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Privacy policy

Last updated: October 2026

1. About us

The controller of the personal data processed through this site and the FleetBox services is Vipas Services S.R.L., VAT ID RO28165165, Trade Register no. J38/146/2011, 17 Cerna St., Building B, 240565 Râmnicu Vâlcea, Romania. Data protection is part of how we build and run our platform, which we develop and host on our own infrastructure.

2. What data we process and why

When you contact us (form, phone, email): name, company, phone, email, number of vehicles, the service you are interested in and your message. We use them to reply and prepare a quote.

When you become a customer: company and contact person details, billing data and user accounts for the platform. We use them to sign and perform the contract, invoice and provide technical support.

Customers' fleet data: GPS position, speed, fuel level, CAN data, tachograph data and, where used, data sent to RO e-Transport (ANAF) or TollRo (CNAIR). We process this data on the customer's behalf, as a processor (Art. 28 GDPR), only under their contract and instructions. The customer is the controller of this data and is responsible for informing its own drivers.

When you visit the site: IP address, browser and operating system, pages visited and time of access, kept in server logs for security. See the Cookie policy for details on cookies.

3. Legal basis
  • Entering into and performing a contract, including steps before it such as a quote (Art. 6(1)(b) GDPR).
  • Legal obligations, for example accounting and tax rules (Art. 6(1)(c) GDPR).
  • Our legitimate interest in protecting our site and systems (Art. 6(1)(f) GDPR).
  • Your consent, for cookies that are not strictly necessary (Art. 6(1)(a) GDPR). You can withdraw it at any time.
4. How long we keep data
  • Quote requests that do not lead to a contract: at most 2 years.
  • Contract and billing data: for the length of the contract and then as long as accounting and tax law requires.
  • Fleet data: as set out in the customer contract. Tachograph data is archived for 2 years.
  • Server logs: 90 days.
5. Who we share data with

We never sell or rent personal data. It may be received, only as far as needed and under confidentiality obligations, by:

  • IT, hosting and data communication providers;
  • accountants, auditors, legal advisers and insurers;
  • ANAF (RO e-Transport) and CNAIR (TollRo), only for customers who use those services and only the data the law requires;
  • other public authorities, where the law requires.
6. Transfers outside the EU

Data is stored in the European Union. If a transfer outside the European Economic Area is ever needed, we will only make it under a European Commission adequacy decision or standard contractual clauses.

7. Data security

We use encrypted connections between GPS units and servers, role-based access to data, backups at a separate site and staff bound by confidentiality. We review these measures regularly.

8. Your rights
  • the right to be informed and the right of access;
  • the right to rectification and the right to erasure;
  • the right to restrict processing and the right to data portability;
  • the right to object and the right not to be subject to a decision based solely on automated processing (we do no profiling with legal effects on you);
  • the right to withdraw consent and the right to complain to the Romanian authority ANSPDCP (www.dataprotection.ro).

For any request, write to office@fleetbox.ro. We reply within one month. Some rights may be limited where the law requires us to keep data.

9. Children

The site and services are aimed at businesses. We do not knowingly collect data about anyone under 16.

10. Changes and contact

We may update this policy. The date of the last update is shown at the top. Questions: office@fleetbox.ro, +40 371 11 01 01, 17 Cerna St., Building B, Râmnicu Vâlcea.