Flota OS
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Last updated: May 13, 2026

Privacy Policy

This policy describes the information processed by Flota OS and how Better Network uses it to provide the platform.

Overview

This Privacy Policy explains how Better Network processes information for Flota OS, a business platform used by rental-car operators to manage fleet operations, reservations, handoffs, inspections, damage evidence, and related workflows.

Roles

Flota OS is used by organizations that operate rental fleets. Those organizations are responsible for the personal data they choose to collect and manage in the platform, including notices to their customers, drivers, employees, contractors, and partners. Better Network processes platform data to provide and support the service.

Information We Process

  • Account and access information, such as names, email addresses, workspace roles, organization membership, authentication events, and support contacts.
  • Fleet and branch information, such as vehicle records, locations, availability, reservations, handoffs, maintenance follow-up, expenses, fines, pricing notes, and operational status.
  • Customer and rental workflow information, such as reservation details, agreement context, handoff records, customer communications, and payment or billing references entered by authorized users.
  • Inspection and damage evidence, such as photos, notes, checklists, documents, timestamps, review status, and AI-assisted damage observations.
  • Technical information, such as device, browser, IP address, logs, diagnostics, security events, and usage activity needed to operate and protect the platform.

How Information Is Used

  • To provide the Flota OS workspace, including fleet management, reservations, inspections, damage review, reporting, and audit workflows.
  • To authenticate users, enforce roles and permissions, secure accounts, monitor abuse, troubleshoot issues, and provide customer support.
  • To process inspection evidence and related operational context with AI-assisted tools when those features are used or configured.
  • To maintain, improve, and develop the platform, including reliability, performance, product quality, and operational analytics.
  • To comply with legal obligations, enforce agreements, respond to requests, and protect the rights, safety, and security of users, customers, and Better Network.

Camera and Inspection Photos

The Flota OS mobile app may request access to the device camera so authorized users can capture vehicle inspection photos, damage evidence, documents, odometer readings, fuel status, and related fleet records. Captured images may be uploaded to the platform, stored with the relevant vehicle, reservation, inspection, or organization record, and made available to authorized users in the customer workspace according to their roles and permissions. Camera and inspection photo data is used to operate fleet, audit, damage review, and customer support workflows. Better Network does not use camera data for advertising.

AI-Assisted Processing

When AI-assisted review is used, inspection media, notes, documents, and related vehicle or reservation context may be processed to identify, summarize, or structure potential damage evidence. Users should review AI-assisted outputs before using them for operational, billing, customer, insurance, or legal decisions.

Sharing and Service Providers

  • Information may be visible to authorized users in the same customer workspace according to their roles and permissions.
  • Better Network may share information with service providers that help operate the platform, such as hosting, database, storage, authentication, AI processing, monitoring, support, communication, analytics, and billing providers.
  • Information may be disclosed when required by law, to enforce agreements, to protect security, or as part of a business transaction involving the platform.
  • Better Network does not sell personal information from Flota OS.

Retention

Platform records are retained for as long as needed to provide the service, support audit and operational workflows, comply with legal or contractual obligations, resolve disputes, and enforce agreements. Customer organizations may request deletion or export subject to their agreement, product capabilities, and applicable law.

Security

Flota OS is designed around authenticated access, role-based permissions, operational audit records, and technical safeguards appropriate for a business platform. No system can be guaranteed completely secure, so users should protect credentials and promptly report suspected unauthorized access.

Your Choices and Rights

Depending on your location and relationship to a customer organization, you may have rights to access, correct, delete, restrict, or object to certain processing. End customers, drivers, and employees should usually contact the rental organization that collected their information first. You may also contact Better Network at the address below.

International Processing

Better Network and its service providers may process information in countries where they operate. Where required, cross-border processing is handled through appropriate contractual and legal safeguards.

Contact

For privacy questions or requests, contact [email protected].