Privacy Policy

Fleet Recon LLC

Effective date: October 26, 2026

Fleet Recon builds fleet management and maintenance-tracking software for tour, rental, and adventure-tourism operators. This policy explains what information we collect, why, how long we keep it, and what you can do about it.

We have tried to write it in plain language and to describe what our system actually does rather than what a template says. Where something works in a way you might not expect, we have said so.

At a glance

We do

Store your data with established infrastructure providers, encrypted in transit and at rest
Use a small set of third-party services to run the product, listed by name below
Let operators export their data at any time
Keep certain operational records after deletion requests, and explain why below
Restrict and log administrative access to customer accounts within the product

We don't

Sell your data, or anyone's
Show ads, or share data with advertising networks
Use your data to train AI models
Track you across other websites
Use your fleet or maintenance data for any purpose other than running the product

1. Two different roles, and why it matters

Fleet Recon handles two kinds of information, and our responsibilities differ for each.

Information we control. Website visitors, people who contact us, and the individual users of an operator's account: names, work email addresses, roles, and login activity. We decide how this is used, and this policy governs it.

Information our customers control. When a tour or rental operator uses Fleet Recon, they enter information about their own business: vehicles, maintenance history, inspections, photographs, and information about their own guests and renters. We process that information on the operator's instructions. They decide what to collect and why. We do not use it for our own purposes.

If you are a guest or renter of a tour or rental company and want to know what information that company holds about you, or want it corrected or deleted, contact that company directly. We can't act on those requests without their instruction, because it isn't our data. If you contact us, we'll refer you to them.

2. What we collect

From website visitors

Standard server and request logs: pages requested, referring link, general device and browser information, and IP address. We do not run an analytics product on the website today. If we add one, such as Google Analytics, we will update this policy and ask for your consent first.

From people who contact us

Whatever you send us: your name, email address, and the contents of your message.

From website forms

If you fill out a form on fleetrecon.io, such as a request to set up a larger fleet or a request to hear when Recon Garage is available, we receive what you enter, such as your name, company, email address, phone number, fleet size, and the booking system you use. We use it to reply to your request, to follow up with you about Fleet Recon, and to tell you when Recon Garage is ready.

From people who sign up

Name, email address, company, phone number, city and state, what kind of operation you run, and the size and makeup of your fleet. We use this to set up your account, price your plan, and contact you about your signup.

From account users

Account information: name, email address, role within the organization, and organization membership
Authentication data: password hashes (we never see or store your plaintext password; authentication is handled by Supabase Auth), session tokens, and login events
Activity within the product: which records you create or change, and when
Support and feedback: anything you submit through the in-app feedback function
Terms acceptance: when you accept our Terms of Service at signup we record who accepted, when, from what IP address, and which version of the terms

Billing information

Card at signup and subscription billing are handled by Stripe. We never see or store full payment card numbers. We keep your billing status, plan, and Stripe references, and Stripe holds the card. Charges appear on your statement as FLEET RECON LLC.

Information operators enter about their business

Vehicles: make, model, year, identifiers, meter readings, purchase and value information
Maintenance and service records: what was done, when, at what cost, by whom
Inspection and condition records: departure and return condition, damage, fuel level, equipment counts, and associated photographs
Checklists and tasks
Guest and renter information: names, contact details, and in some configurations reservation details and acknowledgments such as waiver or OHV-course confirmations

From booking platform integrations

Where an operator connects their booking platform to Fleet Recon, using their own account and credentials with that platform, we receive reservation information from it, such as reservation codes, dates, guest names, and party size, so that a vehicle checkout can be matched to a booking. We receive whatever that platform sends for the operator’s account. The operator controls that connection and can disconnect it at any time.

Photographs and files

Operators and their staff can upload photographs of vehicles and damage. These are stored in a dedicated storage bucket with access restricted to the uploading organization.

Automatically

Standard server and request logs, and error and performance diagnostics through Sentry. Sentry error reports can include the account identifier and email address of the user who encountered the error, along with technical details of the failure.

3. How we use information

To run the product: store, sync, and display records; send reminders; generate reports and exports
To send operational email: maintenance-overdue notifications, checklist alerts, invitations, password resets, billing notices such as the reminder before your first charge, and service notices, delivered through Resend from fleetrecon.io addresses
To process payments: through Stripe, including calculating applicable sales tax at checkout
To support you: respond to requests, diagnose problems, and investigate errors
To improve the product: understand which features are used, find bugs, and prioritize work
To keep the service secure: detect and investigate unauthorized access, abuse, and fraud
To meet legal obligations and to establish, exercise, or defend legal claims

We do not use operator fleet, maintenance, or guest data to market to anyone, to train machine-learning models, or for any purpose beyond running the product for that operator.

4. Support access to customer accounts

Our support staff can, in limited circumstances, access an operator's account to diagnose a problem.

Access through our admin tools is recorded: who accessed the account, which organization, and when. We keep this auditable because support access to a live account holding guest information should not be invisible.

We access customer accounts only to provide support, investigate a reported problem, maintain security, or comply with law.

5. Third-party services we use

Each of these has its own privacy policy governing how it handles data.

Service	What it does	What it handles
Supabase	Database, authentication, and file storage	All account and customer data, including photographs
Vercel	Application hosting and delivery	Requests to the application; standard server logs
Webflow	Hosting for our website at fleetrecon.io and its forms	Requests to the website, standard server logs, and anything you enter on a website form
Stripe	Payment processing, subscription billing, and sales tax calculation	Billing contact details and payment information. Card data goes to Stripe directly
Resend	Transactional email delivery	Recipient email address and the contents of the message
Sentry	Error and crash diagnostics	Technical error details, which can include the account ID and email of the affected user
Google Workspace	Our business email	Correspondence you send us

Bot protection. Our signup form uses Cloudflare Turnstile to check that a real person is signing up, not an automated program. To do this, Cloudflare receives technical information from your browser, such as your IP address and browser and device details. Cloudflare handles that information under its own privacy policy.

Booking platforms an operator connects to Fleet Recon, using the operator’s own account and credentials, are that operator’s vendors, not ours. They appear in Section 2, and the operator’s agreement with that platform governs it.

We may add or change providers. When we do, we will update this list.

We do not use advertising networks, advertising identifiers, or cross-site tracking.

6. Cookies

We use cookies and similar technologies to keep you signed in and remember preferences. We do not use advertising cookies.

7. How long we keep information

While an account is active, we keep records for as long as the operator maintains them.

When an account ends, by cancellation or non-payment, the same schedule applies:

The operator can export their records at any time while subscribed, and through the 30-day window below. Keeping a copy is the operator’s responsibility
Records are kept for 30 days. Reactivating inside that window restores the account intact. During a non-payment restriction, the account is read-only for this window and records remain viewable and exportable
After 30 days, records are permanently deleted. We email a warning 7 days before deletion

After deletion we keep a basic contact record only: name, email, phone, company, fleet size, and how the account ended, so we can follow up. The operator's fleet, maintenance, inspection, and guest records are deleted.

If you are an operator, export and keep your own copy of any records you may need later. Claims arising from vehicle operations can be brought years after the event. Your export is your archive; do not rely on us as your only one. We may retain specific records longer where required by law or where reasonably necessary for legal claims.

Deactivation instead of deletion, while your account is active

Fleet Recon is designed so that certain operational records, such as inspections, maintenance history, and condition records, are deactivated rather than erased when a user removes them. Records are hidden from normal views but remain in the underlying database.

This is deliberate. These records document the condition of a vehicle at a specific moment. An operator who could silently erase them would have a maintenance and liability history that could be rewritten after the fact, which would make the record worthless to them and to anyone relying on it. Removing a user from an organization works the same way: the account is deactivated and their historical entries remain attributed.

8. Security

Data is encrypted in transit using TLS, and encrypted at rest by our infrastructure providers
Access between organizations is separated at the database level, so one operator's account cannot read another's
Passwords are hashed by our authentication provider and are never visible to us
Administrative access to customer accounts is restricted and logged
We monitor for errors and anomalies through Sentry

What we do not claim. We hold no security certifications: no SOC 2, no ISO 27001, no formal third-party audit. We do not commit to a specific uptime percentage. No method of transmission or storage is completely secure, and we do not represent that our systems cannot be breached.

If you need a formal security review before purchasing, ask us and we'll tell you honestly where we are.

9. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of personal information about you, and to object to certain processing.

If you have a Fleet Recon account: most of this is available directly in the product. You can view and update your profile, and operators can export their organization's data at any time. For anything else, contact us at the address below.

If you are a guest or renter of a Fleet Recon customer: contact that operator. They control that information; we process it on their behalf and cannot act without their instruction.

Marketing email: we send very little, and every marketing message includes an unsubscribe link. Operational email about your account, such as password resets, service notices, maintenance alerts, and billing notices, is part of the service and cannot be unsubscribed from while the account is active.

We will not discriminate against you for exercising any of these rights.

10. Children

Fleet Recon is a business product and is not directed to children. We do not knowingly collect personal information from anyone under 18. Accounts require an adult with authority to act for an organization. If you believe a minor has provided us with personal information, contact us and we will delete it.

11. Where data is held

Fleet Recon is operated from the United States and data is stored and processed there. If you access the service from outside the United States, your information will be transferred to and processed in the United States, where data protection law may differ from that of your country.

12. Changes to this policy

We may update this policy. When we make material changes we will update the date at the top and notify account holders by email or in-app notice. Continued use after a change takes effect means you accept the updated policy.

13. Contact

Privacy questions: privacy@fleetrecon.io

General support: support@fleetrecon.io

Company: Fleet Recon LLC

Address: 1500 N Grant St Ste N, Denver, CO 80203