02 Oct Privacy Policy
SCOPE
This privacy policy applies to any website, application, service, or tool provided by Rental Concepts Inc. dba Fleet Response (Fleet Response) where this privacy notice is referenced, regardless of how you access or use them, including through mobile devices.
Purpose for Nonpublic Information Collection
The Fleet Response Security Policy defines how Rental Concepts Inc. dba Fleet Response collects, uses, discloses and protects your Nonpublic Information. We will only collect, use and disclose the information that we need to adhere to our service agreement with our client, which may be your employer, to provide the following services:
- Claims Administration
- Vehicle Rental Management
- Vehicle Maintenance Management
- Driver Safety Programs
- Compliance Programs
- General Liability Claims Management
- Subrogation Administration
Withdrawal of Consent
Subject to reasonable notice, you may withdraw consent at any time, unless the Nonpublic Information is necessary for us to fulfill our legal requirements and similar obligations. If you withdraw consent, we will inform you of the implications of such withdrawal. To withdraw consent, contact us in writing and advise us of what Nonpublic Information you no longer wish us to use.
What data do we collect?
The type of information we usually collect and maintain may include your:
- Employee ID
- Name
- E-mail Address
- Phone Number(s)
- Driver’s License Number and State
- Date of Birth
- Company Group
- Language Preference
- IP Address
- Insurance Policy Numbers
- Navigation Preferences of our Websites
How do we collect it?
We may collect Nonpublic Information from you by telephone, our websites and mobile apps, and from your Employer or their agents.
Where do we keep it?
We store all client data in a secure cloud environment. All data in transit and at rest is encrypted. Our cloud service providers are Microsoft (Azure) and Amazon (AWS).
Disclosure of Information
We will only use and disclose your Nonpublic Information to fulfill the purposes for which it was collected and in accordance with this privacy policy. Any exception will be with your prior consent, or as may be permitted or required by law.
To whom is information disclosed or shared?
Your information may be disclosed to, or shared with the following entities:
- Designated client Fleet Administrators, who need access to fulfill their job functions. For more information regarding your designated Fleet Administrator, please contact your employer.
- Our partner vendors required to adhere to our service agreement with our client.
- Our client’s partner vendors.
All partner relationships are required to implement appropriate technical, physical, and administrative safeguards when receiving your Nonpublic Information. Rental Concepts Inc. dba Fleet Response will never share your information with any third party for marketing or advertising purposes.
Who has access to or uses it?
Rental Concepts Inc. dba Fleet Response employees who require specific access to your information to fulfill client servicing obligations or customer service requests from you or your Employer.
Lawfully Limiting Nonpublic Information
We will limit the collection of your Nonpublic Information to only those details that are necessary for the purposes identified. Your Nonpublic Information will only be used or disclosed for the purpose for which it was collected, unless you have otherwise consented, or when it is required or permitted by law.
Accuracy of Information
We will keep Nonpublic Information we collect as accurate, complete and up-to-date as necessary to fulfill the purposes for which it was collected.
Cookies and Similar Technologies
Our applications and websites use “cookies”. A cookie is a piece of data stored on a site visitor’s hard drive to help us improve your access to our site and ensure the validation of visitors to our site. Usage of a cookie is in no way linked to any personally identifiable information on our sites or applications. Rental Concepts Inc. dba Fleet Response uses Google Analytics to analyze visitors to our websites. Data collected and reported by Google Analytics is used to understand how users interact with our web-based systems and how to improve the experience. This information is not disclosed nor used for advertising purposes.
Mobile App Privacy
Permissions required for the collection of Nonpublic Information are limited to the critical information necessary to adhere to our service agreement with our client, which may be your employer. If you authorize on your device, Rental Concepts Inc. dba Fleet Response may use Geo-location data from your mobile device to properly service claim intake. If you authorize on your device, Rental Concepts Inc. dba Fleet Response will access your device’s mobile photos, to complete the upload of required claim imagery. We are not responsible for any data overages incurred from the use of our mobile applications.
Physical Security
Physical Access Restrictions
Our data center employs on-premise 24×7 security. Security systems on the building exterior include cameras with digital recorders, blockades, and unmarked buildings. Portals and mantraps are in place to authenticate only verified individuals with the necessary clearance for entrance and access to assets.
Personnel Access Policies
Access is granted only to Network Operations Center and Specialized Operations team members carrying photo ID access cards. Biometric systems including palm scanners are used throughout the building. Agents of Fleet Response maintaining data center based assets are scheduled and approved for access on a temporary basis and monitored accordingly.
Data Security
Application Architecture
Our applications and websites utilize separate and distinct Production, Staging and Development environments. Console access to the development server is limited to developers. Login credentials are required to read and/or modify source code. Physical access to servers is limited only to authorized employees and agents of Fleet Response.
Protocols and Encryption
Strong cryptography and encryption techniques are used such as 256-bit Advanced Encryption Standard for the storage of data and associated backups. Rental Concepts Inc. dba Fleet Response utilizes the Secure FTP data transfer protocol, along with optional PGP for file transfers.
Security Appliances
Security software and devices (firewalls, monitoring & logging) are used to detect and prevent unauthorized access. Firewalls are configured in a hardened state, and change controls are in place for all network and security configuration modifications. All security appliances and network hardware are monitored and maintained.
Processing Individual Access Requests
Upon written request, you may access and verify your Nonpublic Information and find out to whom we have disclosed it. At the time of your request, we will need specific information from you to verify your identity, before we can provide you with the Nonpublic Information we hold. In addition, you must provide sufficient information in your request to allow us to identify the information you are seeking.
Communicating Breach Notification
We will notify our client partners in any event of privacy breach in accordance with the severity agreed to in our service level agreement.
Complaint Response and Resolution
If you have questions or concerns regarding your privacy or Nonpublic Information, we will take appropriate measures to resolve the situation, if required, and inform you about the process.
PREPARATION AND PROCESSING OF INVESTIGATIVE CONSUMER REPORTS
Privacy Practices: Fleet Response’s policies and procedures for preparing and processing investigative consumer reports are designed to comply with the requirements of the California Investigative Consumer Reporting Agencies Act (Cal. Civ. Code § 1786.10 et. seq.). Fleet Response maintains policies and procedures designed to limit the purposes for, and circumstances under which, we furnish investigative consumer reports. These procedures shall require that prospective users of the information identify themselves, certify the purposes for which the information is sought and that the information will be used for no other purposes, and make the certifications described in paragraph (4) of subdivision (a) of Section 1786.16. Fleet Response shall keep a record of the purposes for which information is sought, as stated by the user, and shall inform the user that the user is obligated to notify the agency of any change in the purpose for which information will be used. An investigative consumer reporting agency may not furnish an investigative consumer report to a person unless it has a written agreement that the investigative consumer reports will be used by that person only for purposes listed in Section 1786.12 of the California Civil Code.
Fleet Response maintains reasonable procedures to assure maximum possible accuracy of the information concerning the individual about whom the report relates. However, because the information contained in the reports is provided to Fleet Response by third-parties, including various Federal, State, and other agencies which maintain vehicle records, Fleet Response cannot guarantee the accuracy of the reports. Fleet Response conducts reinvestigations of the accuracy and completeness of information at the individual’s request. Fleet Response also has implemented administrative, technical and physical safeguards designed to protect the information that Fleet Response maintains in our investigative consumer reporting files.
Fleet Response provides individuals with the ability to request, upon proper identification, access to information we hold about them in our investigative consumer reporting files. Fleet Response shall retain the investigative consumer report for at least two years after the report is provided.
Personal Information Disclosure: United States or Overseas: In connection with our preparation and processing of “investigative consumer reports” under California law, we are required to advise you whether personal information about you is transferred to authorized service providers and affiliates outside the United States and its territories. Fleet Response does not transfer personal information about you outside the United States and its territories.
To obtain additional information about Fleet Response’s privacy practices and policies in connection with its preparation and processing of investigative consumer reports, please contact:
Kari Hagan
Director of Client Development
695 Boston Mills Rd
Hudson, Ohio 44236, US
Direct: 216-478-8135
Customer Service: 800-338-0619