Privacy Policy

1. Types of Users

The App may be used by different categories of authorized Users, including:

A. Clients

Clients may include companies, organizations, fleet owners, account administrators, or authorized representatives who use the App to manage their fleet, vehicles, drivers, fuel allowances, and related activities.

B. Employees and Drivers

Employees and drivers may use the App to access assigned vehicles, process fuel allowances, record fuel transactions, verify fueling activities, and perform other authorized fleet-related functions.

C. Fleet Administrators

Authorized fleet administrators may use the App to manage users, vehicles, transactions, fuel allowances, stations, and fleet reports.

2. Information We Collect

Depending on your role and the features you use, we may collect the following information.

2.1 Client Information

For clients and authorized company representatives, we may collect:

• Company name
• Business contact information;
• Authorized representative's name;
• Email address;
• Mobile number;
• Client account information;
• Username and authentication information;
• Fleet account information;
• Financial information;
• Vehicle and fleet information;
• Payment information; and
• Transaction and service-related information.

2.2 Employee and Driver Information

For employees and drivers, we may collect:

• Full name;
• Employee ID;
• Employee number;
• Company or organization;
• Department or assigned business unit;
• Email address;
• Mobile number;
• User account information;
• Assigned vehicle information;
• Drivers;
• Payment information;
• Route efficiency;
• Fuel Consumption;
• Mileage;
• Engine Diagnostics;
• Fuel allowance information; and
• Other information necessary to verify authorized use of the App.

2.3 Fleet Administrators

• Full name;
• Employee ID;
• Company or organization;
• Department or assigned business unit;
• Email address;
• Mobile number.

3. Vehicle and Fleet Information

The App may collect and process information about vehicles managed through the system, including:

• Vehicle plate number;
• Vehicle type;
• Vehicle identification information;
• Vehicle registration information;
• Assigned employee or driver;
• Vehicle status;
• Fleet or account assignment;
• Vehicle mileage or odometer information, where applicable; and
• Other information required for fleet management.

Vehicle information may be associated with an employee, driver, or client account for purposes of fleet administration and transaction verification.

4. Fuel Allowance and Transaction Information

If the App provides employee fuel allowance or fuel management services, we may collect:

• Employee ID;
• Employee name;
• Vehicle plate number;
• Fuel station;
• Fuel type;
• Fuel quantity;
• Fuel amount;
• Fuel allowance amount;
• Fuel allowance balance, where applicable;
• Date and time of transaction;
• Transaction reference number;
• Transaction status;
• Authorization or approval information;
• Odometer reading, where applicable; and
• Other information necessary to process and verify a fuel transaction.

This information may be used by authorized clients and administrators to manage fuel expenses and fleet operations.

5. GPS and Location Information

The App may request access to GPS or location information when necessary for its fleet management functions.

Location information may be used to:

• Identify nearby participating fuel stations;
• Display authorized fuel stations;
• Verify the location of a fueling transaction;
• Support fleet management;
• Monitor authorized fleet activities;
• Detect potentially unauthorized transactions;
• Improve operational efficiency; and
• Protect against fraud or misuse.

The App will request the applicable permission from your device when location access is required.

You may disable location access through your device settings. Some App functions may not be available when location access is disabled.

6. QR Code and Camera Access

The App may use your device camera to scan QR codes.

QR codes may be used for:

• Employee identification;
• Driver identification;
• Vehicle identification;
• Fuel station identification;
• Fuel allowance authorization;
• Fuel transaction processing;
• Transaction verification; and
• Other authorized fleet functions.

Camera access is used when the QR scanning function is activated.

The App does not continuously record or monitor your camera when the QR scanning function is not being used.

7. eBT / Fleet System Integration

Where applicable, the App may integrate with an eBT, ECO Fleet, fleet management, enterprise, or other authorized company system.

Information exchanged between systems may include:

• Employee information;
• Client information;
• Vehicle information;
• Driver information;
• Fuel allowance information;
• Fuel transactions;
• Fuel station information;
• Transaction authorization;
• Transaction status; and
• Other information necessary for authorized system integration.

Such integration is intended to provide accurate and efficient fleet and fuel management.

8. Device and Technical Information

The App may automatically collect certain technical information, including:

• Device model;
• Operating system;
• App version;
• IP address;
• Device identifiers where permitted;
• Network information;
• Error logs;
• Crash reports;
• Diagnostic information; and
• Other technical information necessary for security and troubleshooting.

This information may be used to maintain system reliability, improve performance, and investigate technical issues.

9. How We Use Your Information

We may use personal and fleet information for the following purposes:

1. Creating and managing client accounts;
2. Creating and managing employee and driver accounts;
3. Authenticating authorized Users;
4. Managing fleet and vehicle information;
5. Assigning vehicles to authorized employees or drivers;
6. Processing employee fuel allowances;
7. Processing and verifying fuel transactions;
8. Identifying authorized fuel stations;
9. Processing QR-based transactions;
10. Verifying fueling activities;
11. Supporting fleet monitoring and management;
12. Generating fleet and transaction reports;
13. Monitoring fuel allowance usage;
14. Preventing fraud and unauthorized transactions;
15. Providing technical and customer support;
16. Maintaining and improving the App;
17. Investigating system errors and security incidents;
18. Synchronizing information with authorized systems;
19. Performing operational and administrative functions; and
20. Complying with applicable laws and lawful government requirements.

10. Information Shared with Clients

Where applicable, clients or authorized client administrators may have access to information necessary to manage their fleet and authorized services.

This may include:

• Employee name;
• Employee ID;
• Assigned vehicle;
• Vehicle plate number;
• Fuel allowance information;
• Fuel transaction information;
• Fuel station;
• Transaction date and time;
• Transaction amount;
• Transaction status; and
• Other information reasonably necessary for fleet administration.

Clients will only be provided access to information relevant to their authorized account and legitimate business purposes.

11. Sharing with Third Parties

We do not sell or rent your personal information.

We may share information with authorized third parties where necessary to provide the App and related services, including:

• Client organizations;
• Authorized employers;
• Fleet administrators;
• Participating fuel stations;
• eBT/ECO Fleet system operators;
• Cloud hosting providers;
• Information technology providers;
• Technical support providers;
• Authentication providers;
• Mapping or location service providers;
• Analytics or crash-reporting providers;
• Payment or transaction service providers, where applicable; and
• Government authorities where required or permitted by law.

Third parties processing information on our behalf are obligated to handle personal data consistent with this Privacy Policy and according to our instructions.

12. Lawful Processing

We process personal information only on a lawful basis recognized under applicable Philippine privacy laws.

Depending on the circumstances, processing may be based on:

• Consent;
• Performance of a contract;
• Provision of requested services;
• Compliance with a legal obligation;
• Legitimate interests where permitted by law; or
• Other lawful bases recognized under Republic Act No. 10173 and its implementing regulations.

13. Philippine Data Privacy Act of 2012

We are committed to complying with Republic Act No. 10173, the Data Privacy Act of 2012.

Our processing of personal information follows the principles of:

14. Data Security

We implement reasonable and appropriate organizational, physical, and technical safeguards to protect personal information against:

• Unlawful access;
• Unauthorized disclosure;
• Loss;
• Accidental or unlawful destruction;
• Alteration;
• Contamination;
• Misuse; and
• Other unlawful processing.

Security measures may include:

• Authentication;
• Access controls;
• Role-based permissions;
• Password protection;
• Secure communications;
• Encryption where appropriate;
• Server security;
• Security policy;
• System monitoring;
• Backups;
• Processes for security breach and incidents; and
• Security procedures for authorized personnel.

No electronic system can be guaranteed to be completely secure.

15. Data Retention

We retain information only for as long as reasonably necessary to:

• Provide fleet management services;
• Maintain client accounts;
• Maintain employee and driver accounts;
• Process fuel transactions;
• Maintain vehicle records;
• Maintain transaction history;
• Prevent fraud and misuse;
• Resolve disputes;
• Perform audits;
• Fulfill contractual obligations; and
• Comply with applicable laws and regulations.

When information is no longer required, we will take reasonable steps to delete, anonymize, or securely dispose of it, subject to applicable retention requirements.

16. Data Subject Rights

Under applicable Philippine privacy laws, Users may have the following rights, subject to legal limitations and exceptions:

• Right to be informed whether your personal data shall be, are being, or have been processed, including the existence of automated decision-making and profiling;
• Right to obtain confirmation on whether or not data relating to you are being processed, as well as your own personal data and related information;
• Right to erasure or blocking;
• Right to object to the processing of your personal data where such processing is based on consent or legitimate interest;
• Right to rectify;
• Right to data portability;
• Right to be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your personal data, taking into account any violation of your right and freedoms as data subject; and
• Right to file a complaint when you believe that your personal information has been misused, maliciously disclosed, or improperly disposed, or that any of your data privacy rights have been violated. Requests may be submitted to our Privacy Officer or Data Protection Officer.

17. Account and Data Deletion

Users who have an account may request account deletion and deletion of applicable personal information.

Requests may be submitted through:

Privacy Email: [email protected]

We may request reasonable information to verify the identity of the requester.

Certain information may be retained where required or permitted by law, or where reasonably necessary for:

• Legal compliance;
• Fraud prevention;
• Security;
• Auditing;
• Dispute resolution;
• Transaction records; or
• Establishment, exercise, or defense of legal claims.

If the App supports account creation, an appropriate account/data deletion mechanism will be made available in accordance with applicable Google Play requirements.

18. Children's Privacy

The App is intended for authorized clients, employees, drivers, fleet administrators, and other authorized users.

The App is not intended for children.

We do not knowingly collect personal information from children where such collection is prohibited by applicable law.

19. International Data Processing

Personal information may be stored or processed on servers operated by the Company or authorized service providers.

Where information is transferred or processed outside the Philippines, we will implement reasonable safeguards consistent with applicable Philippine privacy law and local law requirements.

20. Data Breaches and Security Incidents

In the event of a personal data breach or security incident, we will take reasonable and appropriate steps to:

• Investigate the incident;
• Contain and mitigate the incident;
• Protect affected information;
• Implement corrective measures; and
• Comply with applicable notification and reporting requirements.

Where required by law, appropriate notifications may be made to affected individuals and/or the National Privacy Commission.

21. Third-Party Services

The App may use third-party services to support:

• Cloud hosting;
• Database management;
• Authentication;
• Maps and location services;
• QR code functionality;
• Push notifications;
• Analytics;
• Crash reporting;
• System monitoring; and
• Other technical functions.

These providers may process limited information as necessary to provide their services.

Users should review applicable third-party privacy policies where relevant.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• The App;
• Fleet management services;
• Data processing practices;
• Security measures;
• Applicable laws; or
• Regulatory requirements.

The Last Updated date will be revised when material changes are made.

The updated Privacy Policy will be made available through the App and on the webpage where this policy is published.

23. Privacy Officer / Data Protection Officer

For questions, concerns, account assistance, transaction disputes, privacy inquiries, or other concerns regarding the App, please contact:

24. Privacy Questions and Complaints

If you have concerns regarding how your personal information is collected, used, stored, or disclosed, we encourage you to contact us first so that we may investigate and address your concern.

If you have questions about our Privacy Policy or privacy practices including where a third-party service provider is acting on our behalf, you can contact us at [email protected].

25. Acknowledgment

By downloading, registering, accessing, or using the ECO Fleet Application, you acknowledge that you have read and understood this Privacy Policy and understand how your personal information may be collected, used, stored, processed, and disclosed for the purposes described herein.