Privacy Policy — Fleet Fuel Ledger
Effective date: August 25, 2026
Last updated: August 25, 2026
This Privacy Policy describes how IT Avenue General Merchandise (“we,” “us,” “our”) collects, uses, and protects information through the Fleet Fuel Ledger mobile app and admin web dashboard (together, the “App”). The App is an internal fleet-management tool used by our drivers, checkers, and administrators to log vehicle refills, track odometer/fuel readings, and manage vehicle assignments. It is not available to the general public.
1. Who this applies to
This policy covers three types of App users:
– Drivers — employees who log refills, sign-outs, and vehicle check-ins.
– Checkers — employees who verify drivers’ logged readings against photos.
– Admins — fleet managers/administrators who manage vehicles, drivers, and settings.
If you are not one of these — for example, a member of the public — you do not use this App and this policy does not apply to your interaction with us through other channels.
2. Information we collect
From drivers and checkers (via PIN sign-in)
– Name and a 4-digit PIN (stored only as a one-way hash — we cannot see or recover your actual PIN).
– Photos you take within the App at each refill/sign-out/check-in step (vehicle dashboard, fuel pump, receipt). Each photo has readable text (date, time, and location, if available) burned directly into the image itself.
– Location data, when your device permission allows it: a GPS coordinate captured at the moment of each photo, and — only if you choose to turn on “Start tracking” — a continuous record of distance driven during the day. Location is used strictly to cross-check the odometer readings you enter; we do not track your location outside of these specific, App-initiated captures.
– Vehicle usage data: which vehicle you’re using, odometer readings, and fuel level readings you enter.
– Device push-notification token, used only to deliver in-app notifications (e.g., a vehicle assignment or a message from your admin) to your device.
From admins
– Name, email address, and password (Firebase handles password storage; we never see your plaintext password).
Automatically collected
– Crash and error diagnostics (via Firebase Crashlytics) — technical information about app crashes (device model, OS version, stack traces) to help us fix bugs. This does not include your photos, PINs, or location history.
3. How we use this information
We use the information above only to:
– Operate the core functions of the App — logging refills, verifying readings, assigning vehicles, and preventive-maintenance scheduling.
– Detect and flag data-entry errors or potential fraud by cross-checking gauge readings, receipts, and (optionally) GPS distance against each other.
– Send you push notifications relevant to your role (e.g., a vehicle assignment, a handoff, a message from fleet management, or — for checkers — a new refill awaiting verification).
– Diagnose and fix technical problems with the App.
We do not sell your information. We do not use your information for advertising. We do not share your information with third parties except as described below.
4. Who can see your information
– Admins can see every driver’s and checker’s activity, photos, and readings — this is a management tool, and visibility to fleet management is a core function of the App.
– Checkers can see every driver’s refill/sign-out/check-in photos and readings, but nothing else (they cannot see admin settings or other checkers’ accounts).
– Drivers can see only their own activity history.
5. Where your information is stored
Your information is stored using Google Firebase (Firestore database, Cloud Storage, and Cloud Functions), hosted on Google Cloud infrastructure. Access is restricted by security rules enforcing the roles described above — for example, a driver’s account credentials are never readable by any user, including admins, and only server-side functions can verify a PIN.
6. How long we keep your information
Your activity history (refills, readings, photos) is retained for as long as your account remains active with IT Avenue General Merchandise, to maintain a complete fleet usage and maintenance record. If your employment ends, [describe your actual practice — e.g., “your account is archived and your PIN is deactivated; historical records are retained for fleet record-keeping purposes”].
7. Your choices
– **Location tracking** (“Start tracking”) is optional and off by default each day — you choose when to turn it on.
– You can ask your fleet admin to reset your PIN at any time.
– You can delete individual notifications, or clear all of them, from the Notifications screen.
8. Children’s privacy
This App is intended for use by our employees only and is not directed at children. We do not knowingly collect information from anyone under 18.
9. Changes to this policy
We may update this policy from time to time. We will update the “Last updated” date above when we do. Continued use of the App after a change means you accept the updated policy.
10. Contact us
If you have questions about this policy or how your information is handled, contact:
IT Avenue General Merchandise
support@itavenue.ph
Quezon Avenue cor Evanglista Street, Brgy. 9 (Poblacion), Lucena City, 4301