Privacy Policy

Last updated: February 26, 2026

This Privacy Policy explains how Auto Fleet Checker ("we", "us") collects and uses data.

1. What Data We Collect

We collect:

• Account information (email, login credentials)
• Fleet data (vehicle names, identifiers)
• Uploaded photos
• Usage metadata (timestamps, actions)

2. How We Use Data

We use data to:

• Provide the Service
• Process and analyze images
• Improve the platform
• Provide support

3. Legal Basis (UK GDPR)

We process data based on:

• Contractual necessity (to provide the service)
• Legitimate interest (improving and securing the platform)

4. Data Storage

Data is stored securely using:

• Database storage
• File storage systems
• Access controls

5. AI Processing & Photo Analysis

Photo Analysis: Photos flagged for review may be sent to third-party AI services (OpenAI Vision API) for damage detection and validation.

What this means:

• Photos are analyzed using automated image comparison (perceptual hashing)
• Photos flagged as potentially showing damage may be sent to OpenAI's servers for AI-assisted validation
• This helps reduce false positives and improve accuracy
• OpenAI processes photos according to their privacy policy: https://openai.com/policies/privacy-policy
• Photos are only sent when flagged for review (not all photos)
• AI processing is optional - the system works without it, but accuracy may be lower

Data handling:

• Photos sent to OpenAI are used solely for damage detection analysis
• OpenAI does not use your photos to train their public AI models (per their API terms)
• Photos are not sold or shared for other purposes

6. Data Sharing

We do not sell your data.

We may share data only with:

• Infrastructure providers (hosting, storage)
• AI providers (for image analysis only)

7. Data Retention

You control your data.

Data is retained while your account is active and can be deleted upon request.

8. Your Rights

You have the right to:

• Access your data
• Correct your data
• Request deletion
• Export your data

9. Security

We use reasonable technical measures to protect your data, but no system is 100% secure.

10. Cookies

We use session cookies to maintain your login session and ensure the Service functions correctly. For detailed information about our use of cookies, see our Cookie Policy.

11. Contact

Data Protection Contact:

[YOUR COMPANY NAME]
[YOUR CONTACT EMAIL]