Privacy Policy

This Policy applies when Easyfleet determines why and how personal information is handled, including website visits, sales relationships, account administration, billing, support, security, product analytics, and direct communications.

Customer-controlled data. When an organization subscribes to Easyfleet and uploads, connects, or generates information about its personnel, drivers, contractors, vendors, customers, vehicles, equipment, or operations, that organization generally determines the purposes for which the information is handled. In that context, the customer is responsible for providing required notices, establishing a lawful basis or obtaining consent where required, configuring permissions, and responding to individuals. Easyfleet processes the information to provide the Services, on the customer’s instructions, and as otherwise permitted by contract and law.

Direct users. This Policy also applies to people who open an account, request a demo, visit the website, contact support, or otherwise interact directly with Easyfleet.

Not employment surveillance authorization. A customer’s ability to configure telematics, location, inspection, safety, productivity, or driver-management features does not itself establish that the customer’s collection or use is lawful. Customers must assess workplace, labour, human-rights, privacy, collective-agreement, and sector-specific obligations before enabling or relying on those features.

“Personal information” means information about an identifiable individual, whether identified alone or in combination with other information. It generally does not include business contact information used solely to communicate with a person in relation to their employment, business, or profession where applicable law excludes it, or information that has been irreversibly anonymized.

We will not use personal information for a new purpose that is materially incompatible with the purposes described at collection unless we provide appropriate notice and obtain consent where required, or the use is otherwise authorized by law.

Easyfleet seeks meaningful consent where consent is the appropriate legal basis. The form of consent may vary with the sensitivity of the information and the reasonable expectations of the individual. Certain collection, use, or disclosure may occur without consent where law permits or requires it.

An individual may withdraw consent to optional handling by contacting us or using available settings, subject to reasonable notice and legal or contractual restrictions. Withdrawal may limit or prevent use of some Services. Essential account, security, transaction, and compliance handling cannot always be disabled while an account remains active.

Customers must ensure their administrators and users are authorized to provide information to Easyfleet and must deliver any employee, driver, contractor, or other notices and choices required for their particular implementation.

Easyfleet may use rules, statistical methods, or artificial intelligence to assist with analytics, recommendations, data extraction, anomaly identification, classification, summaries, forecasting, or workflow automation. Unless expressly stated in the product, these features support—not replace—human judgment. Customers remain responsible for reviewing outputs before making decisions that materially affect an individual.

We do not use customer content to train a general-purpose third-party artificial intelligence model unless the customer has expressly agreed or the information has been lawfully de-identified for that purpose. Where an AI provider processes customer content to deliver a selected feature, it acts as a service provider subject to appropriate contractual and security controls.

We may disclose personal information in the following circumstances:

Easyfleet does not sell personal information for money. Easyfleet also does not rent customer-controlled personal information or disclose it to third parties for their independent direct marketing without appropriate authorization.

Easyfleet may use service providers in Canada, the United States, or other jurisdictions. Personal information processed outside an individual’s province or Canada may be subject to the laws of the jurisdiction where it is processed and may be accessible to courts, law enforcement, or national-security authorities in accordance with those laws.

Easyfleet remains accountable for personal information under its control and uses contractual, organizational, and technical measures designed to require service providers to protect information and process it only for authorized purposes. Additional information about significant service-provider categories or processing locations is available from the Privacy Officer, subject to security and confidentiality limitations.

We retain personal information only as long as reasonably necessary for identified purposes, customer instructions, legal and regulatory requirements, security, fraud prevention, dispute resolution, enforcement, and legitimate backup or business-continuity needs. Retention depends on the information type, sensitivity, account status, contractual commitments, applicable limitation periods, and whether the information is required for an active claim, investigation, or legal hold.

Following account termination, customer-controlled data will be made available for export and then deleted or de-identified according to the customer agreement and Easyfleet’s retention schedule, except where continued retention is required or permitted by law. Residual copies may remain temporarily in secured backups and will be isolated from routine use until overwritten according to the backup cycle.

Easyfleet uses safeguards designed to be proportionate to the sensitivity, amount, format, and risks of the information. Measures may include role-based access controls, least-privilege administration, authentication controls, encryption in transit and at rest where appropriate, logging and monitoring, vulnerability management, secure development practices, backups, vendor diligence, confidentiality obligations, incident response, and workforce training.

No method of transmission or storage is completely secure. Users must protect credentials, use unique passwords, enable available multifactor authentication, maintain accurate permissions, and promptly report suspected unauthorized access. Customers are responsible for their own endpoints, users, configurations, exports, connected systems, and decisions about which information to place in the Services.

If a breach of security safeguards occurs, Easyfleet will investigate, mitigate, document, and provide notices or reports as required by applicable law and contractual commitments. Customers must promptly notify Easyfleet of incidents affecting their accounts.

Easyfleet may use strictly necessary cookies and similar technologies for login, session continuity, load balancing, preferences, fraud prevention, and security. With appropriate notice and choice, we may also use analytics or marketing technologies to understand website and product use, measure campaigns, and improve communications.

Browser controls may block some cookies, but doing so may impair functionality. Where required, a consent tool will permit users to accept, reject, or adjust non-essential technologies. Easyfleet’s cookie notice should identify current technologies, providers, purposes, and durations.

Recipients may unsubscribe from promotional email using the link in the message or by contacting us. Essential service, security, billing, and account communications will continue where necessary. Commercial electronic messages will be handled in accordance with applicable anti-spam requirements.

Easyfleet takes reasonable steps to keep personal information accurate, complete, and up to date for the purposes for which it is used. Individuals may request access to personal information under Easyfleet’s control, ask how it has been used or disclosed, and request correction of inaccuracies, subject to applicable law.

Requests must be submitted to the Privacy Officer and may require identity verification. Easyfleet may need to consult or refer a request to the customer that controls the relevant account. Access may be limited where disclosure would reveal another person’s information, confidential commercial information, information protected by legal privilege, or where another legal exception applies. If Easyfleet refuses a request, it will provide reasons where required and explain available complaint options.

If access is provided through an employer or other customer, that customer may administer the account, manage permissions, access and export records, configure integrations, set retention choices, and submit instructions to Easyfleet. Individuals should direct questions about the customer’s purposes, workplace practices, or decisions to that customer. Easyfleet will support the customer in responding as required by contract and law.

The Services are intended for businesses and authorized adult users and are not directed to children. Easyfleet does not knowingly collect personal information directly from children through the Services. Users must not upload information about minors unless authorized, necessary for a legitimate business purpose, and compliant with applicable law.

Users should not place personal information in public or broadly shared fields unless necessary. Information exported, printed, emailed, or shared outside the Services is subject to the recipient’s controls and the customer’s policies.

Easyfleet has designated a Privacy Officer responsible for overseeing compliance, receiving privacy requests, and investigating complaints. Contact:

Easyfleet will acknowledge and investigate complaints in a fair and timely manner. If a concern is not resolved, an individual may contact the Office of the Information and Privacy Commissioner of Alberta, the Office of the Privacy Commissioner of Canada, or another competent privacy regulator, as applicable.

We may update this Policy to reflect changes in law, technology, vendors, or the Services. The “Last updated” date will be revised when changes are made. If a change is material, we will provide additional notice appropriate to the circumstances, such as an in-product message, account notice, or email. Where required, we will obtain consent before applying a materially new handling practice to previously collected information.

This Policy is intended to explain Easyfleet’s privacy practices and is not a contract that limits rights or obligations imposed by applicable law. If this Policy conflicts with a customer agreement or data-processing addendum, the agreement governs between Easyfleet and that customer to the extent of the conflict, while individual rights under applicable law remain unaffected. “Including” means “including without limitation.”