Privacy Policy

Last updated: October 7, 2026 · Effective: July 31, 2026 · Version 2026-07-31

Longhorn Forge Holdings LLC, a Texas limited liability company whose principal office and mailing address is 25700 Interstate 45 #4119, The Woodlands, TX 77386, doing business as "MyFleetOS" ("MyFleetOS", "we", "our", "us"), operates the website www.myfleetos.com and the application at app.myfleetos.com (together, the "Service"). This Privacy Policy explains what personal information we collect, how we use and disclose it, and the choices and rights you have. By using the Service, you agree to this Policy.

We do not sell your personal information, and we do not "share" it for cross-context behavioral advertising (as those terms are defined under California law). See Your Privacy Choices below.

1. Information We Collect

We collect information you provide directly:

• Account Information: Name, email address, phone number, and company name when you create an account.
• Fleet Data: Vehicle details (including home base addresses), trip records, expense entries, staff information, and other operational data you enter or import via CSV.
• Photos and User Content: Photos you attach to vehicles, receipts, expenses, or trips. Notes and other text content you create within the app. Photos and content are stored within your tenant and are never shared with other tenants. They reach a service provider only as Section 4 describes (for example, a receipt photo you ask us to scan is sent to our AI provider, and an image you text to a guest is delivered through our messaging provider). Photos you choose to show on your public booking site can be seen by anyone who visits it.
• Vehicle Location and Telematics: If you connect a vehicle tracker or vehicle account (Bouncie, Zubie, or Tesla), we regularly collect your vehicles' GPS location, trips, odometer, and status from that provider to run the live map, parking, mileage, and trip features. While a vehicle is out on a rental, its location is also the location of the person driving it. The app does not collect your phone's own location.
• Sign-in and Security Data: When you create an account or sign in, our authentication provider records your email address, a hashed password, sign-in times, and the IP address and browser or device type used. Human-verification checks at signup and sign-in (Cloudflare Turnstile) also see your IP address. We use this to secure accounts and prevent abuse.
• Connected Accounts: If you connect Gmail, Zoho Mail, Google Calendar, Quo (OpenPhone), or text messaging, we access the email, calendar, call, and message data those connections provide (for example, Turo trip emails and guest messages) only to run the features you turned on.
• Device Identifiers and Push Tokens: When you enable push notifications on iOS or Android, we collect your device's APNs/FCM push token, platform, model, and OS version. These are stored solely so we can deliver operational alerts (urgent check-ins, missed check-outs, overdue maintenance) to your device. They are never used for advertising or shared with third parties.
• Payment Information: Billing details processed securely through Stripe. We do not store credit card numbers on our servers.
• Usage Data: Pages visited and features used, recorded in our own database with a random identifier stored in your browser, to improve the Service.

Information About Your Guests, Drivers, Staff, and Investors

When you use MyFleetOS to run your business, you enter or import information about other people: your rental guests and additional drivers, your staff, and your investors. Depending on the features you use, this can include names, email addresses, phone numbers, messages, and trip details; and, for bookings taken through your own booking site, a guest's date of birth, delivery address, driver's license number and license photos, insurance card photos, electronic signature (with the time, IP address, and browser it was signed from), consent to receive texts, and payment details collected by Stripe. Guest profile photos imported from Turo are stored at unlisted links.

For this information, you (the fleet operator) decide what is collected and why, and you are responsible for it as the business that controls it. We process it on your behalf, as your service provider, under our Data Processing Addendum, and only to provide the Service to you. Driver's license and insurance images are kept in private storage and are shown to your signed-in team only through short-lived links. We never use your guests' information for our own marketing, and we never sell it. A guest who wants to access, correct, or delete their information should contact the business they rented from; if they contact us instead, we will pass the request to that business and help it respond.

2. How We Use Your Information

• To provide, maintain, and improve the MyFleetOS platform
• To process subscriptions and payments
• To send important service updates and notifications
• To provide customer support
• To detect and prevent fraud or abuse
• To generate AI-powered insights about your fleet (using your data only within your tenant)

3. Data Isolation

MyFleetOS uses a multi-tenant architecture with row-level security. Your data is completely isolated from other customers. No other tenant can access your vehicles, trips, financials, or any other data. Each database query is scoped to your company.

4. How We Share Information

We do not sell or rent your personal information. We share it only with service providers ("subprocessors") that process it on our behalf under contract, and only as needed to run the Service:

• Stripe: Payment processing: your subscription, your guests' card and bank payments for direct bookings, and payouts to investors and staff through Stripe Connect (Stripe may collect identity and bank details directly when someone sets up payouts)
• Supabase: Database, authentication, file storage, and server functions
• Cloudflare: Hosting, content delivery, security, human-verification checks (Turnstile), and media storage
• Anthropic (Claude): our AI features — daily briefings, page insights, the chat assistant, Inbox email-thread summaries, receipt scanning (maintenance invoices and expense receipts), reading the odometer off a handover dash photo, and vehicle description writing. Only the data a feature needs is sent, and only when you use it; email summaries include the guest messages in that thread, and receipt scanning includes the image you upload. Your data is not used to train third-party models. See Terms §7 for the full list.
• Resend: Email delivery (verification codes, booking links and receipts to your guests, statements, and route emails to your staff)
• Twilio: Text messages (SMS/MMS) you send to your guests and other contacts, and carrier registration of your business texting number (which includes your business details)
• Apple Push Notification service: Alerts to your devices; an alert can include a guest's name
• GoHighLevel: Our own emails, texts, and call scheduling with account owners and people who ask us about MyFleetOS (account details such as name, email, phone, company, and plan); it receives no guest data
• Fly.io: Hosts the relay that sends commands to Tesla vehicles you connect
• Maps, addresses, and routing: OpenStreetMap (Nominatim and map tiles), Komoot Photon, the U.S. Census Geocoder, OSRM, Esri, and CARTO receive addresses or coordinates (for example, a delivery address or a vehicle's position) to show maps, look up addresses, and estimate drive times; NHTSA receives a vehicle's VIN to look up its specifications and recalls; and a map section you add to your public booking site is loaded from Google Maps, which receives the visitor's IP address
• Integrations you choose to connect: Google (Gmail and Google Calendar), Zoho Mail, Quo (OpenPhone), Bouncie, Zubie, Tesla, and Turo (through a CSV you import, Turo emails in a connected inbox, or our Chrome extension). We exchange data with these only on your instruction, and your use of them is also governed by their own terms

We may also disclose information to comply with law or a valid legal request, to enforce our Terms, to protect the rights, property, or safety of MyFleetOS or others, or in connection with a merger, acquisition, or sale of assets (with notice to you). We never share your fleet data with other tenants.

5. Data Retention & Deletion

We retain your data while your account is active. After you cancel, your data remains recoverable for 90 days and is then deleted or anonymized.

You can delete everything yourself, immediately, without contacting us. In the app, go to Settings → Account → Delete account permanently. This erases every vehicle, trip, guest, expense, document, photo and receipt, your company profile, and every staff and investor login attached to the account — including yours. It takes effect at once and cannot be undone. The same control is available in the iOS app.

If you would rather we did it, or you want a copy of your data first, email support@myfleetos.com or use our Data Deletion request page. We verify the request against the account owner's address and complete verified deletion requests within 30 days, free of charge.

Deletion is immediate in our live systems. Encrypted backups roll off on their own schedule within 30 days, after which no copy remains. We keep only what the law requires — principally invoice, payment, and tax records, which we retain in minimized form for the statutory period and use for nothing else — and records we need to resolve an open dispute.

6. Security

All connections use TLS encryption. Database access is controlled through row-level security policies. Authentication is handled through Supabase Auth with secure password hashing. We follow industry best practices for data protection.

7. Chrome Extension (MyFleetOS Sync)

The MyFleetOS Sync Chrome extension allows you to automatically import your Turo trip earnings into MyFleetOS. The extension:

• Reads your Turo earnings CSV data only from the Turo earnings page
• Transmits CSV data to your MyFleetOS account using your API key
• Stores your MyFleetOS API key and sync schedule locally in Chrome storage
• Does not collect or transmit your passwords. The CSV it sends contains your trip records, which include guest names, trip dates, and pickup and return locations (the same data as a manual CSV import)
• Does not access any other websites or browsing data
• Does not share any data with third parties

Your Turo login session stays entirely in your browser — the extension uses your existing logged-in session to access the earnings page. API keys can be revoked at any time from MyFleetOS Settings to immediately disable the extension.

8. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Export your data
• Opt out of marketing communications

9. Cookies & Tracking

We use strictly necessary cookies for authentication and session management — the Service does not function without them. We use first-party analytics to understand usage and improve the Service: the app records pages viewed and features used in our own database, keyed to a random identifier kept in your browser's local storage. We do not use third-party advertising or analytics trackers; if we add an analytics provider, we will list it here first. We do not use cookies for cross-context behavioral advertising, and we do not sell or share information through cookies. Because there is no common industry standard, we do not currently respond to browser "Do Not Track" signals, but we honor recognized opt-out preference signals (such as Global Privacy Control) where legally required. You can control cookies through your browser settings.

10. Support Access (Staff Login to Your Account)

MyFleetOS support staff may occasionally need to sign into your account to help you troubleshoot a problem or maintain the account. We never do this without your explicit, recorded consent:

• Consent is required. Support staff cannot log in as you on demand. We send a request that appears as a banner inside your account, and an owner or co-owner must approve it before any staff login is possible.
• You choose the duration. You can approve a time-boxed window (1, 4, 24, or 72 hours) that expires automatically, or ongoing Maintenance Access that stays active until you revoke it (useful for demo or fully managed accounts).
• Every login is logged. Each staff sign-in is recorded in an audit log — which staff member, when, and the stated reason.
• You can revoke at any time. Close the window or turn off Maintenance Access from Settings → Support Access. Maintenance Access never expires on its own; it ends only when you revoke it.
• Scoped to your data. While signed in, staff act only within your organization's data under the same row-level security — they cannot access any other tenant.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (as amended by the CPRA) gives you specific rights, described here.

Categories of personal information we collect (using the CCPA's categories): identifiers (name, email, phone, account ID); commercial information (subscription and billing records); internet or network activity (usage data); precise geolocation (vehicle location from trackers or vehicle accounts you connect); sensitive personal information (driver's license numbers and images your guests provide for a booking, used only to provide the Service); audio/visual information (photos you upload); and professional or employment information (staff records you enter). We collect this from you directly, from your use of the Service, and from integrations you connect (for example, a Turo earnings CSV you import). We use it for the purposes described in Section 2.

No sale or sharing. In the preceding 12 months we have not sold personal information or shared it for cross-context behavioral advertising, and we do not knowingly do so for anyone under 16.

Your California rights: to know/access the personal information we hold about you; to delete it; to correct it; to opt out of "sale"/"sharing" (not applicable, because we do neither); to limit the use of sensitive personal information (we do not use sensitive personal information for purposes that trigger this right); and to not receive discriminatory treatment for exercising your rights. You may use an authorized agent to submit a request.

12. Your Privacy Choices

Because we do not sell or share your personal information, there is no opt-out to submit. To exercise any right above — access, correct, delete, or export your data, or opt out of marketing — email support@myfleetos.com with the subject "Privacy Request." We will verify your identity (typically through your account email) before responding, generally within 45 days.

13. Other U.S. State Privacy Rights

If you live in a state with a comprehensive privacy law (such as Virginia, Colorado, Connecticut, Utah, Texas, Oregon, and others), you have similar rights to access, correct, delete, and obtain a portable copy of your personal information, and to appeal a denied request. Submit requests to support@myfleetos.com. We do not sell personal data or use it for targeted advertising or for profiling that produces legal or similarly significant effects.

14. Users Outside the United States

MyFleetOS is operated from, and stores data in, the United States. If you access the Service from outside the U.S., your information will be processed in the U.S. Business customers subject to the GDPR or UK GDPR may request our Data Processing Addendum.

15. Children's Privacy

The Service is intended for business use by adults; you must be at least 18 to use it. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

16. Changes to This Policy

We may update this Policy from time to time. We will post the new version here with a revised "Last updated" date and, for material changes, notify you by email or in-app notice. Your continued use of the Service after an update means you accept it.

17. Contact

For privacy questions or to exercise your rights, email support@myfleetos.com with the subject “Privacy Request.”

Longhorn Forge Holdings LLC (dba MyFleetOS)
25700 Interstate 45 #4119, The Woodlands, TX 77386, USA