1. Who is responsible for your data
Exclusive Rentals LLC provides FleetMargins and is the data controller for personal data used to manage accounts, customer relationships, service security, and this website. For personal data that your company enters in its fleet records, your company determines the purpose of that data and we process it to provide the service on its behalf. Company administrators should ensure that their employees and other affected people receive appropriate privacy information.
2. What we collect and why
Account and contact information: name, email address, company name, phone number, authentication credentials and account identifiers. We use these to create and secure accounts, identify your company, provide the service, and communicate about your account. If you choose Google sign-in, we receive the account information needed for authentication.
Company and employee information: company contact details, optional address and website, logo, workspace preferences, employee names, invitation email addresses, and access roles. We use these to personalize your workspace and manage company membership and permissions.
Fleet records and uploads: vehicle details, expenses, vendors, income, budgets, notes, and receipt files. These may contain personal data you choose to include. We store and process them to provide your ledger, calculations, reports, exports, and receipt access. Do not upload unnecessary sensitive information or full payment card details.
Subscription information: customer and subscription identifiers, selected plan, billing frequency, subscription status, trial and billing dates. We use these to manage access, plan limits, and billing support. Paddle handles checkout and payment details; FleetMargins does not collect your full card number.
Support communications: messages and details you send when contacting us. We use them to respond, resolve problems, and maintain a record of requests.
Technical information: IP addresses, device and browser information, authentication activity, request logs, and error diagnostics may be processed by the service and its infrastructure providers to deliver pages, investigate faults, prevent abuse, and improve reliability.
3. Legal bases
Where data protection law requires a legal basis, account administration, workspace records, and subscription access are processed to perform our contract with you. Security, fraud prevention, support, and reliability improvements are based on legitimate interests, balanced against your rights. We process records necessary for compliance with applicable laws under legal obligations. Where consent is required, such as optional marketing or non-essential tracking, we will request it before that processing and you may withdraw it. Account creation is not consent to unrelated marketing.
4. Who receives information
Authorized people in your company may see workspace data according to their access permissions; company administrators can manage employee access. Exclusive Rentals LLC personnel may use account and contact information to administer and support the service.
We use service providers for hosting, authentication, database and file storage, diagnostics, and support communications, including Lovable Cloud. Google receives information when you use Google sign-in; Google-hosted fonts also receive the technical details required to deliver fonts to your browser.
Paddle, our Merchant of Record, receives account email and checkout information and processes data for product sales, subscription management, payments, tax compliance, and invoicing under Paddle's Privacy Policy. Payment handling is subject to Paddle's own legal obligations.
We may share information with professional legal or accounting advisers under confidentiality obligations, and with authorities where required by law or necessary to protect lawful rights and service security. We do not sell personal information or share it for cross-context behavioral advertising.
5. Retention
We retain account and workspace information while needed to provide your company's service. Support and security records are retained as needed to resolve requests, investigate abuse, and protect the service. Billing and compliance records may be retained for periods required by applicable tax, accounting, or other laws. When information is no longer needed, we delete or anonymize it, subject to legal obligations, dispute preservation, and backup cycles. Canceling a subscription does not automatically delete company records; contact us to request deletion or discuss retrieval of your data.
6. Security
We use appropriate technical and organizational safeguards, including encrypted connections, authentication, company-scoped access controls, and restricted access to private files. Receipt and company-logo access uses expiring links. No system can guarantee absolute security; keep account credentials safe and report suspected unauthorized access promptly.
7. Cookies and browser storage
FleetMargins uses essential browser storage and, where required by authentication or checkout providers, cookies to maintain sign-in, secure sessions, and process checkout. These are necessary for the service. The application does not currently implement optional advertising or marketing cookies. We will request any legally required consent before adding non-essential tracking.
You can manage cookies and clear local storage through your browser settings. Blocking essential storage can prevent sign-in or checkout. Paddle and Google may use their own storage during checkout or sign-in; consult their privacy information for available controls.
8. International processing
Our infrastructure and service providers may process information in countries other than your own. Where applicable law requires safeguards for international transfers, we use appropriate contractual or other lawful protections. For data protected by UK or EEA law, these may include approved standard contractual clauses or adequacy decisions, as applicable. Contact us for information about safeguards relevant to your data.
9. Your privacy rights
Depending on your location and applicable law, you may request access, correction, deletion, restriction of processing, or a portable copy of your data; object to certain processing; and withdraw consent without affecting earlier lawful processing. Where applicable, you may opt out of sale or targeted-advertising sharing, although we do not carry out those activities. We will not discriminate against you for exercising privacy rights.
Send requests to our contact email below. We may need to verify your identity and authority before providing company data. If your employer or company controls the relevant records, we may refer your request to its administrator. We respond within applicable legal deadlines; UK and EEA requests are normally answered within one month, with any lawful extension explained. You may also complain to the data protection or privacy authority in your jurisdiction.
10. Updates
We may update this notice when practices or legal requirements change. We will give appropriate notice of material changes. The date above identifies the latest version.
Contact
For questions about FleetMargins or these policies, contact Exclusive Rentals LLC at Info@rovaa.co.