1Who we are
EasyFleet B.V. ("EasyFleet", "we") provides a fleet management platform for businesses and is registered in the Netherlands.
EasyFleet B.V. · Zichtenburglaan 31, 2544 EA Den Haag · info@easyfleet.org
EasyFleet is a business-to-business service. It is offered only to companies and organisations, not to consumers.
2What this policy covers
This policy explains how we process personal data as a controller: when you visit our website, request a demo, contact us, or act as a contact person for one of our customers, prospects or suppliers.
It does not cover the data our customers enter into the EasyFleet platform, such as driver, vehicle, trip, fine or camera data. For that data the customer is the controller and we only process it on the customer’s behalf, under our Data processing agreement. If you drive or work with EasyFleet for your employer and have a question about your data, please contact your employer first.
3What we collect and why
We only collect what we need for the purposes below.
| Purpose | Personal data | Legal basis | How long we keep it |
|---|---|---|---|
| Answering demo requests and questions, preparing a quote | Name, work email, phone number, company, fleet size, your message | Steps at your request before a contract; our legitimate interest in replying | Up to 2 years after our last contact |
| Running the customer relationship and the contract | Contact details of customer contact persons, account and contract details | Performance of the contract | For the duration of the contract and up to 2 years after |
| Invoicing and accounting | Billing contact, company and invoice details | Legal obligation | 7 years, as required by Dutch tax law |
| Support | Your messages, call notes and the details needed to help you | Performance of the contract; legitimate interest | Up to 2 years after the question is closed |
| Website operation and security | IP address, browser and device data, pages visited | Legitimate interest in a secure, working website | Short-term logs, normally up to 3 months |
| Website analytics | Usage data collected through analytics cookies | Your consent (see our Cookie policy) | As stated in the Cookie policy |
| Information about our own services | Business contact details | Legitimate interest; you can object at any time | Until you object or the relationship ends |
We do not sell personal data, and we do not use it for decisions that are made solely by automated means and have legal or similarly significant effects for you.
5Where your data is stored
We process and store personal data within the European Union. The one exception is Google Analytics: if you accept analytics cookies, Google may process usage data in the United States. Google LLC takes part in the EU-US Data Privacy Framework, and Google also uses the European Commission’s standard contractual clauses.
If any other provider needs to process data outside the European Economic Area, we only allow this with appropriate safeguards, such as an adequacy decision or the standard contractual clauses.
6Security
We take appropriate technical and organisational measures to protect personal data against loss and unauthorised access, such as access controls, encrypted connections and limited staff access.
7Your rights
Under the GDPR you can ask us to access, correct or delete your personal data, to restrict or object to its processing, and to receive your data in a portable format. Where we rely on your consent, you can withdraw it at any time.
Send your request to info@easyfleet.org. We answer within one month. We may ask you to confirm your identity first.
If you are not satisfied with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
8Changes
We may update this policy. The date at the top shows when it last changed. Material changes are announced on this page.
9Contact
Questions about this policy or about your data: info@easyfleet.org, or EasyFleet B.V., Zichtenburglaan 31, 2544 EA Den Haag.