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Privacy Policy

A J HALL & P SHERIFF trading as Fleet Docs AI

Effective date: February 2, 2026
Last updated: February 2, 2026

1. Who we are

This Privacy Policy explains how A J HALL & P SHERIFF trading as Fleet Docs AI ("Fleet Docs AI", "we", "us") collects, uses, stores and discloses personal information when providing the FleetDocsAI platform (the "Service").

2. Scope

This Privacy Policy applies to:

  • Customer administrators and staff using the Service on behalf of a transport/logistics business ("Customer")
  • Contractors and drivers invited to upload documents or maintain a profile ("End Users")
  • Visitors to our websites.

3. Personal information we collect

We may collect and process:

  • Identity and contact details: name, email, mobile number, company, role.
  • Compliance documents and images: insurance certificates, driver licence images/details, inductions, permits, tickets/certifications, other compliance documents you upload.
  • Extracted document data: document type, issuer, policy number (if applicable), licence class/state, expiry dates, status (valid/expired/missing).
  • Usage and device data: logins, audit logs, IP address, browser/device, activity within the Service.
  • Communications: support requests, emails/SMS sent and delivery metadata.

4. Why we collect and use personal information

We use personal information to:

  • provide, operate and secure the Service
  • manage accounts, roles and access control
  • track document compliance, validate completeness, and send reminders
  • create and maintain an audit trail for Customers
  • provide support, troubleshoot, and improve the Service
  • prevent fraud, abuse, and unauthorised access.

5. AI processing (OpenAI Business API)

To deliver features such as document classification and extraction, we use third-party AI services (currently OpenAI via the Business/API platform) to process documents and images that you upload, including full images where required for the Service.

We send document images/content to the AI service to extract relevant fields (for example, document type and expiry date) and to assist with compliance workflows.

For OpenAI business/API services, OpenAI states that API data is not used to train models by default unless you explicitly opt in, and that it uses customer content as necessary to provide the services.

6. Who we disclose personal information to

We may disclose personal information to:

  • The Customer (the transport/logistics business requesting compliance) — End User documents and statuses are shared with that Customer.
  • Service providers/sub-processors that help us run the Service, including:
    • AI processing providers
    • email delivery providers
    • SMS delivery providers
    • cloud hosting/storage providers
    • security, monitoring, analytics and support tooling providers.
  • professional advisers (lawyers, accountants), regulators and law enforcement where required or authorised by law.

7. Overseas disclosures

Some recipients may be located outside Australia or may store/process data overseas (for example, AI, communications, cloud hosting, and support tooling providers). We will take reasonable steps to ensure overseas recipients handle personal information in a manner consistent with the Australian Privacy Principles where required.

8. How we store and secure information

We use reasonable technical and organisational measures designed to protect personal information, such as:

  • encryption in transit (TLS) and access controls
  • role-based permissions and audit logs
  • least-privilege internal access
  • monitoring and alerting.

No method of transmission or storage is 100% secure.

9. Retention and deletion

We retain personal information for as long as needed to:

  • provide the Service while the Customer account is active
  • retain deactivated contractor and driver records for 12 months for auditing
  • retain records for 12 months after account termination for auditing
  • meet legal, accounting, and reporting requirements
  • resolve disputes and enforce agreements.

After applicable retention periods, we will delete or de-identify personal information unless a longer retention period is required by law.

10. Access and correction

Individuals may request access to or correction of their personal information by contacting us at support@fleetdocsai.com . We may need to verify identity before responding.

11. Marketing, preferences, and notifications

We send:

  • Transactional/service messages (e.g., compliance reminders, security alerts, onboarding)
  • Marketing messages only where permitted.

Marketing emails/SMS will include an unsubscribe/opt-out method where required by law.

12. Data breaches

Where the Privacy Act applies, we will assess suspected data breaches and notify individuals and the OAIC where required under the Notifiable Data Breaches scheme.

13. Complaints

If you have a complaint, contact support@fleetdocsai.com . We will respond within 30 days. If you are not satisfied, you may contact the OAIC.

14. Changes

We may update this Privacy Policy from time to time by publishing an updated version on our website.