Privacy policy

Who this covers

“We” is Fleet Alchemist, operated from Edmonton, Alberta. “The yard” is the equipment rental business that subscribes to the service. “Renters” and “operators” are the yard’s customers and the people who run the machines. Yards are our customers; renters are the yard’s. Both are covered here.

What we collect

• Account data. Names, work email addresses, phone numbers and roles of the yard staff who sign in, plus the yard’s business name, address, time zone and billing settings.
• Yard and contract data. The machines in the fleet (make, model, year, serial, hour-meter readings), rental contracts (customer name and contact, jobsite, dates, rates, included hours), and the billing lines the service computes from them.
• Tracker telemetry. Each tracker reports its position, speed and heading, ignition and input states, engine hours, power and battery state, and device identifiers (IMEI, SIM). From that we derive events: geofence entries and exits, after-hours movement, towing, tamper, power cut, offline. Location that can be tied to an identifiable operator is personal information, and we treat all telemetry as if it were.
• Technical logs. Sign-in records, IP addresses and the usual server logs needed to run and secure the service.
• Demo requests. If you ask for a demo through this site, the details you type into the form.

We do not collect anything from a renter’s phone. The tracker is on the machine, not the person.

Why we collect it

• Billing. True engine hours and rental periods are how a contract’s base charge, overage and warnings are computed.
• Theft prevention and recovery. Position, geofences and tamper events are what let a yard find a machine and hand police the evidence.
• Maintenance. Hours drive service intervals.
• Dispute resolution. When a renter and a yard disagree about where a machine was or how long it ran, the record settles it.
• Running the service. Signing you in, sending the alerts you configured, keeping the system secure, and answering your support questions.

We do not sell personal information and we do not use it for advertising.

Where it lives

In Canada. The tracker server runs in Toronto and the application database is in a Canadian region. Our hosting providers operate those servers for us and are bound to use the data only to provide the service. If that ever changes, this page changes first.

How long we keep it

Retention is set per yard. The default is that event history — the timeline of positions, geofence crossings, alarms and check-outs — is kept indefinitely, because it is evidence and the yard may need it years later. Yards can ask us for a shorter retention period. Account data is kept while the account is open and for as long afterward as tax and billing records require. Demo requests are kept until the conversation is over.

Renter consent

The yard is the one with the relationship to the renter, so the yard is responsible for telling renters that the machine is tracked and getting their agreement. We provide a consent clause for rental agreements, and the yard must include it — or equivalent notice — before a tracked machine goes out on rent. A renter who wants to know what was recorded should ask the yard first; we help the yard answer.

Who we share it with

• The service providers who host and run the platform for us, under contract, in Canada.
• The yard’s own customer, when the yard chooses to give them a report or an evidence export from their rental.
• Police or a court, when the law requires it or when a yard reports a theft and asks us to.

That is the list.

How we protect it

Traffic between your browser and the service is encrypted; trackers report over the cellular network to a server that accepts nothing else on that port. Each yard’s data is separated from every other yard’s at the database level, and staff can only see their own yard. Event history is append-only: nobody, including us, edits or deletes an event once it is written. Server access is key-based and limited to the people who run the service.

Your rights

You can ask us what personal information we hold about you, ask us to correct it, and withdraw consent (with the understanding that a tracked rental cannot proceed without tracking). Write to the address below and we will answer within thirty days. If you are not satisfied, you may complain to the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.

Changes

When this policy changes we will post the new version here with a new date and, for material changes, tell yards by email.

Contact

Italo San Martin, Fleet Alchemist — hello@fleetalchemist.com. See also the terms of service.