Data processing terms

These terms apply when we hold driver personal data for you. They form part of our terms of service.

1. Roles

When you keep driver, employee or haul records in Ledger Road or Fleet Files (including its app and browser portal), you decide what is collected and why. We hold and process that data on your behalf and under your instructions. In data protection terms you are the controller and we are the processor.

The processor is Staunch Digital, established in France, SIREN 898 721 865.

For your own account data, such as the users you invite and how they sign in, we act on our own behalf. That is covered by our privacy notice.

2. What we process, and for how long

The personal data in your compliance records: driver identities, licence and medical certificate details, the documents you upload, and the signatures attached to inspections and consents. We process it to provide the service and for nothing else, for as long as your account is open and for the period described in section 10.

Fleet Files Hazmat Records also covers personal data in haul records and shipping papers, driver and truck associations, employee names and job functions, training evidence and dates, endorsement and registration or permit documents, and review decisions and notes. Data subjects include drivers, non-driver employees and other individuals identified in uploaded documents. We process this information on the company's instructions to store and organise records, synchronise access, provide reminders, support submission review and supply exports. Access follows company roles; non-driver employee training records are limited to office users.

Expiration of Hazmat Records alone does not initiate deletion while the base subscription remains active. Existing records remain available for authorised viewing, export and role-permitted deletion, subject to storage limits and the over-plan process. Specialised hazmat training and registration reminders stop. If base-subscription access ends, section 10's ninety-day retention and export window applies to these records too; an active add-on does not extend that window. The company remains responsible for exporting records required for longer legal retention periods.

Fleet Files registrations that never received base-subscription, trial or support-granted access follow a separate thirty-day cleanup: from account creation if the email is unverified, or from email verification if verified. Later sign-ins do not restart this period. This removes saved setup and personal account details without warning or deletion-confirmation emails; limited anonymised markers and security audit records may remain, and backups expire under normal rotation. Billing verification and test/review exclusions may defer cleanup. Free trials count as subscription access and use section 10's ninety-day process after access ends, including its notices and safeguards.

3. Your instructions

We process your data to run the service as described in our terms, and otherwise only on your documented instructions. If we believe an instruction would break the law, we will tell you rather than carry it out.

4. Confidentiality

The people who work on the service are bound to keep your data confidential and reach it only where the job requires it.

5. Security

In Ledger Road, access is limited to the users you invite. Driver personal details are encrypted before they are written to storage, and uploaded documents are encrypted in storage and in transit. Changes to compliance records go to an append-only audit trail. Drug and alcohol testing records sit behind a separate access grant, given per person, with every access logged.

We will keep these measures at least as protective as they are today. If we change how something works, it does not get weaker.

In Fleet Files, record contents are encrypted on the server and access is limited by company and role. Owners and admins manage company records; drivers see their own files and assigned trucks. Restricted document categories are excluded from driver access. The separate per-person grant workflow described above applies to Ledger Road's confidential testing records.

6. Sub-processors

You give us general authorisation to use the companies below. They are bound by terms no less protective than these, and we remain responsible to you for what they do with your data.

Company	What they do
Cloudflare, Inc.	Delivers the service, stores the documents you upload, and holds our backups.
Stripe, Inc.	Takes payment. Stripe receives your billing details and the number of power units on your plan. It never receives driver records.
Infrastructure hosting	Runs the servers the service is delivered from. Named on request under a confidentiality agreement.

We will give you at least 30 days' written notice before adding one. If you object on reasonable data protection grounds, tell us within that period and we will either find another way or let you cancel without penalty for the unused part of your term.

For Fleet Files, Resend also delivers sign-in codes and invitations, processing the recipient's email address and message contents. Apple handles App Store payments under its own terms and privacy policy, and delivers device notifications when enabled. Stripe billing applies to Ledger Road. See the privacy notice for these product-specific disclosures.

7. Where the data sits, and who reaches it

Your data is stored on servers in the United States, near the carriers who use it. Fleet Files also stores local copies on users' devices for offline use, and users may download exports.

We are established in France, so the people who run and support the service reach those servers from there. That access is limited to what support and operations require, it is logged, and it does not involve copying your records out of the United States. If we ever move where data is stored, we will give notice under section 6 before doing it.

8. Helping you meet your obligations

We will help you respond to requests from individuals about their data, and give you the information you reasonably need to assess whether the processing is lawful. If a driver contacts us directly about records you control, we will pass the request to you rather than answer it ourselves.

9. If there is a breach

We will tell you without undue delay after becoming aware of a breach affecting personal data we hold for you. We will tell you what we know, what we are doing, and what we recommend, and we will keep you updated as we learn more rather than waiting until the picture is complete.

10. Getting your data back, and deletion

You can export your records at any time without asking us, including while an account is read-only for non-payment and after you cancel. For Ledger Road and Fleet Files, the retention and export window is three months, defined here as ninety days after the base subscription lapses. It starts when paid access ends, not when renewal is cancelled. An add-on subscription alone does not extend it. Renewing the base subscription before the deadline stops deletion due to that lapse.

After that we delete the personal data we hold for you, except anything we are required to keep. You can ask us to delete sooner, and we will confirm when it is done.

This service-retention period does not replace the carrier's own recordkeeping obligations. Export what you need before the deadline. Restricted backup copies expire under their rotation and do not extend the export window; exported copies and records on offline devices remain under your control.

For Fleet Files companies with an active base subscription, data beyond the plan allowances is also subject to the separate ninety-day resolution and deletion process in the Fleet Files over-plan terms. After notice and at least seven days following a final warning, this may remove paused trucks and drivers, their linked records and files, related driver logins, and newest documents where storage still exceeds its allowance. It can affect documents on retained trucks or drivers. Inspection reports are not selected solely to reduce storage. You instruct us to apply that process as part of operating the service; export records needed for your own retention obligations before the deadline.

11. Audits

On request, and no more than once a year, we will answer reasonable written questions about how we process your data and give you the information you need to demonstrate we meet these terms.

We do not offer onsite inspections. We would rather say so than promise an audit right we could not honour properly.

12. Contact

Questions about these terms go to our contact page.