Hoot Fleet
Legal
Legal
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Two different things need explaining, and most privacy policies blur them: what this website does, and what the platform does with data our customers put into it.
This site sets no cookies, runs no analytics, embeds no third-party scripts, and loads no fonts or images from anyone else's server. There is no tracking pixel and no advertising identifier. Nothing you do here is recorded against you.
The one network request this site makes is the one you ask it to: when you submit the contact form, what you typed — your company, your name, email and phone number, the days and times you’d like a call and their time zone if you chose them, how many vehicles you run, whether you want drivers’ phones, trackers or both and how many of each, and your message if you wrote one — is sent to our own form endpoint (AWS, us-east-1) and forwarded to us as an email so we can reply. To limit abuse of that endpoint we keep a per-connection submission counter for 48 hours; the email itself is kept like any other correspondence. Nothing else is stored, and nothing goes to a third party.
Our hosting provider keeps standard server logs, which include IP addresses, for a short period for security and abuse prevention. We don't use them to build a profile of you.
If you email us, we keep that correspondence so we can answer it and follow up.
When an organisation uses Hoot Fleet, they decide what data to collect about their vehicles, drivers and delivery recipients. They are the data controller. We process it on their instructions, as the processor, to provide the service.
If you're a driver, or someone expecting a delivery, and you want to know what's held about you or have it corrected or erased, the organisation you're dealing with is who to ask. Contact us and we'll point you to them, but we can't change their records for them. One thing you can do yourself: if you sign in to the platform, you can delete your own account (section 5).
Tracking a person's vehicle is tracking a person. Employers using the platform are responsible for telling their drivers that vehicles are tracked, what is recorded, and why — and, where the law requires it, for obtaining consent. Several jurisdictions require exactly this.
The product ties location to the work account rather than to the person: the driver app reports location while a driver is signed in to it. A phone that is not signed in as a driver does not report at all, and a driver can stop the reporting either by signing out or by withdrawing the location permission in their phone's system settings. The plan's refresh cadence determines how often a vehicle device reports.
A driver's phone reports location in the background, not only while the app is open: while a driver is signed in to the driver app, including off the clock, or only while they are clocked in where their company links tracking to the time clock. On Android a persistent notification shows while it runs.
Operational history — trips, positions, safety events, completed stops — is available for the window the customer's plan provides: 30 days on Solo, 90 days on Deliver, 365 days on the vehicle-tracking plan, or a period agreed in writing on Enterprise terms. Past that window the console and the API stop returning those records. To be precise about what that is: the plan window is a limit on what can be read, not a promise that the underlying rows have already been destroyed. Workplace records (section 3) are outside that window and are not removed on a schedule: they are kept until the account's data is erased, on request or when the account's retention period ends (below). So is the record of who accepted the Terms at sign-up. A sign-up that is never confirmed (section 3) is not part of any account, so erasing an account does not reach it. Instead, once the sign-up is seven days old, a nightly clean-up deletes its record, and its sign-in identity too while that is still unconfirmed. If the same email address signs up again more than a day later, both are deleted then.
Safety-incident footage is removed on a schedule: 30 days, or sooner where the plan's window is shorter. Proof-of-delivery media — the photographs and signatures captured at the door — is kept for the plan's window and then removed on a schedule too, unless a legal hold has been placed on it; on a plan with no history limit it is not removed on a schedule. A file we remove, on a schedule or on request, is not destroyed at once: our storage keeps its previous copy for about 90 days, and then it is gone. Audit-log entries are kept for one year, not for the life of the account, and are deleted each night once they are a year old. Our own internal records of how the account's billing was handled, which its audit log does not show, are kept for seven years for accounting and tax purposes, and then deleted. Other records we need for accounting and tax, such as invoices, are kept for as long as the law requires.
When an account closes, the scheduled removals above carry on (a closed account's plan window is 365 days). The rest of the account's data is then kept for a set period and erased at the end of it: 3 months after the free trial ends, for an account that never paid for a plan, and 12 months after its service ends, for an account that has. We email the account's billing managers and administrators 14 days before that date, and choosing a plan before then keeps everything. What we must retain, such as the billing records above, is kept for its own period instead. Erasure sooner happens on written request to support@hootfleet.com: an operator deletes or anonymises the account's data, except where we must retain it, and confirms in writing when it is done.
One deliberate exception: when a driver is removed from an organisation, their account and access are disabled immediately, but the historical record of work they did — trips, deliveries, proof of delivery, safety events — is retained with their name recorded against it. Deleting it would falsify the customer's own delivery history.
You can also delete your own account yourself, without writing to anyone. In the Hoot Fleet Delivery app, open Profile and tap Delete your account; in the console, open the menu under your name, choose My profile, then Delete your account. It signs you out on every phone and computer at once and deletes your sign-in, unless you use the same sign-in for another organisation's workspace, which keeps working. Your email address, phone number, home address and profile photo are removed from your account, and the people who manage your organisation's users are told. The record of the work you did — trips, deliveries, proof of delivery, safety events, time cards and audit-log entries — is kept with your name against it, as it is when a driver is removed, because it is the organisation's record (section 2), for the periods this section gives.
If you are the only person who can sign in to a workspace, deleting your account also closes the workspace: its data is deleted automatically within 30 days, and we email you when it is done. A self-serve plan that is still running ends now, and the unused part of the period isn't refunded. If the workspace has tracking devices, drivers without their own sign-in, open driver invitations, or a contract or a plan we arranged with you, your deletion is sent to us as a request instead, and a person checks it with you before anything is deleted. To send you that last email we keep your address until we have emailed you that it is done, and no longer than a week after the 30 days. If you are the only administrator but other people still use the workspace, your account can't be deleted on its own: make someone else an administrator first. Our Delete your account page has the steps, and what to do if you can't sign in.
When a workspace starts a free trial, we keep a one-way scrambled form (a keyed hash) of the email address that started it, so that each mailbox gets one free trial. If a card was added, we keep the same kind of scrambled form of its fingerprint from our payment processor. Neither can be turned back into the address or the card, but we can check whether an address or card given to us later matches one, which is what they are for. We keep them while the account exists and for 12 months after it is deleted, then delete them.
The platform runs on Amazon Web Services in the United States (AWS us-east-1). Where data moves between regions, we rely on the appropriate safeguards, including standard contractual clauses.
We don't sell data, and we don't share it for advertising. Running the service involves the outside services below. Each receives only what its part of the service needs, and each is named here with what that is.
We disclose data if the law compels us to, and we'll tell the affected customer unless we're prohibited from doing so.
Data is encrypted in transit and at rest. Access within the platform is scoped to a single organisation and enforced on every request — an account cannot read another organisation's records. Internal access is limited to people who need it and is logged. Sessions are cookie-based, HTTP-only, and expire.
If a breach affects personal data, we notify affected customers without undue delay and within the periods the applicable law sets.
Depending on where you are, you may have the right to access, correct, delete, restrict or port your personal data, to object to processing, and to complain to a supervisory authority. If your data is in a customer's account, ask that customer. For data we control — the account holders we contract with, and anyone who emails us — contact privacy@hootfleet.com.
If you sign in to the platform, you can also delete your own account yourself: section 5 says how, and what the organisation keeps.
If we change this policy materially, we'll update the date at the top and tell account holders by email before it takes effect.
Hoot Fleet LLC
8401 Mayland Dr #11402, Richmond, VA 23294
privacy@hootfleet.com