Privacy Policy

Scope

This privacy policy applies to any website, application, service, or tool provided by Rental Concepts Inc. dba Fleet Response (Fleet Response) where this privacy notice is referenced, regardless of how you access or use them, including through mobile devices.

Purpose for Nonpublic Information Collection

The Fleet Response Security Policy defines how Rental Concepts Inc. dba Fleet Response collects, uses, discloses and protects your Nonpublic Information. We will only collect, use and disclose the information that we need to adhere to our service agreement with our client, which may be your employer, to provide the following services:

  • Claims Administration
  • Vehicle Rental Management
  • Vehicle Maintenance Management
  • Driver Safety Programs
  • Compliance Programs
  • Bodily Injury Claims Management
  • Subrogation Administration

Withdrawal of Consent

Subject to reasonable notice, you may withdraw consent at any time, unless the Nonpublic Information is necessary for us to fulfill our legal requirements and similar obligations. If you withdraw consent, we will inform you of the implications of such withdrawal. To withdraw consent, contact us in writing and advise us of what Nonpublic Information you no longer wish us to use.

What data do we collect?

The type of information we usually collect and maintain may include your:

  • Employee ID
  • Name
  • E-mail Address
  • Phone Number(s)
  • Driver’s License Number and State
  • Date of Birth
  • Company Group
  • Language Preference
  • IP Address
  • Insurance Policy Numbers
  • Navigation Preferences of our Websites

How do we collect it?

We may collect Nonpublic Information from you by telephone, our websites and mobile apps, and from your Employer or their agents.

Where do we keep it?

We store all client data on hardware located in a separate, secure environment accessible only to authorized personnel. Our data center is located in Garfield Heights, Ohio.  Any data stored in the “cloud” is encrypted configured for minimal access.  Our cloud service providers are Amazon (AWS) and Microsoft (Azure).

Disclosure of Information

We will only use and disclose your Nonpublic Information to fulfill the purposes for which it was collected and in accordance with this privacy policy. Any exception will be with your prior consent, or as may be permitted or required by law.

To whom is information disclosed or shared?

Your information may be disclosed to, or shared with the following entities:

  • Designated client Fleet Administrators, who need access to fulfill their job functions. For more information regarding your designated Fleet Administrator, please contact your employer.
  • Our partner vendors required to adhere to our service agreement with our client.
  • Our client’s partner vendors.

All partner relationships are required to implement appropriate technical, physical, and administrative safeguards when receiving your Nonpublic Information. Rental Concepts Inc. dba Fleet Response will never share your information with any third party for marketing or advertising purposes.

Who has access to or uses it?

Rental Concepts Inc. dba Fleet Response employees who require specific access to your information to fulfill client servicing obligations or customer service requests from you or your Employer.

Lawfully Limiting Nonpublic Information

We will limit the collection of your Nonpublic Information to only those details that are necessary for the purposes identified. Your Nonpublic Information will only be used or disclosed for the purpose for which it was collected, unless you have otherwise consented, or when it is required or permitted by law.

Accuracy of Information

We will keep Nonpublic Information we collect as accurate, complete and up-to-date as necessary to fulfill the purposes for which it was collected.

Cookies and Similar Technologies

Our applications and websites use “cookies”. A cookie is a piece of data stored on a site visitor’s hard drive to help us improve your access to our site and ensure the validation of visitors to our site.  Usage of a cookie is in no way linked to any personally identifiable information on our sites or applications.  Rental Concepts Inc. dba Fleet Response uses Google Analytics to analyze visitors to our websites.  Data collected and reported by Google Analytics is used to understand how users interact with our web-based systems and how to improve the experience.  This information is not disclosed nor used for advertising purposes.

Mobile App Privacy

Permissions required for the collection of Nonpublic Information are limited to the critical information necessary to adhere to our service agreement with our client, which may be your employer.  If you authorize on your device, Rental Concepts Inc. dba Fleet Response may use Geo-location data from your mobile device to properly service claim intake.  If you authorize on your device, Rental Concepts Inc. dba Fleet Response will access your device’s mobile photos, to complete the upload of required claim imagery.  We are not responsible for any data overages incurred from the use of our mobile applications.

Physical Security

Physical Access Restrictions

Our data center employs on-premise 24×7 security. Security systems on the building exterior include cameras with digital recorders, blockades, and unmarked buildings. Portals and mantraps are in place to authenticate only verified individuals with the necessary clearance for entrance and access to assets.

Personnel Access Policies

Access is granted only to Network Operations Center and Specialized Operations team members carrying photo ID access cards. Biometric systems including palm scanners are used throughout the building.  Agents of Fleet Response maintaining data center based assets are scheduled and approved for access on a temporary basis and monitored accordingly.

Data Security

Application Architecture

Our applications and websites utilize separate and distinct Production, Staging and Development environments. Console access to the development server is limited to developers. Login credentials are required to read and/or modify source code. Physical access to servers is limited only to authorized employees and agents of Fleet Response.

Protocols and Encryption

Strong cryptography and encryption techniques are used such as 256-bit Advanced Encryption Standard for the storage of data and associated backups. Rental Concepts Inc. dba Fleet Response utilizes the Secure FTP data transfer protocol, along with optional PGP for file transfers.

Security Appliances

Security software and devices (firewalls, monitoring & logging) are used to detect and prevent unauthorized access.  Firewalls are configured in a hardened state, and change controls are in place for all network and security configuration modifications.  All security appliances and network hardware are monitored and maintained.

Processing Individual Access Requests

Upon written request, you may access and verify your Nonpublic Information and find out to whom we have disclosed it. At the time of your request, we will need specific information from you to verify your identity, before we can provide you with the Nonpublic Information we hold. In addition, you must provide sufficient information in your request to allow us to identify the information you are seeking.

Communicating Breach Notification

We will notify our client partners in any event of privacy breach in accordance with the severity agreed to in our service level agreement.

Complaint Response and Resolution

If you have questions or concerns regarding your privacy or Nonpublic Information, we will take appropriate measures to resolve the situation, if required, and inform you about the process. ​