Privacy Policy

How tdw fleet intelligence handles the information in your fleet records, and who can see it.

In effect from November 4, 2026.

Who this is from

Taylor Estates Capital Inc., operating as tdw fleet intelligence ("we") operates this service. We are based in British Columbia, Canada.

Write to us at info@tdwfleet.com about anything on this page — a question, a request to see or correct what we hold, or a complaint.

Our role, and your customer’s

If you are a business using this service, the fleet records are yours. You decide what goes in, who on your staff sees it, and when it goes. We hold and process it on your behalf so the service works — we do not sell it, we do not use it to build a profile of anyone, and we do not use it to advertise anything.

That split matters most for one thing. If you install a tracking device in a vehicle somebody drives for work, telling that person is your job, not ours. Under BC’s Personal Information Protection Act the employer is the one who has to give notice about collecting an employee’s personal information. We have written a notice you can print and hand out, filled in with your business name, to make that easy.

If you are a driver and you are reading this because your employer tracks a vehicle you drive, the questions about why, and about what happens to the records, are your employer’s to answer — they decide what is collected and for how long. What we can tell you is on this page, and the notice above sets out what the device actually records.

What we collect, and why

Almost everything here is information your office types in or uploads. The one exception is the plug-in device, which reports on its own, and it is only present on a company that is on a device plan.

What is collected and why
What	Why
Account and sign-in details	Name, email, an optional phone number, and your role in the account. Needed to sign you in and to decide what you may see.
Your fleet	Vehicles, unit numbers, VINs, plates, and which yard each belongs to. Plus lease or finance terms if you record them, which only Owners and Managers can see.
Fuel	Fuel card references (last four digits only), and each fill: when, where, how many litres, what it cost, and the pump odometer reading if the driver typed one.
Service and odometer	Service invoices, work done, shops, and every odometer reading from any source. This is what the service-due reminders are computed from.
Uploaded documents	Invoices, fuel statements and odometer photos, with who uploaded each and what was read out of it. Held privately so the extraction can be checked.
Tracking device reports — device plans only	From a device plugged into the vehicle: its serial number, GPS position, speed, ignition on and off, and engine values the vehicle itself reports — odometer, fuel level, fault codes, voltage. Used for automatic kilometres, the live map, service timing and theft recovery.
Stops and trips — location plans only	Worked out from those positions: where a vehicle stopped, when it arrived and left, and either a place your office has named or the street address we looked up. The raw positions behind them are deleted after ninety days; the stops are the record.
Driver check-ins	When a driver scans the sticker in a vehicle. Keeps a record of who had which vehicle when, so kilometres and fills land on the right truck.
Ask questions	The question, which lookups ran, how long it took and what it cost us. Kept so a cap can be enforced and a bill accounted for. The answer is not stored.
Email we send you	Which reminders went to which address, when, and whether they arrived. Needed so a reminder is never sent twice and so a failure can be retried.
Your notification list	Who hears about what, and how often. This can include a name and email address for somebody with no login — a yard manager, a bookkeeper — who then gets an unsubscribe link in every message.

Account and sign-in details: WhyName, email, an optional phone number, and your role in the account. Needed to sign you in and to decide what you may see.
Your fleet: WhyVehicles, unit numbers, VINs, plates, and which yard each belongs to. Plus lease or finance terms if you record them, which only Owners and Managers can see.
Fuel: WhyFuel card references (last four digits only), and each fill: when, where, how many litres, what it cost, and the pump odometer reading if the driver typed one.
Service and odometer: WhyService invoices, work done, shops, and every odometer reading from any source. This is what the service-due reminders are computed from.
Uploaded documents: WhyInvoices, fuel statements and odometer photos, with who uploaded each and what was read out of it. Held privately so the extraction can be checked.
Tracking device reports — device plans only: WhyFrom a device plugged into the vehicle: its serial number, GPS position, speed, ignition on and off, and engine values the vehicle itself reports — odometer, fuel level, fault codes, voltage. Used for automatic kilometres, the live map, service timing and theft recovery.
Stops and trips — location plans only: WhyWorked out from those positions: where a vehicle stopped, when it arrived and left, and either a place your office has named or the street address we looked up. The raw positions behind them are deleted after ninety days; the stops are the record.
Driver check-ins: WhyWhen a driver scans the sticker in a vehicle. Keeps a record of who had which vehicle when, so kilometres and fills land on the right truck.
Ask questions: WhyThe question, which lookups ran, how long it took and what it cost us. Kept so a cap can be enforced and a bill accounted for. The answer is not stored.
Email we send you: WhyWhich reminders went to which address, when, and whether they arrived. Needed so a reminder is never sent twice and so a failure can be retried.
Your notification list: WhyWho hears about what, and how often. This can include a name and email address for somebody with no login — a yard manager, a bookkeeper — who then gets an unsubscribe link in every message.

Fuel card numbers are not stored. Only the last four digits, plus the short card reference a provider prints on its own statements. That is enough to match next month’s statement to the same card and not enough to buy anything.

No device data at all exists for a company on the app plan, because there is no device. On a device plan with location switched off, coordinates are discarded the moment a report arrives — not stored and hidden, discarded — so there is nothing to disclose, export or breach.

Who can see it

Inside your account, what a person sees is decided by their role. This is enforced in the database rather than by the pages, which means it holds however the data is asked for.

What each role can see
Role	Sees
Owner	Everything in the account, and decides who else sees what — including who may see where vehicles have been.
Manager	Everything for the yards they are scoped to, including the maps and trip history. Nothing in a yard they are not scoped to.
Office admin	The same as a Manager, without the maps, the trip history or where any vehicle has been.
Driver	Only the vehicle assigned to them and their own uploads. Never where a vehicle has been, never what it costs to lease, and nothing about any other driver.

Owner: SeesEverything in the account, and decides who else sees what — including who may see where vehicles have been.
Manager: SeesEverything for the yards they are scoped to, including the maps and trip history. Nothing in a yard they are not scoped to.
Office admin: SeesThe same as a Manager, without the maps, the trip history or where any vehicle has been.
Driver: SeesOnly the vehicle assigned to them and their own uploads. Never where a vehicle has been, never what it costs to lease, and nothing about any other driver.

Location is a separate switch, held per person. The difference between a Manager and an Office admin is exactly that switch: both run the yards they are scoped to — fuel, service, paperwork, the notification list — and only the Manager is shown where vehicles have been. An Owner can move somebody between the two at any time. A Driver is never shown where a vehicle has been, whatever any switch says.

Nobody at another customer can see anything of yours. Every read runs under the signed-in person’s own permissions, so this is a property of the database and not of a filter somebody remembered to write.

Our own staff can open a read-only support view of an account, to help with a problem. It requires a second authentication factor, it expires, it cannot write anything at all, and both opening and closing it are recorded in a log that cannot be edited.

How long we keep it

Three things are deleted automatically. Everything else is kept while your account is open, because it is the record you are paying us to hold — a service history or a year of fuel spend that quietly expired would be the opposite of the product.

How long each kind of record is kept
What	How long
Raw GPS positions from a tracker	Ninety days, then deleted by the nightly job. They exist so a trip line and a stop can be worked out; the stops are what is kept.
Stops, and the address or place name on them	Kept while the company is on a location plan. If the company moves off one, the stops stop being readable immediately and are deleted ninety days later on the same nightly job.
A spreadsheet uploaded to an import that was never confirmed	Deleted whole after a day. It is a tab somebody closed at the mapping screen.
A spreadsheet uploaded to an import that was confirmed	The grid is discarded in the same transaction that creates the vehicles or cards. What stays is who imported it, when, and a summary of what it created.
Vehicles, fuel and service records, odometer readings, leases, alerts	Kept for as long as the account is open, because they are the record the product exists to hold. An owner can archive or delete a vehicle, and a vehicle nothing has happened to can be deleted outright.
Uploaded documents — invoices, statements, odometer photos	Kept in a private file store for as long as the account is open. They are never public, and a link to one is signed and short-lived.
Questions typed into Ask	The question, which tools it used and how long it took are logged. The answer is not stored at all — there is no column for one. The conversation itself is a browser cookie holding the last three turns and is cleared on sign-in and sign-out.
Records of accepting these terms, and of changing a notification setting	Append-only and kept for as long as the account is open. They cannot be edited or removed, including by us, because a record that can be revised is not one.

Raw GPS positions from a tracker: How longNinety days, then deleted by the nightly job. They exist so a trip line and a stop can be worked out; the stops are what is kept.
Stops, and the address or place name on them: How longKept while the company is on a location plan. If the company moves off one, the stops stop being readable immediately and are deleted ninety days later on the same nightly job.
A spreadsheet uploaded to an import that was never confirmed: How longDeleted whole after a day. It is a tab somebody closed at the mapping screen.
A spreadsheet uploaded to an import that was confirmed: How longThe grid is discarded in the same transaction that creates the vehicles or cards. What stays is who imported it, when, and a summary of what it created.
Vehicles, fuel and service records, odometer readings, leases, alerts: How longKept for as long as the account is open, because they are the record the product exists to hold. An owner can archive or delete a vehicle, and a vehicle nothing has happened to can be deleted outright.
Uploaded documents — invoices, statements, odometer photos: How longKept in a private file store for as long as the account is open. They are never public, and a link to one is signed and short-lived.
Questions typed into Ask: How longThe question, which tools it used and how long it took are logged. The answer is not stored at all — there is no column for one. The conversation itself is a browser cookie holding the last three turns and is cleared on sign-in and sign-out.
Records of accepting these terms, and of changing a notification setting: How longAppend-only and kept for as long as the account is open. They cannot be edited or removed, including by us, because a record that can be revised is not one.

If you close your account, write to info@tdwfleet.com and we will delete your records. Ask us and we will export them first.

Where it is held, and who else touches it

Your records are stored and processed in Canada. The database and the private file store are in Montréal (Supabase, ca-central-1), the application that reads them runs in Montréal (Vercel, yul1), and the server the tracking devices report to is in Toronto (DigitalOcean, TOR1).

A few services outside Canada each receive one specific thing, and nothing beyond it. Anthropic, Mapbox, Resend, NHTSA vPIC and Hologram are United States companies; Geoapify processes its lookups in the European Union, and Teltonika Telematics is a Lithuanian (EU) company. What each one receives is set out below, and where that happens the information is subject to the laws of the country it is processed in.

These are the services we use to run this one. Each is listed with what it actually receives, rather than as a name on a list.

Service providers and what each receives
Service	What for	What it receives	Where
Supabase	The database, sign-in, and the private file store.	Everything the product records: accounts and people, vehicles, fuel and service records, uploaded documents, tracker readings and the derived stops.	Montréal, Canada (ca-central-1). The project region is fixed when the project is created and cannot be changed afterwards, so the records stay in Canada.
Vercel	Runs the dashboard and its scheduled jobs.	Every request a signed-in person makes, and the data each page reads to answer it. Nothing is stored there — it is the computer the pages run on.	Montréal, Canada (yul1): the functions that read your records run there, next to the database. Vercel is a United States company with a global edge network, so a request may pass through a server outside Canada on its way in — but it is answered, and your data read, in Montréal.
DigitalOcean	Runs the tracker server that plug-in devices report to.Only for a company on a device plan. A company on the app plan has no tracker.	What a tracker sends: its IMEI, GPS positions, speed, ignition state and the engine values read off the vehicle bus. It forwards each one to the dashboard and keeps its own copy.	Toronto, Canada (TOR1). A single server. DigitalOcean is a United States company; the server and everything on it are in Canada.
Hologram	The cellular connectivity in each tracker’s SIM.Only for a company on a device plan. A company on the app plan has no tracker.	What a tracker sends, in transit: its IMEI, GPS positions, speed, ignition state and the engine values off the vehicle bus, carried over the mobile network on their way to the tracker server. It is the connection rather than a destination — nothing is stored for us there.	United States company. The data is in transit across a mobile network rather than at rest, and comes to rest in Toronto.
Teltonika (FOTA WEB)	Configures and updates the tracker hardware remotely.Only for a company on a device plan, and only when a device is being set up or updated.	The device’s own IMEI and its configuration — reporting intervals, which engine values to read, firmware. No account, vehicle, person or location data: it is the hardware’s settings and nothing from your fleet.	Teltonika Telematics — a Lithuanian (EU) company.
Anthropic	Reads uploaded documents, and answers questions typed into Ask.A fuel statement in a layout the product parses itself is never sent, and neither is a re-upload of a file already read.	For a document: the file itself — an invoice, a fuel statement or an odometer photo. For a question: the question, the names of the companies in view, and the records the answer is built from. No account holder name, address or password is sent, and nothing it returns is run as a command.	United States. Anthropic does not train models on data sent through its API, and this product sends nothing it does not need read.
Mapbox	Draws the basemap under the fleet map and the trip lines.Only on a page that draws a map, and only for a company on a location plan.	Tile requests from the reader’s own browser for the area being looked at, and a count of maps opened. The vehicle positions are drawn by the browser on top and are never sent.	United States. A deployment can be run with the map switched off entirely, in which case nothing is requested.
Geoapify	Turns the coordinates of a completed stop into a street address.Only for a company on a location plan, and only once per new place.	A single coordinate, rounded to about eleven metres, and the API key. No vehicle, no company, no unit number and no time — there is nothing in the request that says whose stop it was.	European Union. The addresses it returns are stored on the stop and cached by coordinate, so the same place is only ever asked about once.
Resend	Sends the service reminders, lease reminders and tracker alerts.	The recipient’s email address and the message: which vehicle, what is due, and when. Nothing else about the account.	United States.
NHTSA vPIC	Decodes a VIN into year, make, model and weight class.	The VIN alone. It is a free United States government service and the request says nothing about who asked.	United States. Each answer is cached, so a VIN is only ever decoded once.

Supabase: What forThe database, sign-in, and the private file store.; What it receivesEverything the product records: accounts and people, vehicles, fuel and service records, uploaded documents, tracker readings and the derived stops.; WhereMontréal, Canada (ca-central-1). The project region is fixed when the project is created and cannot be changed afterwards, so the records stay in Canada.
Vercel: What forRuns the dashboard and its scheduled jobs.; What it receivesEvery request a signed-in person makes, and the data each page reads to answer it. Nothing is stored there — it is the computer the pages run on.; WhereMontréal, Canada (yul1): the functions that read your records run there, next to the database. Vercel is a United States company with a global edge network, so a request may pass through a server outside Canada on its way in — but it is answered, and your data read, in Montréal.
DigitalOcean: What forRuns the tracker server that plug-in devices report to.Only for a company on a device plan. A company on the app plan has no tracker.; What it receivesWhat a tracker sends: its IMEI, GPS positions, speed, ignition state and the engine values read off the vehicle bus. It forwards each one to the dashboard and keeps its own copy.; WhereToronto, Canada (TOR1). A single server. DigitalOcean is a United States company; the server and everything on it are in Canada.
Hologram: What forThe cellular connectivity in each tracker’s SIM.Only for a company on a device plan. A company on the app plan has no tracker.; What it receivesWhat a tracker sends, in transit: its IMEI, GPS positions, speed, ignition state and the engine values off the vehicle bus, carried over the mobile network on their way to the tracker server. It is the connection rather than a destination — nothing is stored for us there.; WhereUnited States company. The data is in transit across a mobile network rather than at rest, and comes to rest in Toronto.
Teltonika (FOTA WEB): What forConfigures and updates the tracker hardware remotely.Only for a company on a device plan, and only when a device is being set up or updated.; What it receivesThe device’s own IMEI and its configuration — reporting intervals, which engine values to read, firmware. No account, vehicle, person or location data: it is the hardware’s settings and nothing from your fleet.; WhereTeltonika Telematics — a Lithuanian (EU) company.
Anthropic: What forReads uploaded documents, and answers questions typed into Ask.A fuel statement in a layout the product parses itself is never sent, and neither is a re-upload of a file already read.; What it receivesFor a document: the file itself — an invoice, a fuel statement or an odometer photo. For a question: the question, the names of the companies in view, and the records the answer is built from. No account holder name, address or password is sent, and nothing it returns is run as a command.; WhereUnited States. Anthropic does not train models on data sent through its API, and this product sends nothing it does not need read.
Mapbox: What forDraws the basemap under the fleet map and the trip lines.Only on a page that draws a map, and only for a company on a location plan.; What it receivesTile requests from the reader’s own browser for the area being looked at, and a count of maps opened. The vehicle positions are drawn by the browser on top and are never sent.; WhereUnited States. A deployment can be run with the map switched off entirely, in which case nothing is requested.
Geoapify: What forTurns the coordinates of a completed stop into a street address.Only for a company on a location plan, and only once per new place.; What it receivesA single coordinate, rounded to about eleven metres, and the API key. No vehicle, no company, no unit number and no time — there is nothing in the request that says whose stop it was.; WhereEuropean Union. The addresses it returns are stored on the stop and cached by coordinate, so the same place is only ever asked about once.
Resend: What forSends the service reminders, lease reminders and tracker alerts.; What it receivesThe recipient’s email address and the message: which vehicle, what is due, and when. Nothing else about the account.; WhereUnited States.
NHTSA vPIC: What forDecodes a VIN into year, make, model and weight class.; What it receivesThe VIN alone. It is a free United States government service and the request says nothing about who asked.; WhereUnited States. Each answer is cached, so a VIN is only ever decoded once.

Three of those are worth stating plainly, because they are the ones a careful reader would ask about.

A tracker’s reports cross a mobile network to get here. The SIM in each device is Hologram’s, so what the device sends — its serial number, positions, speed, ignition and the engine values — travels over their network on the way to our server in Toronto. That is a connection rather than a destination: it is in transit, not stored there for us, and it comes to rest in Canada. The hardware’s own settings are managed through Teltonika, the device maker, which receives the device’s serial number and its configuration and nothing about your fleet at all.
The address lookup only ever gets a coordinate. When a vehicle finishes a stop, the coordinate is rounded to about eleven metres and sent on its own to be turned into a street address. No vehicle, no unit number, no company and no time goes with it, so there is nothing in the request that says whose stop it was — and the same place is only asked about once, ever.
The AI only gets what it has to read. For a document, that is the file itself, because reading it is the point. For a question typed into Ask, it is the question, the names of the companies in view, and the records the answer is built from — and the answer is not stored anywhere afterwards. It is given a fixed set of read-only lookups and cannot write, delete or run anything, and those lookups run under the asking person’s own permissions, so it never sees a record they could not open themselves.

How it is protected

Every table in the database carries row-level security, with tests that prove one customer cannot reach another’s records.
Uploaded documents sit in a private store. They are never public, and a link to one is signed and expires.
The tracker server is reachable only on the port the devices use, and its own admin interface is not published at all.
Our own staff console requires a second authentication factor, and everything done in it is written to a log that cannot be edited or deleted.
Passwords are never stored by us in a form anybody can read, including us. A temporary password locks the account out of its own data until it has been replaced.

No system is perfect. If something goes wrong in a way that puts your information at risk, we will tell you.

Cookies

There is no analytics, no advertising and no tracking pixel in this product. Nothing on any page reports your reading back to anybody. The cookies that exist are the ones the app cannot work without:

Sign-in. Keeps you signed in between pages. Clearing it signs you out.
Your last few Ask questions. So a follow-up question makes sense. Three turns at most, held only in the cookie — there is no table for it — and cleared when anybody signs in or out on that browser.
Setting up a second factor, for our own staff only, for the ten minutes that takes.

A page that draws a map loads it from the map provider, which means your browser asks them for the tiles it is showing. A deployment can be run with the map switched off entirely.

Seeing, correcting and complaining

Under BC PIPA and PIPEDA you can ask what personal information is held about you, ask for it to be corrected, and complain about how it is handled.

Most of it you can simply look at: your own profile, the vehicle assigned to you, your own uploads, and — if you run the account — everything in it. For anything you cannot see on a page, write to info@tdwfleet.com and we will answer.

If the records are your employer’s, start with them. We hold that information on their behalf and they decide what happens to it, so a request about your own driving records goes to them first. Tell us and we will help them answer it.

If you are not satisfied with how we have handled a request, you can complain to the Office of the Information and Privacy Commissioner for British Columbia, or to the Office of the Privacy Commissioner of Canada.

Children

This is a tool for businesses. It is not for anyone under 19 and we do not knowingly collect anything about a child.

Changes to this policy

This version is dated November 4, 2026. If we change it in a way that matters, we will email the account owner and ask them to read and accept the new version before carrying on. Nothing in your fleet is hidden or deleted while that is outstanding.