Location
Only while a trip is running, to measure distance and record the route.
Camera & photos
To scan a vehicle's QR code and to photograph or attach fuel receipts.
Account
Your login, name, email, trips and refuels, kept on DashScan's own servers.
01 Who this policy covers
DashScan is a fleet-tracking service made up of the DashScan driver app (iOS and Android), the fleet dashboard at dash-scan.com/app, and this website. It is used by companies (the “fleet operator”) to keep track of their vehicles, and by the drivers those companies give accounts to.
Driver accounts are created by the fleet operator's administrator, not by the public. The operator decides who gets an account and can see the trip and refuel records for its fleet. DashScan runs the service and stores that data for them.
02 What we collect and why
Location (GPS)
The app asks for location access only while the app is in use. It reads your location only while you have an active trip, meaning after you scan a vehicle's QR code and before the trip ends. No location is collected when no trip is active.
- What: latitude, longitude, speed, GPS accuracy and a timestamp for each point along the trip.
- Why: to calculate the distance driven, update the vehicle's odometer, detect when the vehicle has been stationary long enough to end the trip automatically, and show the route to your fleet operator.
- Linked to you: yes. Every trip is saved against your driver account and the vehicle you scanned.
Camera
- QR scanning: the camera reads the QR sticker on a vehicle to identify it. This happens on your device, and no image from the scanner is saved or uploaded.
- Receipt photos: when you log a refuel you can take a photo of the fuel receipt. That photo is uploaded to DashScan's servers and attached to the refuel record.
Photo library
If you'd rather attach a receipt you've already photographed, the app opens your photo library so you can choose one image. Only the photo you pick is uploaded. The app does not scan, read or upload anything else from your library.
Account and activity data
| Data | Examples | Why |
|---|---|---|
| Login credentials | Username and password. Passwords are stored only as a salted bcrypt hash, never in readable form. | Signing you in |
| Identity | Full name, email address, role (driver or admin) | Showing who drove or refuelled, and sending account verification and password-reset emails |
| Trip history | Vehicle, start and end time, start and end odometer, distance, why the trip ended, route points | Fleet records, mileage and odometer tracking |
| Refuel records | Vehicle, amount, litres, notes, receipt photo, time | Fuel expense records |
| Messages | Announcements and alerts your administrator sends you | Showing them in the app |
Technical data
- On your device: the app stores your sign-in session token and the server address so you stay signed in. Signing out removes the token.
- On our servers: like any web service, our servers keep standard request logs (such as IP address, time and the page or API endpoint requested) to keep the service secure and fix problems.
03 How your data is stored and used
- All data is stored on DashScan's own backend. Records are kept in a Postgres database and receipt photos on our server's storage. The app sends data only to that backend, over encrypted HTTPS.
- Your data is visible to you and to the administrators of your own fleet operator. It is not visible to other companies using DashScan.
- We use your data only to provide the service described above: tracking trips and refuels, keeping vehicle odometers current, managing your account, and sending the emails needed to verify your account or reset your password.
- We don't use your data for advertising or profiling, and we don't sell it or train anything on it.
05 Retention and deletion
We keep your account data for as long as your account exists. Trip and refuel records are kept for as long as your fleet operator needs them as business records. Single-use verification and password-reset links expire within 48 hours and can't be reused.
Deleting your account
You can have your account deleted at any time in either of these ways:
- Ask your fleet administrator. They can delete your account directly from the dashboard.
- Email [email protected] from the email address on your account, with the subject “Account deletion request”. We'll confirm the request with you and your fleet operator and complete it within 30 days.
When an account is deleted, its login credentials, name, email address and pending email links are removed, and your trips and refuels are no longer linked to an account. Your fleet operator may keep trip and refuel entries, including the driver name recorded on them and receipt photos, as its own business records. If you want those removed as well, say so in your request and we'll pass it to your operator. Copies may remain in server backups for a limited time until those backups are overwritten.
06 Security
All traffic is encrypted with HTTPS, passwords are stored as one-way hashes, and every request to the API requires a signed-in session. Accounts can only be created by an administrator and must be verified by email. No system is perfectly secure, but we work to protect your data and will tell affected users about any breach as required by law.
07 Children
DashScan is a business tool for vehicle drivers and fleet staff. It is not directed at children, and we don't knowingly collect data from anyone under 16.
08 Your rights
Depending on where you live, you may have the right to access, correct, export or delete your personal data, or to object to how it's used. To make any of these requests, contact your fleet administrator or email us at the address below.
09 Changes to this policy
If we change this policy, we'll update the date at the top of this page. If a change significantly affects how your data is used, we'll also tell you through the app or by email before it takes effect.
10 Contact
Questions about privacy, or a request to access or delete your data: