Privacy Policy

1. Who we are

FleetHarbor is operated by Emergent AI Agency LLC, a Virginia limited liability company (“we”, “us”, “our”). This policy explains what information FleetHarbor collects, how we use it, who we share it with, and the choices you have. It applies to fleetharbor.us and to the FleetHarbor application.

2. What we collect

• Account data: your name, email address or username, password (stored only as a secure hash), and the organizations and roles you belong to. If you sign in with Google, Google tells us your name, email address and profile picture. We don’t receive your Google password or anything else from your Google account.
• Organization and fleet data: what you and your team enter, such as vehicles, VINs, plates, odometer readings, service history, costs, vendors, drivers, mechanics, fuel purchases, maintenance schedules, work orders and issues.
• Uploads: photos, PDFs and voice recordings you upload so that FleetHarbor can read them, and the text and transcripts made from them.
• Job board visitors: if you respond to or report a posting on the public job board, the contact details you give us, your message and your IP address. A response is passed to the business that posted the job; a report is not.
• Billing data: your subscription status and billing contact. Card details are entered directly with Stripe and never pass through or stay on our servers.
• Usage and log data: IP address, browser type, the pages and actions you use, timestamps and error records, and records of the emails we send you.

3. How we use it

• to run FleetHarbor: store your records, work out what maintenance is due and show it to your team;
• to read uploaded documents and recordings into proposed records that a person in your organization reviews (a cleanly read paid bill dropped on a vehicle's page files itself and stays marked as read by AI);
• to send email notices you ask for or need, such as sign-in links, invitations, maintenance reminders and briefings;
• to bill your subscription;
• to keep the service secure, prevent abuse, fix problems and enforce usage limits;
• to answer your support requests.

We do not use your data for advertising, and we do not build profiles of you for anyone else.

4. AI processing

When you upload a photo, PDF or voice recording, or use an AI feature such as the in-app assistant, the material needed for that task is sent to an AI provider for processing. We use these providers only under zero-data-retention terms: they process the material to return a result, and they do not keep it or use it to train their models. The providers are listed on our Subprocessors page.

Some features work from vehicle specifications alone: year, make, model, trim, body style and color. We may share those specifications, and never VINs, plates, unit numbers or customer names, to produce reference illustrations of a vehicle and to research manufacturer maintenance schedules, labor times and parts. The results are shared reference material that can be reused for any vehicle with the same specification, and they contain none of your data.

5. Who we share it with

We share information only with the service providers that help us run FleetHarbor, each receiving only what its job needs, listed with what each one receives on our Subprocessors page. We may also disclose information when the law requires it, to protect the rights and safety of our customers or the public, or to a successor if our business is sold or merged, in which case this policy will continue to apply to your information.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. FleetHarbor has no advertising trackers and no third-party analytics.

If you post a job to the public job board, the posting is visible to anyone. Postings show the vehicle, the work, the price and the general location you choose, and your organization's name only if you turn it on.

6. Cookies

FleetHarbor uses two things in your browser, and nothing else:

• a sign-in session cookie, which keeps you signed in and is needed for the app to work;
• your light or dark theme preference, stored in your browser and never sent to us.

7. How long we keep it

We keep your organization's data until you delete it. When an organization is deleted, it is held for 30 days in case the deletion was a mistake, and then permanently removed. When you delete your account, we remove the personal identifiers attached to it, such as your name and email address. Records you created inside an organization stay with that organization, because they belong to it. Billing records are kept as long as tax and accounting law requires.

8. Security

All traffic to FleetHarbor is encrypted in transit. Uploaded files are kept in private storage and served only to signed-in members of the organization they belong to. Passwords are stored only as secure hashes, and the credentials we hold for other services are encrypted at rest. Each organization's data is kept separate from every other organization's. No system is perfectly secure, but if we learn of a breach that affects your data, we will tell you without undue delay.

9. Your employees' data

When you add information about your employees, drivers and mechanics, your business decides what goes in and why, and acts as the controller of that information. We process it on your behalf to provide FleetHarbor. If one of your employees asks us about their data, we will refer them to you and help you respond.

10. Your rights and choices

You can:

• see and correct your account details and your organization's records in the app;
• export your organization's data from the app at any time;
• delete your organization or your account from the app;
• ask us by email at [email protected] for a copy of your personal information, a correction, or its deletion.

We answer requests within 30 days and will not treat you differently for making one. We may need to confirm your identity first. Depending on where you live, you may have further rights under local law, and we will honor them.

11. Where your data is stored

FleetHarbor is hosted in the United States, and your data is stored there. If you use FleetHarbor from outside the United States, your information will be transferred to and processed in the United States.

12. Children

FleetHarbor is a business service and is not directed at anyone under 16. We do not knowingly collect personal information from children under 16. If you believe a child has given us information, contact us and we will delete it.

13. Changes to this policy

We may update this policy. If a change is material, we will email the owners of each organization at least 30 days before it takes effect. The “Last updated” date at the top always shows the current version.

14. Contact