to remove a specific document or record, use Help → Contact support inside the app. Include the customer’s name and the rental or record in question.
Questions
Section titled “Questions”For anything not covered here — a specific legal question, a data request from a customer’s attorney, or anything else — use Help → Contact support inside the app.