Security & data handling Where your fleet data sits, who can reach it, and how to take it back
Who we are
- Legal entity
- Veerapathra Traders, a registered Indian business.
- GSTIN
- 33AAQFV2992L1ZE — Tamil Nadu. Verifiable on the government GST portal.
- What that means for you
- Our invoices are GST tax invoices, so the subscription is input-tax-credit claimable if you are registered.
- Registered address
- to confirm
- Data protection contact
- to confirm
Where your data lives
- Hosting provider and region
- to confirm name the cloud provider and the region.
- Data residency
- to confirm whether trip data stays within India.
- Encryption in transit
- TLS on every connection to the app and this site. HTTPS is enforced; plain HTTP redirects.
- Encryption at rest
- to confirm state the mechanism, e.g. provider-managed disk encryption.
- Backups
- to confirm frequency, where they are held, how long they are kept.
- Disaster recovery
- to confirm
Who can see it
- Your team
- Access is per account. Owner, transport manager and accounts roles are available on Transporter plans and above.
- Our team
- to confirm who internally can access customer data, under what circumstances, and whether access is logged.
- Sub-processors
- to confirm list every third party that touches customer data: hosting, OCR, analytics, messaging.
- We do not sell data
- Your trip, expense and GPS records are yours. We do not sell them, and we do not share them with other customers, lenders, insurers or load boards.
- Aggregate benchmarks
- Where we publish market figures, they are our own research or public sources — not derived from customer records without written consent.
How long we keep it, and how to get it back
- Retention while you are a customer
- For as long as the account is active. Historical trips are the point of the product, so nothing is aged out.
- Export
- PDF and Excel export of your trips, expenses and statements is available on every plan, at any time, without asking us.
- On cancellation
- to confirm how long data is retained after an account closes, and the deletion window.
- Deletion on request
- to confirm Write to us and we will delete your data. — state the turnaround you commit to.
This website
- Analytics
- PostHog, for page views and product usage. No advertising trackers and no third-party ad pixels on this site.
- The free format tools
- Business name, GSTIN, address and logo typed into a format page never leave your browser. They are applied to the document in the page itself, and the Word and Excel files are generated on your device — nothing is uploaded to us. "Remember on this device" stores them in your browser only.
- Lead forms
- A demo request sends your name, phone and fleet size to us so we can reply. Nothing else.
- Cookies
- to confirm confirm what PostHog sets and whether a consent banner is required for your traffic.
Reporting a problem
- Security contact
- to confirm a monitored email address, not the WhatsApp number.
- Response commitment
- to confirm the time within which you will acknowledge a report.
- Disclosure
- Tell us privately first and give us a reasonable window to fix it. We will not pursue anyone who reports in good faith and does not access or alter other customers’ data.
Questions procurement asks
Where is Fleetbooks data stored?
See the hosting section above. If your procurement process needs this in writing against a specific region or a data-residency clause, ask and we will put it in the agreement.
Can we get our data out if we leave?
Yes, and you do not need us to do it. PDF and Excel export of trips, expenses and monthly statements is available on every plan at any time. There is no export fee and no notice period for it.
Do you sell or share our trip data?
No. Your trip, expense and GPS records are not sold, and are not shared with other customers, lenders, insurers or load boards. Where we publish market figures they come from our own research or public sources.
Is anything I type into the free format tools uploaded?
No. Business name, GSTIN, address and logo are applied to the document inside your browser, and the Word and Excel files are generated on your device. Nothing is sent to us. The PDF route goes through your browser’s own print dialog, which is also local.
Do you sign a data processing agreement?
Yes. Send us yours or ask for ours, and we will work through it before you put any data in.
Need this in writing?
We will complete your security questionnaire, sign a data processing agreement, or put data-residency and deletion terms into the contract. Tell us what your process needs and we will work through it before any data moves.