Privacy Policy

Last updated: April 17, 2026

1. Overview

Ashward Group LLC ("we," "us," or "our") operates FleetProof (fleetproof.io). This Privacy Policy explains what data we collect, how we use it, and your rights regarding that data. By using FleetProof, you agree to the practices described here.

2. Data We Collect

Account Information

When you create an account, we collect your name, email address, organization name, and billing information (processed by Stripe — we do not store raw card numbers).

Vehicle and Fleet Data

We store vehicle records you create: vehicle name, type, identifier, QR code association, and any notes you add. This data is tied to your account.

Inspection Photos

Photos captured during checkout and return sessions are uploaded and stored in our cloud storage (Supabase). These photos are associated with the specific session, vehicle, and driver record. Photos are analyzed by Anthropic Claude Vision to detect condition changes — images are sent to Anthropic's API for analysis and are subject to Anthropic's data handling practices. We do not use your photos for model training.

Session and Driver Records

Each checkout and return session logs: timestamp, driver name (as entered by your attendant), vehicle identifier, session duration, and AI-generated condition analysis.

QR Code Scan Logs

When a vehicle QR code is scanned to initiate a session, we log the scan event with a timestamp and vehicle ID. We do not collect device identifiers or location data from QR scans.

Usage Data

We collect standard server logs including IP addresses, browser type, and pages visited for security and performance purposes. This data is not sold or shared for advertising.

3. How We Use Your Data

  • To provide and operate the FleetProof service
  • To process payments and manage your subscription
  • To generate AI-powered condition analysis and session reports
  • To send transactional emails (account confirmation, billing receipts)
  • To troubleshoot issues and improve the Service
  • To comply with legal obligations

We do not sell your data. We do not use your data for behavioral advertising.

4. Third-Party Services

FleetProof relies on the following third-party providers to operate. Each has its own privacy practices:

  • Supabase — Database, file storage, and authentication provider. Data is stored in Supabase-managed infrastructure. See supabase.com/privacy.
  • Stripe — Payment processing. Stripe handles all billing data and is PCI-DSS compliant. See stripe.com/privacy.
  • Anthropic — AI image analysis via Claude Vision API. Inspection photos are sent to Anthropic for condition analysis. See anthropic.com/privacy.

5. Data Retention

We retain your account data and inspection records for as long as your account is active. If you cancel your subscription, your data is retained for 90 days before permanent deletion to allow for account recovery. After 90 days, all associated data including photos, session records, and vehicle data is deleted from our systems.

6. Your Rights

You have the right to:

  • Access — Request a copy of the data we hold about you
  • Correction — Request correction of inaccurate data
  • Deletion — Request deletion of your account and all associated data
  • Portability — Request your data in a machine-readable format

To exercise any of these rights, contact us at joel@ashwardgroup.com. We will respond within 30 days.

7. Security

We use industry-standard security measures including HTTPS encryption, row-level security in our database, and access controls to protect your data. No method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

8. Children's Privacy

FleetProof is not directed at children under 13 and we do not knowingly collect data from children under 13. If you believe we have inadvertently collected such data, contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy periodically. The "Last updated" date at the top reflects the most recent revision. Continued use of the Service after changes constitutes acceptance.

10. Contact

Privacy questions or data requests: joel@ashwardgroup.com
Ashward Group LLC