Privacy Notice

This notice covers Taylor's Fleet Services. "We" and "us" mean TayTech Innovations LLC, which provides it and is the controller of the information described under "What We Collect About You" below.

It describes information by kind and by purpose, not feature by feature, so a new part of the service that keeps the kinds of information described here, for the purposes described here, is covered by it.

What We Collect About You

About you, the person with an account, we keep:

• Account and contact details, such as your name, username, email address, phone number and profile picture, and your fleet's business details.
• Settings you choose in the service.
• Sign-in and security records, such as when you signed in, changes to your password, email address or two-step sign-in, the secret your authenticator app uses if you turn on two-step sign-in, and the internet address you accepted these documents from. The addresses we count to limit repeated attempts, such as at sign-in, are deleted once that count no longer needs them.
• Activity records: our service logs, your fleet's audit log of what was changed, and which ad, campaign or partner link brought you to us.

We use it to provide the service and help you use it, keep it secure, bill your fleet, send you the mail and alerts your account and fleet need or that you turn on, and measure our own advertising.

Visitors to Our Website

Our public website uses advertising and analytics tags to measure visits and sign-ups and to show our ads to people who visited, never with your name, email address or any fleet's records. Cookie Choices at the foot of our pages, or a Global Privacy Control signal, turns them off.

Our own cookie records which ad, campaign or partner link brought you to our website, never anything about you, for up to 90 days, and is saved on the account you create. Once you turn off advertising measurement, no ad or campaign is recorded; a partner's code is still kept, because that is how we pay the partner who sent you.

Our sign-up form uses a bot check, which sees your browser's signals and address for that check.

What We Hold on Your Behalf

Running a fleet means the service holds information about other people, such as your renters and the people who work with your fleet, which you and they put in or bring in from accounts and systems you connect. It includes vehicle, booking and money records, with the renter details a booking carries; who works with your fleet, their work and their pay; photos, documents and receipts; location and vehicle data; and messages and email sent through the service.

For that data you are the controller and we are the processor. Your renters have no relationship with us. We process their information, and the information about the people who work with your fleet, on your instructions in order to provide the service to you, and for nothing else. See the Data Processing Addendum.

Email You Forward to Us

Of the mail that reaches the addresses we give you and your fleet, we read only what the service is built to handle: booking, payment, receipt and invoice mail from the businesses whose mail the service reads; replies and other mail from people your fleet works with, such as crew and mechanics; the confirmation your mail provider sends when you set up forwarding; and mail your fleet's owners and admins forward by hand, which we check for its original sender and discard if that is not one of those businesses. What we read is recorded where it belongs or shown to you as an alert. When a message links to the document it is about, such as an invoice, we may open the link and keep a copy of the document.

Mail from anyone else is discarded on arrival without its contents being read or stored; we keep only its sender address and subject line, for 45 days, so you can see that your forwarding rule is set up wrongly.

Because forwarding breaks the original message's cryptographic signature, we cannot prove a forwarded message genuinely came from the sender it names.

Mail we cannot place yet, such as a trip email for a car not in your fleet, is held for you for up to 180 days.

Mailboxes You Connect

If an owner or admin of your fleet connects a mailbox, such as Gmail, we read it read-only: we cannot send, change or delete mail, and we never see a Gmail password (you allow Google's "read your email" permission on Google's own screen). We ask the mailbox only for mail from the senders your mail settings show, never from one you switch off, and handle each message exactly as if you had forwarded it to us. No other message in the mailbox is listed, opened or stored. We keep the address you connected, its sign-in key or password (encrypted), your switches, and how far we have read.

Mail read from a mailbox you connect, and the documents it links to, are not sent to any AI service, and we do not use them to train models or for advertising.

Disconnect ends our access and deletes the stored key or password at once. You can also remove our access at your mail provider: for Gmail, in your Google Account under Security, Third-party apps. What was already recorded stays in your fleet until you delete it or close the fleet.

Taylor's Fleet Services' use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Who Else Sees It

We use service providers to run the service, each only for its task:

• hosting, databases, file storage and backups;
• email delivery, for the mail we send and receive for you;
• payment processing;
• alert and push notification delivery, including your browser's or phone's own push service, which carries notifications encrypted;
• maps and address lookup, such as placing a typed address on a map, or a map your browser loads showing a car's last reported location;
• AI services that read text and images for us, such as the photos, documents, receipts and invoices uploaded or shared with us and the replies to requests we email, to fill in or check details or work out which car something belongs to, which can include your cars' details; and
• on our public website, a bot check on the sign-up form and the advertising and analytics tags described above.

A current list of them is available on request at the support address.

Where you connect an account of your own with another company, such as a mail provider, a file-sharing service, a GPS tracker, a booking system or an automation service, or use a private link or alert channel in another app, what passes between that company and us is under your agreement with them, not ours. Anyone who has one of your private links, or knows the name of an alert topic you set on a public relay, can use it, so keep them private.

We do not sell personal information, and we do not use your fleet's data to train models. The only information shared for advertising is the website visit information described under "Visitors to Our Website", and none once you opt out.

Location

If you connect a GPS tracker, the service records where your cars are, which can mean where someone else is driving; it is off unless you connect one. People working for your fleet can share their phone's location at a job, only if they allow it and only when they take a step of that job. Location is never used for a car's mileage. Several jurisdictions regulate recording where someone is, and the obligation to disclose it falls on you as well as on us.

Where It Is Stored

In the United States. Storage volumes are encrypted at rest by the hosting provider and all traffic to the service is encrypted in transit.

How Long We Keep It

We keep information for as long as your fleet or account exists and we need it for the purposes in this notice, then delete it or make it anonymous; some of it goes sooner. Your fleet's audit log entries are deleted after 13 months, except records of account security, which are kept as long as your fleet exists.

When you delete your fleet, its data leaves the live database at once. We keep a recovery copy of its records and files for 30 days, so we can put the fleet back if you ask within that time, and our nightly backups, each kept 30 days, let go of it within 30 days (if backups have been failing, the last good one is kept until a newer one succeeds). After that we cannot recover it, except that we keep:

• a one-way fingerprint of each car's VIN and of the reservation numbers in booking emails, with the fleet that added them, so that each car gets one free Test Drive and one First Cleaning Guarantee, for as long as we offer them and for nothing else;
• the email addresses we do not send to, because mail to them bounced or they reported it as spam; and
• our own alerts about running the service, which can name a fleet.

A fleet that has never had a paid plan, that nobody signs in to and that gets no new bookings for 90 days is closed after a warning email, with the same 30-day recovery copy.

Your own account is separate from your fleets. When you delete it, or leave, are removed from or close your last fleet, it stops giving access, and 30 days later everything personal on it is overwritten; an empty placeholder that identifies no one stays, so other fleets keep their history. An account that never joins a fleet is kept until you delete it (Settings, Delete My Account).

Your Rights

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, delete it, receive a copy in a portable form, or object to particular processing. Californian residents additionally have the rights described in the CCPA, including the right not to be discriminated against for exercising them. We do not sell personal information. To opt out of the advertising measurement on our website, use Cookie Choices at the foot of our pages or send a Global Privacy Control signal.

You can delete your own account inside the product (Settings, Delete My Account). A fleet's Owner or Admin can export its records, and the files uploaded to it, inside the product; the export is a machine-readable file that states, inside itself, exactly what it does and does not contain (see section 4 of the Terms). For a copy of your own account data, for anything else, or for a request about data we hold as your processor, write to the support address. We answer within 30 days.

If you are a renter or contractor of one of our customers, your relationship is with them: send your request to the fleet you dealt with, and we will assist them in answering it.

Contact

Questions about this document go to the support address shown on the sign-in page and in the in-app guide.