Privacy Policy

Effective Date: 25 January 2026

This Privacy Policy explains how information is collected, used, stored, and protected when you use the Fleet Management Application (“Application”) operated by Kaplan Paving, LLC (“Company”, “we”, “our”, or “us”).

The Application is designed to assist organizations in managing fleet issues, maintenance activities, and work orders in a secure and controlled environment.

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1. Purpose of the Application

The Application is a fleet management and maintenance support tool that enables authorized users to:

• Report fleet-related issues by creating work orders (tickets)
• Attach images and descriptions related to fleet conditions or issues
• Track repair and maintenance progress
• Log operational data such as usage hours, fuel consumption, and odometer readings
• Support technicians in diagnosing and repairing reported issues

The Application is not intended for advertising, marketing, or consumer social use.

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2. User Accounts & Access

• User accounts are created and managed by the Company or the organization using the Application
• Public self-registration is not supported
• Login credentials are provided directly to users by the organization
• Users may access only those features and data permitted by their assigned role

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3. Platforms Covered

This Privacy Policy applies to the Fleet Management platform, which includes:

• The mobile application
• A web-based administrative interface

Both platforms operate on a shared backend system.

Certain administrative functions—such as user creation, role management, pay-rate configuration, detailed audit logs, and data exports—are available only through the web application and are not accessible in the mobile app.

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4. Information We Collect

We collect only the information necessary to support fleet issue reporting and maintenance workflows.

a. Basic User Information

Provided by the organization (and not entered manually by users in the mobile app):

• Name
• Email address
• Internal user ID
• Assigned role (e.g., Operator, Technician, Administrator)

The mobile application does not request sensitive personal information, such as government-issued identification numbers, financial details, or personal addresses.

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b. Account & Activity Information

• Login and activity timestamps
• IP address (captured when data is submitted)
• Device type and platform information (such as mobile or desktop, operating system)

This information is collected solely for security, audit logging, fraud prevention, and system integrity purposes.

It is not used to track users across applications or websites owned by other companies.

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c. Fleet & Operational Data

• Fleet and asset identifiers
• Odometer readings
• Equipment usage hours
• Fuel consumption data
• Asset status and maintenance indicators

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d. Work Orders & Maintenance Data

• Work order (ticket) details
• Issue descriptions and repair notes
• Technician work logs and time entries
• Maintenance status and repair history

Free-text fields may contain operational references or names related to maintenance activity. Such information is treated strictly as operational data and is not used for personal profiling or monitoring.

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e. Images & Attachments

Users may upload images related to:

• Fleet condition
• Maintenance or repair issues
• Supporting documentation for work orders

Media access is requested only when a user chooses to upload an attachment.

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5. How We Use Information

Information collected through the Application is used to:

• Create, track, and resolve fleet issues
• Support maintenance and repair workflows
• Generate operational dashboards and reports
• Maintain audit trails and ensure system security
• Improve the reliability and performance of the Application

The Application does not use data for advertising, tracking across apps, or selling user information.

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6. Role-Based Access Control

Access to features and data is restricted based on assigned roles:

• Operators can create work orders and log fleet usage
• Technicians can view assigned work orders and record repair activity
• Administrators oversee operations and manage users (primarily via the web interface)

Role permissions may be modified by the organization as operational needs change.

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7. Data Sharing

• We do not sell, rent, or trade personal data
• Data is not shared with third-party advertisers
• Information is used only for legitimate fleet management and operational purposes

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8. Data Storage & Security

We apply reasonable technical and administrative safeguards, including:

• Secure authentication mechanisms
• Role-based access controls
• Restricted backend access
• Audit logging to track operational changes

While appropriate security measures are implemented, no system can guarantee absolute security.

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9. Account Deletion & Data Retention

Account Deletion Requests

Users may request deletion of their account through the mobile application using the “Delete My Data” option available in the profile section.

When a deletion request is submitted:

• The request is sent to the administrator of the organization using the Application​
• The account remains active until deletion is completed​
• The account will be deleted within a period of up to 30 days from the date of the request
• If the user submits a request to withdraw the deletion before completion, the deletion request may be canceled​

Once deletion is completed, the user’s personal account information is permanently removed.

Operational records may remain anonymized where required.

Data Retention Exceptions

Certain data may be retained after account deletion where required for:

• Legal obligations
• Audit and compliance records
• Operational continuity of fleet and work order history

Any retained data is minimized and access-restricted.

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10. Children’s Privacy

The Application is not intended for use by individuals under the age of 18.

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11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as the Application evolves. Any changes will be published within the Application or on our official website.

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12. Contact Information

For questions, concerns, or data-related requests, please contact: