Privacy Policy

This Privacy Policy explains how FleetSharp ("FleetSharp", "we", "us") collects, uses, shares and protects personal information when a vehicle business (a "Dealership") uses the FleetSharp customer relationship management platform (the "Service"), and when a member of the public ("Customer") contacts a Dealership through a messaging channel connected to FleetSharp, including Facebook Messenger and WhatsApp.

1. Information we collect

1.1 From Dealership staff who use the Service

• Account and identity data: name, work email address, phone number, role, and the Dealership you belong to.
• Authentication data: login credentials and session tokens.
• Usage data: pages viewed, actions taken in the Service, device and browser information, IP address, and log data.

1.2 From Customers who contact a connected Dealership

When a Customer sends a message to a Dealership's connected Facebook Page, WhatsApp Business number or email address, FleetSharp receives and stores that message so the Dealership can read and respond to it from one inbox. This may include:

• The content of messages the Customer sends and the Dealership sends in reply, including text and attachments.
• The Customer's name or public profile name as provided by the messaging platform.
• A platform-specific identifier (for Messenger, a Page-scoped ID; for WhatsApp, the Customer's phone number; for email, the email address).
• Message timestamps and delivery or read status.
• Information the Customer volunteers in the conversation (for example, the vehicle they are interested in, budget, or contact preferences).

2. Information obtained through Meta

FleetSharp integrates with the Meta platform so a Dealership can manage its own Facebook Page and WhatsApp Business enquiries. Our use of Meta data complies with the Meta Platform Terms and Developer Policies.

We do not use Meta data for advertising, we do not sell it, and we do not transfer it to data brokers. We only use it to provide the messaging inbox described in this policy.

The FleetSharp marketing website (tour.fleetsharp.co.za) uses the Meta Pixel for website analytics and advertising measurement. This is separate from the Service and does not involve Customer message data. You can control this through your browser and Meta ad settings.

2A. Information obtained through Google (Gmail)

A Dealership can choose to connect its own Gmail or Google Workspace sales mailbox so email enquiries land in the same inbox as Messenger and WhatsApp. This connection is optional and is started by a Dealership administrator, who signs in with Google and approves the access described below. We only receive Google user data after that approval.

The Google data we handle is the email content, sender and recipient addresses, subject lines, attachments and timestamps of messages in the connected mailbox, plus the OAuth tokens that let us keep the connection working. The tokens are stored encrypted and are only used on our servers.

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

• We use Google user data only to provide and improve the user-facing email inbox and reply features described above.
• We do not sell Google user data, and we do not use it for advertising, including retargeting or interest-based advertising.
• We do not use Google user data to develop, improve or train generalised artificial intelligence or machine learning models.
• We do not allow people to read Google user data, except where the Dealership has asked us to (for example for a support request), where it is needed to investigate abuse or security problems, where the law requires it, or where the data is aggregated and anonymised for internal operations.
• We only transfer Google user data to others where this is needed to provide the features above, to comply with the law, or as part of a merger or sale of the business with notice to users. Where message content is sent to our AI sub-processor to give staff a summary or a suggested reply draft (see section 3), it is used only to produce that output for that Dealership and is not used to train models.

A Dealership can stop the connection at any time by removing FleetSharp's access in its Google Account at myaccount.google.com/permissions, and can ask us to delete the stored data as described in section 9.

3. How we use information

• To provide the Service: capture enquiries from Messenger, WhatsApp and email into one inbox, assign them to staff, and send replies.
• To generate AI assistance for Dealership staff, such as lead scoring, conversation summaries and suggested reply drafts. Message content is sent to our AI sub-processor for this purpose (see section 4).
• To secure the Service, prevent abuse, debug problems and keep audit logs.
• To communicate with Dealership staff about their account and support requests.
• To comply with legal obligations.

4. Sharing and sub-processors

We do not sell personal information. We share it only with service providers that help us run the Service, under contract and only as needed:

We may also disclose information if required by law, to enforce our terms, or to protect the rights, safety and property of FleetSharp, our Dealerships or the public.

5. Legal basis (POPIA)

We process personal information under the South African Protection of Personal Information Act, 2013 (POPIA), on the basis of: performance of a contract with the Dealership; our and the Dealership's legitimate interests in responding to customer enquiries and running the business; consent, where the Customer chooses to start a conversation on a messaging channel; and compliance with the law.

6. Retention

Conversation and lead records are retained for as long as the Dealership keeps an active FleetSharp account, or until the Dealership or the Customer asks us to delete them. When a Dealership closes its account, its data is deleted or anonymised within 90 days, except where we must retain it to meet a legal obligation.

7. Security

Access tokens and secrets are stored server-side and are never exposed to browsers. Data in transit is encrypted with TLS. Access to production data is restricted to authorised personnel. No method of transmission or storage is completely secure, but we take reasonable technical and organisational measures to protect personal information.

8. Your rights

Depending on your location, you may have the right to:

• ask what personal information we hold about you and request a copy;
• ask us to correct or update it;
• ask us to delete it (see our Data Deletion page);
• object to or restrict certain processing;
• lodge a complaint with a regulator.

To exercise a right, email ruan@fleetsharp.co.za. If your information was provided to a Dealership, we may refer your request to that Dealership as the responsible party. In South Africa you may also contact the Information Regulator (inforegulator.org.za).

9. Data deletion

You can request deletion of your personal information at any time. Full instructions are on our Data Deletion Instructions page. If you contacted a Dealership through Facebook, you can also remove FleetSharp's access from your Facebook settings under Settings & Privacy → Settings → Apps and Websites.

10. International transfers

Some sub-processors are located outside South Africa. Where personal information is transferred across borders, we rely on the recipient being subject to laws or binding agreements that provide an adequate level of protection, or on the Customer's consent, consistent with POPIA.

11. Children

The Service is intended for use by businesses and is not directed at children. We do not knowingly collect personal information from children.

12. Changes to this policy

We may update this policy from time to time. We will change the "Last updated" date above and, for material changes, notify Dealership account holders.

13. Contact

FleetSharp (South Africa)
Email: ruan@fleetsharp.co.za
Phone: +27 60 315 4445