Privacy Policy

Last updated: 11 August 2026

NexaFleet Quantum ("we", "us", "our") operates the NexaFleet Quantum mobile application and admin portal (the "Service"). This page explains how we collect, use, store, and share personal data when you use our Service.

1. Information We Collect

Account information: Name, email address, password (stored as a secure hash), and role (Driver, Admin).
Vehicle appraisal data: Registration, make, model, colour, mileage, fluid levels, photos, damage assessments, document and accessory checklists, and digital signatures captured during Proof of Collection (POC) and Proof of Delivery (POD).
Location data: GPS coordinates captured when you create or update an appraisal, capture a photo, or submit an expense — only with your permission and while using the app.
Messages: Text exchanged between drivers and fleet administrators through the in-app messaging feature.
Expense claims: Category, amount, notes, receipt images, and optional GPS location.
Voice assistant: When you use the Driver Assistant, your spoken input is converted to text on your device and sent to our servers to generate a reply. Replies may be read aloud using on-device text-to-speech.
Device information: Push notification tokens (for job and message alerts) and basic device/OS information needed to run the app.

2. How We Use Your Information

Provide POC/POD workflows, job management, invoicing, and fleet administration.
Authenticate users and enforce role-based access.
Sync appraisal data between your device and the cloud (including offline capture).
Send push notifications about assigned jobs and office replies.
Geotag appraisals and photos for audit and verification.
Power the AI Driver and Fleet Assistants with context relevant to your role and current jobs.
Process subscription payments for fleet administrators.

3. AI Assistant & Voice Features

The Driver Assistant lets you ask questions by voice or text. Your message (and limited job context such as vehicle registration and addresses) is sent to our backend, which forwards it to a third-party AI provider to generate a response. We use Google (Gemini API) as the primary provider and OpenAI as an automatic fallback if Google is unavailable, so your message may be processed by either. We do not use your voice recordings for advertising, and we do not permit these providers to use your data to train their models. Speech-to-text runs on your device where supported; only the resulting text is transmitted.

4. Data Storage & Security

Data is stored on secure servers hosted by Railway (backend and database) and Vercel (admin portal). Appraisal data may be cached locally on your device for offline use. We use HTTPS/TLS for data in transit and bcrypt (cost factor 12) for password hashing.

5. Third-Party Services

We do not sell your personal information. Data may be processed by:

Railway — backend hosting and database.
Vercel — admin portal hosting.
Stripe — subscription billing for fleet administrators (Stripe's privacy policy applies to payment data).
Expo — push notification delivery.
Google (Gemini API) — AI assistant responses (primary provider).
OpenAI — AI assistant responses (automatic fallback when Google is unavailable).
Brevo — transactional email (password resets, invoices, statements).
Your organisation's administrators — drivers and appraisal data within your fleet account.

6. Permissions

Camera — capture vehicle photos during appraisals.
Location — geotag appraisals and expenses when in use.
Microphone & speech recognition — optional hands-free Driver Assistant (not required for core POC/POD).
Notifications — job assignments and message alerts.

You can revoke permissions at any time in your device settings. Some features will not work without the relevant permission.

7. Account Management & Deletion

Drivers are added by their fleet administrator and cannot self-delete their account in the mobile app. To request removal of your driver account and associated personal data, contact your fleet administrator or email us at support@nexafleetquantum.com.

Fleet administrators can delete their own account from the admin portal under Company Settings → Delete my account (password confirmation required). If the account is linked to invoices, jobs, or other retained operational records, automatic deletion is blocked and you must email support@nexafleetquantum.com so we can handle the request within 30 days. Administrators can also remove driver accounts from the admin portal.

Appraisal records may be retained as business records for your organisation even after a driver account is removed, where required for legal or contractual purposes.

Full instructions, including exactly what is deleted and what is retained, are on our Delete Your Account page.

8. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, delete, or export your personal data, or object to certain processing. Contact us to exercise these rights.

9. Data Retention

We retain account and appraisal data while your account or organisation subscription is active, or as needed to provide the Service and meet legal obligations.

10. Children's Privacy

The Service is not intended for anyone under 18. We do not knowingly collect data from children.

11. Changes to This Policy

We may update this policy from time to time. Changes will be posted on this page with an updated "Last updated" date.

12. Contact Us

Questions about this Privacy Policy or data rights:

Email: support@nexafleetquantum.com

Website: www.nexafleetquantum.com