Privacy Policy

Fuel Relay is a fuel logging service for oilfield fueling crews and the companies they work for. It consists of a mobile app used by fuelers and a web dashboard used by company admins.

The service is operated by [COMPANY_LEGAL_NAME], with its business address at [BUSINESS_ADDRESS]. For anything in this policy, contact us at privacy@fuelrelay.net.

We collect different data depending on how you use Fuel Relay.

If you are an admin (a company account holder):

• Your email address.
• Your password, stored only as a salted hash. We never see or store the plaintext.
• Your company name.
• Billing details (cardholder name, card number, billing address). These are collected and stored by Stripe, our payment processor. Card numbers never touch our servers.

If you are a fueler (a mobile app user with an access code):

• Your operator name and truck number, as entered by your company admin or by you.
• A device identifier the app generates to bind your access code to your phone.
• The fueling entries you log: date, time, contractor, truck or equipment code, fuel type, and gallons.
• If you use voice entry, the audio is transcribed by your phone's speech-recognition service (your device's platform provider, such as Google). We never receive or store the audio; only the text you confirm is saved, as part of the entry above.

Device data, attached to crash reports only:

• App version, operating system version, device model, language and region setting, screen size, free memory, and battery level. Fueler codes, names, and entry contents are scrubbed before a report leaves the device.

Security and support records, whoever you are:

• The IP address and browser or app identifier (user agent) of every audited action, kept in the audit log next to who did what and when.
• If you use the contact form on our website: your name, company, email address, your message, and the IP address and user agent of the request. Contact messages are kept for 12 months and then purged automatically.

• Location. The mobile app can optionally suggest a saved location using the phone's GPS. That feature is off by default, and the readings it uses stay on the device. No location data is sent to our servers.
• Voice audio. The microphone is used only after you tap the mic on a field, and the audio goes to your phone's speech-recognition service, not to us. We receive the text you confirm, never the recording.
• Photos or camera data. The app does not use the camera.
• Biometrics. Fingerprint or face unlock, where enabled, is handled entirely by the phone's operating system. Biometric data is never transmitted to us and we could not read it if we wanted to.
• Contact information beyond what the admin provides. We do not read address books, call logs, or messages.

We use the data above strictly to provide the service:

• Syncing fueling entries between fueler devices and the admin dashboard.
• Producing the reports and exports admins run.
• Billing, through Stripe.
• Service emails such as receipts, payment alerts, and security notices.
• Support, when you contact us.
• Security: detecting abuse, keeping an audit trail, and investigating incidents.

We do not sell personal data, we do not use it for advertising, and we do not use it to train machine learning models.

A short list of vendors processes data on our behalf (hosting, payments, email, error monitoring). The full list, with each vendor's purpose, location, and data processing agreement, is published at fuelrelay.net/sub-processors. We notify admins by email before adding or replacing a sub-processor, as described in our Data Processing Agreement.

• Account data (admin and fueler profiles, access codes): kept while the account is active. When an admin deletes the account from the dashboard or asks us to, the organization's data is scheduled for permanent deletion 30 days later. Signing in to the dashboard before that date cancels the deletion.
• Fueling entries: kept while the subscription is active. After cancellation they remain exportable for 90 days; deletion is then scheduled, and starting a new subscription before that date clears the schedule.
• Audit log: kept for the life of the account as an append-only security record. When the account is deleted, its audit log entries are anonymized (the acting user, IP address, and user agent are cleared) and retained as security evidence.
• Crash reports: scrubbed of personal data before they leave the device, then deleted on our provider's standard schedule (currently 90 days).
• Contact-form messages: purged 12 months after they are sent.
• Billing records: kept by us and by Stripe for as long as tax and accounting law requires.

You can access, export, and delete your data:

• Access and export. Admins can export their organization's data (CSV, XLSX, PDF) from the dashboard at any time. For a copy of the personal data we hold about you specifically, email privacy@fuelrelay.net.
• Deletion. Admins can delete their account from the dashboard settings. This also cancels the subscription at the end of the current billing period. The organization's data is deleted 30 days later, as described in section 6; signing in before then cancels it. You can also request deletion by email at privacy@fuelrelay.net.
• If you are a fueler, your company is the controller of your data. Send requests to your company admin first; we assist them in fulfilling every request, and you can always reach us at privacy@fuelrelay.net.

We respond to requests within 30 days.

Fuel Relay data is stored in the United States (AWS us-west-1, Northern California). Each sub-processor's location is listed at fuelrelay.net/sub-processors. Where we process personal data from the EEA, the UK, or Switzerland, transfers are covered by Standard Contractual Clauses or an equivalent lawful transfer mechanism with each sub-processor.

Fuel Relay is a workplace tool and is not directed at children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us personal data, email privacy@fuelrelay.net and we will delete it.

Privacy questions: privacy@fuelrelay.net. Our data protection officer can be reached at dpo@fuelrelay.net.

By mail: [COMPANY_LEGAL_NAME], [BUSINESS_ADDRESS].

If we change this policy, we will update the date at the top and notify admins by email before material changes take effect.

The website and dashboard set four first-party cookies, all strictly necessary to run the service. None of them is used for advertising or analytics, we set no third-party cookies, and no cookie banner is needed.

• fr_tz stores your browser's time zone so dashboard dates and "today" follow your calendar day, not the server's. Kept for one year.
• fr_reauth_until records that you re-entered your password for a sensitive action. Expires after five minutes.
• fr_csrf protects forms and dashboard requests from cross-site request forgery. Expires after one day.
• sb-* session cookies, set by Supabase, our authentication provider, keep you signed in to the dashboard. Removed when you sign out.