Flot Pilot is fleet management software. This policy explains which personal data we process, why, with whom, for how long, and how to exercise your rights. It covers the flotpilot.com website, the fleet console (app.flotpilot.com), the driver app (driver.flotpilot.com), fleets' public pages and the help centre (docs.flotpilot.com).
This English version is a translation. If it differs from the French version, the French version prevails.
1. Who we are
Flot Pilot is published and operated by AURA LAB, a sole proprietorship registered with the Trade and Personal Property Credit Register of Cotonou under number RB/COT/26 A 117853, tax identification number (IFU) 0201910539245, whose registered office is at Îlot 4126, Parcelle K, Abokicodji Centre, 4th arrondissement, Cotonou, Republic of Benin. AURA LAB is represented by its manager, Mr Sèna Ralph Christhem GNONLONFOUN.
In this policy, "we" means AURA LAB. For any question about your data: support@flotpilot.com.
2. Our two roles
Our role depends on the data.
- We are the controller for the data of people who have an account on the console (fleet managers and members of fleet teams), visitors to our website, people who request a demo, and subscription billing data.
- We are a processor for the data that fleets record in Flot Pilot about their drivers, applicants, vehicle owners and customers. The fleet is then the controller: it decides what it records and for what purpose. We process this data only to provide the service to the fleet, on its instructions, and never for our own purposes.
If you are a driver, applicant or customer of a fleet, please contact that fleet first with any question about your data. We will help it answer you.
3. The data we process
Website visitors
Pages viewed, clicks and journey through the website, device and browser type, approximate country derived from the IP address, and a recording of the browsing session on the website. These measurements are made with PostHog and include neither your name nor your contact details: what you type into a form is never recorded.
Demo requests
Your name, your phone or WhatsApp number, your line of business, the number of vehicles in your fleet and, if you provide them, the name of your company and your email address. The request reaches us by email.
Console users
- Your name, email address, role in the fleet and password, which is never stored in plain text.
- If you sign in with Google: your Google account identifier and the sign-in tokens issued by Google. Google never sends us your password.
- To keep your account secure: the IP address and browser used when you sign in and, for platform administration accounts, the two-factor authentication secret.
- The history of important operations carried out in the console (who did what, and when).
Data recorded by fleets
On behalf of fleets, and depending on the modules they use:
- Drivers: first and last name, phone number, driving licence number and category, photo, documents, contracts and rental terms, vehicles assigned and handover reports, payments, debts, advances and receipts (including the mobile money number used), ride targets and results, schedule, training, messages exchanged with the fleet, activity in the driver app and notification subscriptions.
- Recruitment applicants: first and last name, phone number, email, driving licence, answers to the application form, application stage and the fleet's notes.
- Vehicle owners: name, phone number and the fleet's notes.
- Booking customers: name, phone number, email, pick-up and drop-off addresses, date and details of the ride.
- Vehicles: GPS positions, trips and mileage sent by the fleet's tracker provider, and ride data from the ride-hailing platform when the fleet connects its account.
Billing
The fleet's name, billing details, invoices and payments. Payments go through our payment provider: we neither see nor keep card numbers.
4. Why we process it
| Purpose | Legal basis |
|---|---|
| Providing the service: accounts, console, driver app, fleets' public pages, notifications and service emails | Performance of the contract with the fleet |
| Securing accounts and preventing abuse | Legal security obligation and performance of the contract |
| Answering demo requests and support | Pre-contractual steps taken at your request, performance of the contract |
| Billing the subscription and keeping our accounts | Performance of the contract and legal obligations |
| Measuring website traffic and improving the product | Legitimate interest |
In the console and the driver app, session recordings mask text and images: they show the journey through the screens, not the data displayed on them.
We do not sell your data, we do not rent it out and we do not use it for advertising.
5. Who we share it with
Our providers process data on our behalf, on our instructions and only for the purposes stated:
| Provider | What it does | Country |
|---|---|---|
| Hetzner Online | Hosting of servers and database | Germany |
| Cloudflare (R2) | File storage: photos, documents, receipts | Western Europe |
| Zoho (ZeptoMail) | Sending emails | United States |
| Shipmail | Receiving emails sent to support@flotpilot.com | European Union |
| PostHog | Website analytics and session recordings | United States |
| Sign in with Google, if you choose it | United States | |
| FedaPay | Payment of the Flot Pilot subscription | Benin |
| OpenStreetMap Foundation (Nominatim) | Looking up addresses entered for a booking, without name or phone number | United Kingdom |
| Browser notification services (Google, Apple, Mozilla) | Delivering driver app notifications | United States |
Services connected by fleets. A fleet can connect Flot Pilot to its own accounts with other services: a payment provider to collect payments from its drivers (for example FeexPay or FedaPay), a ride-hailing platform (for example Yango), a GPS tracker provider. Data exchanged with these services is exchanged at the fleet's request and under the terms the fleet has accepted with them.
We may also disclose data to the authorities where the law requires us to.
6. Transfers outside Benin
Our servers are in Germany and some of our providers are based in the United States or the United Kingdom. These transfers are necessary for the service to work. We choose providers that commit contractually to protecting data, and we limit what we send them to what they need.
7. How long we keep it
- A fleet's data, including that of its drivers, applicants, owners and customers: for the whole duration of the subscription. After the subscription ends, the fleet can export it for 30 days; it is then deleted, backups included, no later than 90 days after the end of the subscription.
- User accounts: for as long as the account is linked to a fleet, then under the same rule.
- Security logs (sign-ins, IP addresses): 12 months at most.
- Demo requests that did not go further: 12 months.
- Analytics and session recordings: 12 months at most.
- Invoices and accounting records: for the period required by law, that is 10 years.
8. How we protect it
- All connections are encrypted (HTTPS).
- Each fleet only sees its own data: this separation is enforced down to the database.
- Passwords are never stored in plain text, and the keys fleets entrust to Flot Pilot for their integrations (payments, ride-hailing, GPS) are encrypted.
- Platform administration requires two-factor authentication.
- The database is backed up every day.
- Only the people who need it to run the service have access to the data.
No system is perfectly secure. In the event of a data breach, we notify the fleets concerned and the authorities as required by law.
9. Your rights
Under Law No. 2017-20 of 20 April 2018 on the Digital Code of the Republic of Benin, you have the right to access, rectify, erase and object to the processing of data about you.
- For data we are the controller of, write to support@flotpilot.com. We may ask you to prove your identity.
- For data recorded by a fleet (drivers, applicants, owners, customers), contact that fleet. If you write to us, we will pass your request on to it.
If you believe your rights are not being respected, you can lodge a complaint with Benin's personal data protection authority (APDP): apdp.bj.
10. Cookies and storage on your device
- Needed for the service: the session cookie that keeps you signed in, a temporary cookie while you sign in with Google, and your display preferences saved on your device (language, period shown).
- Analytics: PostHog saves an identifier on your device so that a visit can be recognised from one page to the next.
You can block or clear these in your browser settings. Without the session cookie, signing in to the console and the driver app does not work.
11. Minors
Flot Pilot is intended for businesses. We do not collect data about minors for our own purposes. When a fleet records data about children, for example for school transport, it does so under its own responsibility and with their parents' agreement.
12. Changes
We may update this policy. The date of the latest version appears at the top of this page. If there is a significant change, we notify fleets by email or in the console before it applies.
13. Contact us
AURA LAB, Îlot 4126, Parcelle K, Abokicodji Centre, 4th arrondissement, Cotonou, Republic of Benin. Email: support@flotpilot.com.
See also: Terms of service