Privacy Policy

Last updated: October 31, 2026

This Privacy Policy explains how Trace4X ("Trace4X", "we", "us") collects, uses, shares and protects information when you use the Trace4X web application at app.trace4x.com, the Trace4X mobile app for iOS and Android (the "App"), the telematics services connected to them, and this website (together, the "Services").

1. Who is responsible for your data

Trace4X is provided to businesses (our "Customers"), such as companies that operate fleets of cars, vans and pickups. If you use the Services as an employee, driver, technician or contractor of a Customer, that Customer decides what data is collected about its vehicles and users and how it is used, and Trace4X processes that data on the Customer's behalf and according to its instructions. Questions about how your employer uses fleet data should be directed to your employer; we will help them respond.

For information we collect for our own purposes (for example this website or sales inquiries), Trace4X is responsible.

2. Information we collect

Account information

• Name, email address, phone number, company, role and group membership.
• Login credentials (passwords are stored hashed by our authentication provider; we never see them in plain text).
• Preferences such as language, time zone, units and notification settings.
• Driver details your company enters, such as license number and assigned vehicles.

Location information

• Vehicle location from telematics devices. Where a Customer uses them, telematics devices installed in its vehicles (currently Geometris and PacificTrack devices) report GPS position, speed, heading, ignition state and time. This is tied to the vehicle and, when a driver is connected to that vehicle, to that driver.
• Phone location from the App. When you are on duty or connected to a company vehicle, the App collects your device's precise location, including in the background (when the App is closed or not in use), so that your company can see where its vehicles and drivers are, record trips and duty status, and attach locations to inspections, fuel entries and reports. The App does not collect location when you are signed out. You can turn off location permission in your phone's settings, but parts of the App will not work without it.

Photos and files

• Photos you take or choose in the App, for example during vehicle inspections (walk-around and odometer photos), equipment checks, problem reports, fuel receipts and chat. Photos may contain location or time metadata.
• Documents and attachments uploaded by your company (for example manuals, receipts or certificates).
• The App uses the camera only when you choose to take a photo, and the microphone only if you choose to record media to attach.

Vehicle and telematics data

• Odometer, engine hours, fuel and engine data, diagnostic trouble codes (fault codes), device identifiers and serial numbers, trips and stops, reported by telematics devices or, where used, over Bluetooth between the App and an in-vehicle device.

Work data you or your company create

• Inspections (DVIRs) and their results, defects, issues, work orders, service records, equipment checks and moves, fuel entries, duty status and daily logs, and chat messages.

Device and usage data

• Device model, operating system and version, App version, language and time zone.
• Push notification tokens, used to deliver notifications to your device.
• Crash reports, performance and diagnostic data, and basic App usage events, used to fix bugs and keep the App reliable.
• Server logs, such as IP address, browser type and request times, used for security and troubleshooting.

Information from website visitors and prospects

• If you email us (for example to request a demo), your name, email address and anything you choose to include.
• This website does not use advertising or tracking cookies.

3. How we use information

• To provide the Services: show vehicles on the map, record trips, inspections, equipment, maintenance and logs, and let your company manage its fleet.
• To send notifications: push notifications, in-app messages and email summaries (such as a daily digest) about inspections, issues, equipment, maintenance and chat.
• To sync data from the App when you have been offline.
• To authenticate users, secure accounts and prevent misuse.
• To provide support, fix problems and improve the reliability and performance of the Services.
• To comply with legal obligations and enforce our terms.

We do not sell personal information, do not share it for cross-context behavioral advertising, and do not use it to build advertising profiles.

4. Who can see your information

• Your company. Administrators, fleet managers and supervisors of the Customer you work for can see the data described above for their company, including vehicle and driver locations, inspections, photos, equipment, maintenance and chat.
• Service providers (processors). We use the following providers to run the Services. They process data only on our instructions and under contracts that require them to protect it:

• Legal and safety. We may disclose information if required by law, subpoena or court order, or to protect the rights, property or safety of Trace4X, our Customers, users or the public.
• Business transfers. If Trace4X is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

5. Data retention

We keep Customer data for as long as the Customer's account is active, or as the Customer instructs. Location history, inspections, logs and maintenance records are business records that companies often need to keep for a period of time; the Customer controls how long. When a Customer account ends, we delete or anonymize its data within 90 days, except where we must keep it longer by law. Backups are overwritten on a rolling basis. For individual account deletion, see Delete your account.

6. Security

Data is encrypted in transit (HTTPS/TLS). Access is restricted by company and role, and every request is authenticated. Hosting and database providers encrypt data at rest. No system is perfectly secure, but we work to protect your information and will notify affected Customers of a security incident as required by law.

7. Your choices and rights

• Location: you can disable location access for the App in your device settings at any time; some features will stop working.
• Notifications: you can change notification settings in the App or turn them off in your device settings.
• Camera and photos: access is requested only when you take or attach a photo and can be revoked in device settings.
• Access, correction and deletion: depending on where you live (for example California under the CCPA/CPRA, or other US states with privacy laws), you may have the right to know what personal information we hold, to access, correct or delete it, and not to be discriminated against for exercising these rights. If you use Trace4X through your employer, we will forward your request to them and help them respond. To make a request, email support@trace4x.com. We will verify your request using your account email.
• Account deletion: see trace4x.com/delete-account.

8. Children

The Services are intended for businesses and their workers and are not directed to children under 16. We do not knowingly collect personal information from children.

9. International users

Trace4X data is stored and processed in the United States. If you use the Services from outside the United States, your information will be transferred to and processed in the United States.

10. Changes to this Policy

We may update this Policy from time to time. We will post the new version on this page and update the "Last updated" date. If changes are significant, we will notify Customers or show a notice in the Services.

11. Contact us

Questions or requests about privacy: support@trace4x.com.