General

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Processing your data

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General

Webfleet is all about helping our customers get closer to their drivers. To make this possible, sometimes we’ll need to know some things about our customers and their drivers. While we collect and use this data, we fully understand that our customers and their drivers value their privacy, and so do we.

We believe privacy is about freedom and being able to decide for yourself how your data is used and by whom. This is why we have established our Privacy Principles:

1. We will always keep you fully informed about your dataWe make sure you understand which data from or about you we use, why we use it, how long we use it and who can use it.
2. We enable you to remain in control of your dataWe consider the data from or about you to be yours. We only use it for the purposes for which you have given it to us, or for which we collected it from you. At any time you can opt-out or opt-in using our websites.
3. We protect your dataYour data is yours. We keep it that way by protecting it as best as we reasonably can to prevent it from falling into the wrong hands.
4. General Data Protection Regulation (GDPR)Webfleet is fully compliant with GDPR require­ments, for further information regarding the privacy and security policies of Webfleet please visit our webpage at https://www.webfleet.com/en_gb/webfleet/legal/gener­al-data-pro­tec­tion-reg­u­lation/.

Our Principles

Webfleet is all about to help our customers to get closer to their drivers. Everything that we do is driven by this single, simple principle – because when you are closer to your drivers, everyone can make smarter decisions. So we can help you, sometimes we’ll need to know some things about you. While we collect and use your data, we fully understand that you value your privacy.

We believe privacy is about freedom and being able to decide for yourself how your data is used and by whom. This is why we have established our Privacy Principles:

1. We will always keep you fully informed about your dataWe make sure you understand which data from or about you we use, why we use it, how long we use it and who can use it.
2. We enable you to remain in control of your dataWe consider the data from or about you to be yours. We only use it for the purposes for which you have given it to us, or for which we collected it from you. At any time you can opt-out or opt-in using our software and websites.
3. We protect your dataYour data is yours. We keep it that way by protecting it as best as we reasonably can to prevent it from falling into the wrong hands.

Our ten promises to you

  1. We will tell you which data from or about you we use, why we use it, how long we use it, who else can use it and where it is kept.
  2. We will only use your data for the purposes we have stated to you.
  3. We keep as little of your data as possible, and only for as long as we need it. When we no longer need data we destroy it or we irreversibly anonymise it, so it is no longer linked to you.
  4. If we ask your permission to use your data for specific purposes, we also allow you to withdraw your permission.
  5. If we have not been able to ask your permission to collect and use your data and you don’t want us to do so, you can tell us and we will act accordingly.
  6. We will allow you to access and correct your data if it is linked to your Webfleet account.
  7. We will keep protecting your data against unauthorized access and accidental loss as best as we reasonably can.
  8. If we engage others to use your information on our behalf, we will ensure they act in accordance with our policies.
  9. If we share your data with others, we will first ask you for permission, unless there is a legal obligation that prohibits us from asking.
  10. We are open to any questions you may have about how we use your data and we will answer them.

Webfleet policy on privacy and processing of personal data

We operate according to the privacy laws applicable in your country. Because we are rooted in Europe, European privacy laws also apply. These laws are considered to be the most extensive in the world. They offer a high level of protection to you by only allowing us to use your data when the strict conditions of these laws are met. Our company policy on privacy and processing of personal data reflects these laws and we apply this policy globally.

Definitions

Personal Data: any information relating to an identified or identi­fiable natural person (‘Data subject’, user); an identi­fiable person is one who can be identified, directly or indirectly, in particular by reference to an identi­fic­ation number or to one or more factors specific to his physical, physiolo­gical, mental, economic, cultural or social identity;

Processing of Personal Data ‘processing’: any operation or set of operations which is performed upon Personal Data, such as collection, recording, organ­iz­ation, storage, adaptation or alteration, retrieval, consultation, use, disclosure by trans­mission, dissem­in­ation or otherwise making available, alignment or combination, blocking, erasure or destruction.

  1. Webfleet will process Personal Data fairly and lawfully.
  2. Webfleet will collect Personal Data for specified, explicit and legitimate purposes and will not further process Personal Data in a way incom­patible with those purposes.
  3. Webfleet will ensure Personal Data is adequate, relevant and not excessive in relation to the purposes for which they are collected and/or further processed.
  4. Webfleet will ensure Personal Data are accurate and, where necessary, kept up to date.
  5. Webfleet will keep Personal Data in a form which permits identi­fic­ation of its users for no longer than is necessary for the purposes for which the Personal Data were collected or for which they are further processed.
  6. Webfleet will process Personal Data only if:
    1. the user has unambigu­ously given his consent; or
    2. processing is necessary for the performance of a contract to which the user is party or in order to take steps at the request of the user prior to entering into a contract; or
    3. processing is necessary for compliance with a legal obligation to which Webfleet is subject; or
    4. processing is necessary for the purposes of the legitimate interests pursued by Webfleet, except where such interests are overridden by the interests for fundamental rights and freedoms of the user and in particular his right to privacy.
  7. Webfleet will avoid processing Personal Data revealing racial or ethnic origin, political opinions, religious or philo­sophical beliefs, trade-union membership, or Personal Data concerning health or sex life.
  8. Webfleet will avoid processing Personal Data related to persons under the age of 13 years.
  9. To ensure fair processing of Personal Data, Webfleet will inform its users of
    1. The purposes of the processing;
    2. The categories of the Personal Data concerned;
    3. The categories of the recipients of the Personal Data;
    4. How to access and rectify their Personal Data.
  10. Webfleet implements appropriate technical and organ­iz­a­tional measures to protect Personal Data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access, in particular where the processing involves the trans­mission of Personal Data over a network, and against all other unlawful forms of processing. Webfleet does so by having regard to the state of the art and the cost of their imple­ment­ation, ensuring a level of security appropriate to the risks represented by the processing and the nature of the Personal Data to be protected.
  11. In case processing is carried out on Webfleet’ behalf, Webfleet will choose a processor providing sufficient guarantees in respect of the technical security measures and organ­iz­a­tional measures governing the processing to be carried out – and will ensure compliance with those measure. In these cases, Webfleet will ensure the processing is governed by a contract binding the processor to the controller and stipulating in particular that:
    1. The processor shall act only on instruc­tions from Webfleet;
    2. The provisions of 10) are applied to the processor.
  12. In principle Webfleet will process Personal Data in the European Economic Area (EEA). In those cases where Personal Data is transferred or processed outside the EEA by Webfleet or on Webfleet’ behalf, Webfleet will ensure adequate safeguards with respect to the protection of the privacy and fundamental rights and freedoms of individuals and as regards the exercise of the corres­ponding rights by applying appropriate contractual clauses or other acceptable legally binding instruments.
  13. In case Webfleet remotely stores information, or gains access to (any) data already stored, in a device of a user, Webfleet will ensure the user concerned has given his or her consent, having been provided with clear and compre­hensive information, about the purposes of the processing. This shall not prevent Webfleet from any technical storage or access for the sole purpose of carrying out the trans­mission of a commu­nic­ation over an electronic commu­nic­a­tions network, or as strictly necessary in order for Webfleet to provide a service explicitly requested by the user.

Data we collect

When you use our sites, our products and our services we collect data from you or about you. What data we exactly collect depends on what you use and how you use it. In general, there are 3 categories of data we collect and use:

Data you provide
 
This is the data you enter yourself when using our sites, products and services. This data includes for example your name, email address, the search terms you enter, your address and favourite locations, your phone number, any map errors reports, and speed camera reports you enter, your size, weight, gender, age etc.
 
Data collected via sensors
 
A lot of our products come equipped with one or more sensors or use the sensors of the devices they run on. Examples of sensors are GPS receivers, WiFi or Bluetooth receivers. These sensors, when activated, will automat­ically collect data. Depending on the purpose for which it was captured, the data in combination with data that identifies you or your device can be sent to Webfleet and others for subsequent use.
 
Metadata
 
This refers to any data that is collected or automat­ically generated while you use Webfleet sites, products or services. In many cases metadata is collected or generated inherent to you using a computing device or inherent to trans­mitting data over computer networks, such as the internet. This data includes user interface and other device usage events, IP-ad­dresses, unique device identifiers, WiFi and Bluetooth MAC addresses, cookies and records of computer activity.

Data we receive from others

We receive data from third parties that they have collected, under their respons­ib­ility and in accordance with their privacy policy, and shared with us. We use that data within the limits of what these third parties allow us to do with it while also adhering to our own privacy principles and policy. We receive real-time feeds of location, speed, sensors and other vehicle and device information from, for example, mobile phone users, business fleets and vehicles. We use this data only after we have made sure it cannot be linked back to you.

We also receive data from others about you when you have interacted with them, for example when you have visited their websites or used their mobile apps. This data can include IP-ad­dresses, unique device identifiers, advertising identifiers, Wi-Fi and Bluetooth MAC addresses, cookies and other records of computer activity, as well as indications of your behaviour, interests and demographic.

On-line

Website

Our website offers you various features and services. It allows you to learn about our products and services. On our support section you can obtain support about our products. In order to improve our website, to present you with information we think is relevant to you and to detect malicious or fraudulent use, we also collect, aggregate and analyse information on how you use our website.

Identifying yourself

You can use our website without identifying yourself. However, some parts of the website require logging in with your Webfleet account. For example, the Webfleet platform requires you to log in to perform activities such as tracking vehicles in your fleet or sending orders to your drivers.

Online and marketing

We use your data to improve our under­standing of Webfleet users and those who are not yet Webfleet users. We do this by first aggregating data from or about you, data from or about other Webfleet users and data from third parties, and then analyzing this data to derive insights about behaviour and demographics. These insights are used to improve our products, our website, and our marketing efforts, including online advertising.

The data we use is the data that you have provided via our website and when signing up for a Webfleet account. The data does not include any of the data collected and used by Webfleet while you are using Webfleet products or services, for example your location, navigation or workout data.

The data we use also includes IP-ad­dresses, advertising identifiers, cookies and other records of computer activity, as well as indications of your behaviour, interests and demographic. We also use similar data that we receive from others, including YouTube, Facebook, LinkedIn and Google.

Our products and services

Webfleet services

If your vehicle is configured to connect to Webfleet services, it will collect information for the purposes of the Webfleet service, while the vehicle is in use in association with other equipment installed in the vehicle.

The following information is continu­ously collected: vehicle location, g-force/accel­er­ation data and engine related data such as fuel consumption, valve positions, engine speed and odometer value. What information is collected specifically depends on the equipment installed in the vehicle.

The owner of the contract decides the purposes for which this information subsequently is used, who will have access and for how long the information is kept. Please refer to the owner of the contract for any additional information. Generally, this will be the owner or lessee of the vehicle.

Webfleet uses Mixpanel software to collect information about how you use the Webfleet software, sites and applic­a­tions. The usage information that Webfleet collects could contain location information but not any information that you have entered or uploaded. Webfleet has engaged into a contract with Mixpanel that limits your information for use only by Webfleet and not by Mixpanel for any other purpose, such as advertising.

Curfer

Your Webfleet equipment allows you to collect information from your car while you use it, to receive reports and feedback on your trips and driving behavior. To provide you with reports and feedback the information is sent using the Webfleet CURFER smartphone app to Webfleet using the internet connection provided by your phone. The information is kept with your account as long as this account exists. If an internet connection is not available, the information is securely stored on your equipment to be uploaded later.

Your information is stored in the EU, governed by European data protection laws. Webfleet applies security methods based on industry standards to protect your information against unauthorized access, while stored and while being transmitted.

We promise not to give anyone else access to the information that we collect or use it for any other purpose, unless you give us your permission or when we are explicitly and lawfully ordered to do so following due legal process.

Other drivers of your vehicle

If you share your vehicle with other drivers when the equipment is plugged in, you are responsible to inform these drivers about the fact that driving and vehicle data is collected from the vehicle and that you have access to reports of this.

Information we collect

Your equipment and Webfleet CURFER app will collect:

  • Information that identifies you, your vehicle, your equipment and your smartphone.
  • Information related to your vehicle and how you drive it such as time of start/stop, idling time, speed and speed distri­bution, distance driven, braking, cornering, accel­er­ation, battery levels and status, engine load, engine throttle levels.
  • Information for diagnostic purposes such as software versions, device types, power disconnects, error logs.

Your equipment does not collect any location information or information related to a vehicle accident, nor is any of this information shared with Webfleet.

Information only available on your Smartphone

The equipment sends additional information to your smartphone while the app is running, such as a detailed real-time flow of parameters read from your vehicle, including speed, engine rpm, engine temperature, engine load and tank fuel level and more for displaying this information in the app. This detailed information is not stored on the smartphone nor send to Webfleet servers.

If you agree to allow the app to use location information, this is used to record the smartphone position when the vehicle is parked (engine switched off or smartphone moved out of reach of the equipment). Only the last position is stored, not a trace of your vehicle movement, and the location is never shared with Webfleet.

Your CURFER account

When you first use the Webfleet CURFER app, you need to create your personal account supplying a user name, your email address and a password. Webfleet advises you to keep your account details confid­ential and use a password you do not use elsewhere.

Your account is used to securely store the data collected by Webfleet CURFER on the Webfleet servers. We will use your email address occasionally to send information related to Webfleet CURFER or related products/services or if there are updates you need to be aware of to ensure you can use your product in a safe, reliable way, without inter­ruption or if there is a legal requirement to contact you.

You can delete your CURFER account at any time using the smartphone app.

We will not share your CURFER account details with anyone else, unless explicitly and lawfully ordered to do so following due legal process.

When data is uploaded to our servers

The Smartphone app automat­ically uploads the data collected on the LINK 100 to Webfleet servers. Every time the vehicles’ engine is switched off, and there is a mobile data connection, the app reads all stored data from your LINK 100 and sends it to the Webfleet servers. This happens in the background, even if you are not actively using the application. If you like to prevent this from happening, you can disable mobile data usage for the app or use the ‘Logout’ function in the application.

Uses of your location

Although the LINK 100 itself cannot collect your location, nor any location information is shared with Webfleet, you should be aware that while you use your mobile phone to connect your LINK 100 to the internet, your mobile phone may run operating system software or other apps, or use commu­nic­ation networks, which collect, transmit or store personal and location information. Webfleet has no influence over this. For more details refer to the information and settings provided by your mobile operator and the vendors of your system and apps.

Webfleet Mobile Applic­a­tions: MyCar, Webfleet Mobile and Webfleet Logbook (“Apps”)

To use the Apps, a Webfleet LINK device needs to be present and active in your vehicle. The Webfleet LINK device continu­ously collects data from the vehicle to create reports and feedback on your trips, driving behavior and the vehicle’s technical state. This vehicle data is combined with position information from the GPS sensor in the Webfleet LINK device and a timestamp, so all events and reporting can be matched with a location and time. To provide you with this feedback, the information is sent to Webfleet servers, using the data connection provided in the Webfleet LINK device. The data is stored at Webfleet related to an account under the control of the fleet manager. The fleet manager of your company (or employer) is the organ­iz­ation supporting your use of the vehicle or is the owner of the vehicle, and can be typically (part of) a fleet management company, a leasing or rental company, a car importer, dealer or manufac­turer.

The Apps continu­ously send data to and retrieve data from the Webfleet servers if you allow it to use the internet connection of your smartphone. The Apps will report and visualize the collected data in a graphical user interface on your smartphone.

Information collected by the Webfleet LINK device and the Apps

Your Webfleet LINK device and the Apps will collect the following information:

  • Date, time and location.
  • Information that identifies you, your vehicle, your device and your smartphone.
  • Information related to your vehicle and how you drive it such as start/stop, odometer, idling time, rpm, speed and speed distri­bution, distance driven, braking, cornering, accel­er­ation, battery levels and status, engine load, engine throttle levels, cruise control usage, coasting, fuel consumption, fuel level, maintenance need and technical status messages issued by the vehicle’s internal diagnostic systems.
  • Information for diagnostic purposes such as software versions, device types, power disconnects, and error logs.
  • Information such as location and vehicle heading that can be used in the event of an accident or a theft.

How your data is used

The fleet manager has decided the various purposes for which the data collected from your vehicle and the Apps will be used, who will have access to it and for how long the information is kept. Please refer to the information provided to you by your fleet manager for this.

Other drivers of your vehicle

If you share your vehicle equipped with a Webfleet LINK device with other drivers, you are responsible for informing these drivers that driving and vehicle data is collected from the vehicle and that you and the fleet manager have access to reports about the information.

Information only available on your smartphone

The Webfleet LINK device sends additional information to your smartphone while the Apps are running, for example a detailed real-time flow of parameters read from your vehicle, including speed, engine rpm, engine temperature, engine load and tank fuel level and more, so this information can be displayed in the Apps. This detailed information is not stored on the smartphone.

Your Apps account

You will receive user credentials for the Apps from the fleet manager. Webfleet advises you to do the following:

  • Change your password upon first login
  • Keep your account details confid­ential
  • Use secure and unique passwords that you do not use elsewhere

Your account is used to give you access to the data stored on the Webfleet servers. The information is kept with your account as long as this account exists or for as long as the fleet manager decides.

When data is uploaded to our servers

The Webfleet LINK device automat­ically uploads the collected data to Webfleet. This will happen frequently, typically every minute.

Uses of your location

Specific location privacy control settings are available to you in the Apps to allow you to enable or disable various uses of location data. Please consult your fleet manager for specific information on this.

You should be aware that while you use your smartphone it might run operating system software or other apps, or use commu­nic­ation networks, which collect, transmit or store personal and location information. Webfleet has no influence over this. For more details refer to the information and settings provided by your mobile operator and the vendors of your system and apps.

For users of the application MyCar, the fleet manager is the organ­iz­ation supporting your use of the vehicle or owning the vehicle, typically a leasing company, a car importer, dealer or manufac­turer.

Processing your data

Protecting your information

The information you upload is stored in the European Union and is subject to European data protection laws. Webfleet applies security methods based on industry standards, including techno­logies such as pseudo-an­onym­iz­ation, hashing and encryption to protect your information against unauthorized access, while stored and while being sent to and retrieved from the equipment.

Webfleet will not give anyone else access to your information or use it for any other purpose, unless explicitly and lawfully ordered to do so following due legal process. Please find more information about the Webfleet privacy and security measures on the following webpage: https://www.webfleet.com/en_gb/webfleet/legal/gener­al-data-pro­tec­tion-reg­u­lation/.

Your rights

If you would like to submit a request to access, rectify, erase, restrict or object to the processing of Personal Data processed by Webfleet, or if you would like to submit a request to receive an electronic copy of your Personal Data for purposes of trans­mitting it to another company (to the extent this right to data portability is provided to you by applicable law), you may contact Webfleet per the Contact Us section.

If Webfleet has collected your Personal Data with your consent, you can withdraw your consent at any time by contacting Webfleet per the Contact Us section. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal.

We will respond to your request consistent with applicable law.

You also have the right to lodge a complaint with your local data protection authority.

Please note that we may need to retain certain information for record­keeping purposes and/or to complete any trans­ac­tions that you began prior to requesting a change. There may also be residual information that will remain within our databases and other records, which will not be removed.

Contact us

Contact information

If you think that your information is not being used for the purpose for which you have provided it to Webfleet or if you have questions or requests, you can contact Webfleet by writing to:

Bridgestone Mobility Solutions B.V.
Attn. Data Protection Officer
Beeth­oven­straat 503
1083 HK Amsterdam
The Netherlands

Or send an email to privacy@webfleet.com.

If you think that other recipients external to Webfleet are not using your information for the purpose for which you have provided it to them, please contact those other recipients.

If you are a government body or law enforcement authority

Please write to:

Bridgestone Mobility Solutions B.V.
Attn. Security Officer / DPO
Beeth­oven­straat 503
1083 HK Amsterdam
The Netherlands

Or sent an email to security@webfleet.com.

Emailing us

When you use email to communicate with Webfleet and its staff using an @Webfleet.com email address, you will exchange personal data. This includes the email addresses used, the content of the messages you send or receive and metadata related to the email exchange. Webfleet retains email data as long as the email box exists that is associated with the @Webfleet.com email address. Our staff will sometimes retain email exchanges or parts thereof for record keeping or archiving purposes. Webfleet deletes the email box of a Webfleet staff member within 3 months after termination of employment. Webfleet staff can also delete individual email messages in their email box. Separate from this, Webfleet retains a copy of all email messages for the estab­lishment, exercise or defense of legal claims for at least 15 years.

Calling us

When you call Webfleet we will sometimes record the conver­sation either for staff education and instruction purposes or to record details related to sales trans­ac­tions. In cases where we record calls, you will be notified in advance and you will be offered the possibility to opt-out. However, if you opt-out, depending on circum­stances, we may not be able to serve you. We will explain that to you in those applicable circum­stances. Webfleet keeps recordings for a maximum period of 3 months for instruction purposes. We keep recordings that relate to sales trans­ac­tions for a period of up to 10 years.

Visiting us

When you visit Webfleet, we will ask you to provide in our electronic visitor management system your contact information such as your name, the company or organ­iz­ation you represent, an email address and who you are visiting within Webfleet. We will use the information you provide only in the context of your visit, which includes security and safety purposes. Visitor and visit data are deleted three months after your visit.