RODA Fleet Management — Privacy Policy

RODA Fleet Management is provided under the developer name Albatros Errante Apps ("we", "us"). This policy explains how we handle information through the RODA mobile application and its related web administration service.

RODA is a workplace fleet-management service. Each customer organisation manages its users, vehicles, tasks and submitted evidence. Accounts are provided by an organisation’s administrator; the mobile app does not offer public registration.

Your organisation determines which users receive access, what fleet information is recorded, which tasks are assigned and how submitted evidence is used.

We operate the platform and process fleet information on your organisation’s behalf to provide the service. Where applicable data-protection law distinguishes these roles, your organisation generally acts as the controller of its fleet and employee data, and we act as its processor.

We separately handle information needed to manage our own customer relationships, support requests and service administration. Your organisation should provide any additional privacy information relevant to its workplace practices.

Depending on your role and use of RODA, we process:

• Account and profile information: name, email address, account identifier, organisation, role and, where supplied by your organisation, telephone number or employee identifier.
• Authentication information: password hashes, session credentials and account activation information.
• Fleet and task records: vehicle identifiers, assignments, instructions, deadlines, task status, submission dates and review history.
• Submitted content: photographs, PDF documents, notes, odometer readings and other information requested for a task.
• Notification information: push-notification tokens, app-installation identifiers and notification delivery records.
• Technical information: request timestamps, IP addresses and operational or error information processed by our infrastructure.

Information may come from you, your organisation’s administrators, or the app and infrastructure used to deliver the service. Please submit only information relevant to your tasks.

We use information to:

• Authenticate users and enforce access permissions.
• Display and manage fleet assignments and tasks.
• Receive, store and review submitted evidence and maintain operational records and submission history.
• Deliver invitations, task notifications and reminders.
• Synchronise information and support offline working.
• Provide technical support, investigate failures and protect the service against misuse.

The current mobile application does not contain advertising or advertising-tracking SDKs. We do not sell personal information.

RODA accesses the camera when you choose to take a photograph. When you select an existing photograph or document, the app accesses the file you choose; it does not automatically upload your photo library.

The current mobile app does not request access to your contacts, microphone or GPS location.

Notification permission allows RODA to display task alerts. You can control notification sound in RODA and notification permissions through Android settings. Alerts may contain task information visible on your device’s notification or lock screen, depending on your settings.

RODA stores task information and pending submissions on your device so that you can work without an internet connection.

After you submit information, the app may upload it automatically when an allowed connection becomes available, including through Android background scheduling. The Wi-Fi-only setting applies to evidence uploads; tasks and other synchronisation information may be received over Wi-Fi or cellular connections.

App-managed attachment copies are removed after confirmed backend receipt or after synchronisation establishes that the task is closed. Original files in your gallery or Downloads are not deleted. A lightweight submission history may remain without attachments.

Removing local files or uninstalling RODA does not delete records already received by the server.

Information is accessible to authorised users within your organisation according to their permissions. Other recipients of a shared task may see that it has been submitted and who submitted it.

Service providers process information needed for hosting, database storage, file storage, email delivery and notifications. These include:

• Vercel: application hosting and file storage.
• Neon: database hosting.
• Google Firebase Cloud Messaging: push notifications and associated installation identifiers.
• Resend: email delivery when configured.
• Google Cloud Vision: text extraction from submitted images when configured.

Authorised support personnel or contractors may access information where necessary to provide support or maintain the service, subject to appropriate confidentiality and access restrictions. We may disclose information where required by applicable law or a valid legal request.

The mobile app communicates with the backend over HTTPS. Access to fleet records and stored evidence is subject to authentication and authorisation.

Our service providers may process information outside your country. Such processing is subject to applicable data-protection requirements. No transmission or storage system can guarantee absolute security.

Our standard retention period for historical fleet records and submitted evidence is 12 months from their creation or receipt, unless a different period is agreed with the customer organisation for a documented operational need or applicable legal obligation. Retention and deletion may be administered manually; this policy does not describe an automatic deletion feature.

Account and current fleet-profile information is retained while needed to provide the organisation’s service. Disabling a user’s access does not automatically erase historical fleet records associated with that user.

When an organisation cancels its service, it has 30 days to request an export. Its remaining live data is deleted within the following 30 days, except information that must be retained for an applicable legal obligation.

Technical and security logs under our control are normally retained for 30 days, although relevant records may be retained longer to investigate an incident or meet a legal obligation. Infrastructure providers may maintain separate operational logs under their own retention schedules.

Deleted information may remain temporarily in backups until those backups expire under the applicable provider’s retention schedule. Backup expiry is separate from deletion from the live service.

Local attachment cleanup follows Section 6, rather than the server’s 12-month retention period.

To request access, correction or deletion of personal information, contact your organisation’s administrator or email roda.fleet.devel@gmail.com. Requests may be handled manually.

We may need to verify your identity and coordinate with your organisation. Do not send your password.

Depending on applicable law, you may also have rights to restrict or object to processing, obtain a portable copy of information, or complain to a data-protection authority.

Where information must be retained despite a deletion request, we will explain the reason. Disabling an account is not the same as deleting its associated personal information.

RODA is intended for adult workplace users aged 18 and over. It is not designed for children.

We may update this policy as the service or its data practices change. The current version will be available on our website with its last-updated date.