Capital Fleet Tracker is operated by Capital Fleet Tracker LLC, a Texas limited liability company (“we”, “us”). This Privacy Policy explains what we collect, how we use it, and the choices you have.
It covers all three places you can use Capital Fleet Tracker: this website (including the signed-in web dashboard), the iOS app, and the Android app. It also covers our white-label editions — Auto Amigos, Nationwide and Statewide — which run the same software under a different name.
We try to collect as little as we can get away with and still run the product. We do not run analytics or behavioural tracking SDKs in our apps, we do not build advertising profiles ourselves, and we do not buy personal data from anyone. Most of what we hold is simply what you typed in: your vehicles, your parts, your receipts and your service records.
Today the mobile apps contain no advertising — ads appear only on the public marketing pages of this website. We intend to introduce advertising to the free tier of the apps in future, and we would rather tell you now than spring it on you later. What that will involve, and how to limit it, is set out in Advertising. Paid subscribers will not see advertising at any point.
What you give us. Your name, email address, business name and billing details; the vehicle and fleet data you enter, such as make, model, year, mileage, parts, expected part life, service history, expenses, fuel logs, inspections and compliance documents; photographs you upload; and anything you write to us in a support ticket.
What your account creates as you use it. A record of odometer readings you enter (kept as a permanent log so a vehicle's mileage history cannot be quietly rewritten), alerts we generated for you, and reports you asked us to build.
How you sign in. Email and password, or Google Sign-In, or Sign in with Apple. When you use Google or Apple we receive your email address and name from them — we never receive your password. If you use Sign in with Apple's private-relay option, we only ever see the relay address, which is fine; everything works normally.
On mobile, with your permission. Each of these is optional, you are asked before it is first used, and you can change your mind at any time in your device settings. The rest of the app keeps working if you decline.
Automatically. Standard server logs (including IP address) when you use the site or app. On the website's public marketing pages, advertising cookies as described under Advertising — the apps currently collect no advertising identifier at all. And a small amount of abuse-prevention data described under Keeping the service usable.
Photographs taken or selected through these permissions may be sent to our AI provider for reading and cataloguing — see AI Features for exactly what that involves.
To predict when parts need attention and alert you; to run the features you asked for; to process payments and manage your subscription; to answer your support tickets; to keep the service secure and available; to show advertising on the free tier of our mobile apps and on the public marketing site; and to comply with legal and tax obligations.
We do not sell your personal information for money, and we never share your vehicle, fleet, maintenance or financial data with advertisers. We share data with the service providers who help us run the platform, with mechanic or insurance partners only when you explicitly opt in, and where the law requires it.
A note for California residents: the advertising on our marketing pages, and the in-app advertising we plan to introduce, involve sharing an identifier with Google — which California law treats as “sharing” personal information for cross-context behavioural advertising, even though no money changes hands. You can opt out at any time — see Advertising for how, on each platform. It is never connected to your fleet data.
Our providers are:
Some parts of Capital Fleet Tracker are powered by artificial intelligence rather than a person. Where that is the case, we label it in the product. Today this covers the tailored fuel-economy tips, the vehicle and VIN decode, the part lookup and parts refinement, receipt reading, the inventory and equipment photo scan, and the fleet spreadsheet import pre-check. Older versions of the mobile app also include an in-app Help assistant; current versions replace it with support tickets answered by a person.
When you use one of these features, the relevant content is sent to our AI provider, Anthropic, to generate a response. Depending on the feature that content is your message, the vehicle details involved, the spreadsheet rows you upload, or a photograph you take or select — including receipts, vehicle documents, and pictures of shelves, parts, or equipment. Images are sent in full, so anything legible in the frame goes with them, such as serial numbers, labels, addresses, prices, or handwriting. Anthropic processes this data on our behalf as a service provider and does not use it to train its models. Please do not enter or photograph payment card numbers, passwords, or other sensitive details for these features.
AI output can be wrong. Suggestions about parts, repairs, costs, and fuel economy are a planning aid, not professional mechanical advice — confirm anything important with a qualified mechanic before acting on it or spending money. Every AI response includes a way to report it to us.
Our support team may review messages sent to the Help assistant so we can follow up on problems and improve the service. Fleet spreadsheet imports are always reviewed by a person before anything is added to your account. You can email support@capitalfleettracker.com to ask us to delete your AI conversation history.
You can enter everything by hand and never connect anything — that is how most customers use Capital Fleet Tracker. Two optional connections exist if you want them:
Live GPS tracking is offered as a paid add-on. It is not yet enabled for customers; when it is, it will record position updates and trip history for the vehicles you put on it, and we will update this policy and tell you before it is switched on. If you intend to track vehicles driven by employees, note that several states require you to notify the driver — that obligation is yours as the fleet owner, and we will surface it in the product when the feature ships.
When you open a support ticket we store your name, email address, the product you were using, your subject line and the full message thread, and we email it to our support staff so a person can reply. Ticket history stays on your account until you ask us to remove it.
The help widget on this website answers common questions from a fixed list of answers — it is not AI and it does not read your account. If it fails to find an answer, we log the question you typed (up to 300 characters), which page you were on, and whether you were signed in, so we can write a better answer. We do not attach your name or account to it, and these logs are deleted after 180 days. Please do not type passwords or card numbers into it.
To stop bots and spam we keep a short-lived counter of how many times a given IP address or email address has submitted our contact form or triggered certain endpoints. The address itself is stored as a one-way cryptographic hash rather than in readable form, it is used only to enforce a limit, and it expires automatically. The “are you human?” check on the contact form is provided by Cloudflare, as described above.
We retain account and vehicle data for as long as your account is active. After cancellation we retain limited records for legal, tax and accounting purposes, then delete or anonymize the rest within twelve months. Some things have their own shorter lives: unanswered help-widget questions are deleted after 180 days, and abuse-prevention counters expire within hours.
Mileage log entries are deliberately permanent for as long as the vehicle exists on your account — a maintenance record that can be edited after the fact is not worth much. Deleting the vehicle, or your account, removes them.
You may request access to, correction of, or deletion of your personal information at any time by emailing support@capitalfleettracker.com, or delete your account yourself from Delete account in the app and on this site. Deleting your account cancels your subscription first, then removes your data.
Depending on where you live you may also have the right to know what we hold, to receive a copy, to opt out of sharing for advertising, and not to be treated differently for exercising those rights. We will not degrade your service or charge you more for making a request. To opt out of advertising sharing specifically, see Advertising — no email needed, it is a setting on your own device.
Traffic is encrypted in transit, data is stored on Google Cloud infrastructure, and access to customer data is restricted to the people who need it to support you. Access to your fleet is enforced server-side, so another customer cannot read your records even if they go looking. No system is perfectly secure, but we take reasonable steps and we fix what we find.
One thing worth knowing about uploaded files. Photographs and documents you upload — receipts, titles, insurance, inspection photos — are stored with a long, unguessable web address. Nobody can browse to them or find them by searching, and no other customer can reach them through the app. But that address works on its own, without signing in, so anyone you forward the link to can open the file. Treat a file link like the file itself.
If you pay for Capital Fleet Tracker, you will never see advertising — on the website, in the mobile apps, or anywhere else. That has not changed and is not going to.
The ad-supported free plan is how we keep a genuinely free option available without asking for a credit card. It is optional and you have to choose it: from October 1, 2026, an account that is not subscribed can either subscribe, or accept this policy and continue free with advertising. Doing nothing leaves your account read-only — nothing is deleted, everything you have recorded stays readable, and you can still download your saved reports.
What the free plan includes: tracking for all fluids, up to 50 maintenance parts of your choosing, one vehicle or asset, and advertising. No credit card.
We would rather tell you where this actually stands than describe a finished system that is not running yet:
These are advertising partners, and sharing information with them is a category of sharing that did not previously apply to your account. If we add a different ad provider, we will name it here before it serves its first ad.
Ad providers may receive your device’s advertising identifier, your approximate location derived from your IP address, and standard device or browser information (model, operating system, language, screen size). They may set cookies or similar identifiers on your device and use them to choose which ads to show and to measure whether an ad was seen.
Your fleet data is never used for advertising and is never shared with an ad provider. Not your vehicles, VINs, mileage, parts, service records, receipts, expenses, documents, photos, inspection results, or driver information. Ad providers receive none of it, and we do not build advertising profiles or audience segments from it. This is a hard line, not a current practice we might revisit: if it ever needed to change, that would be a material change requiring a new version of this policy and your renewed acceptance before it took effect.
We do not sell your personal information, and we do not share it for cross-context behavioural advertising beyond what is described here.
On the free plan, advertising may appear on public pages of this website, on signed-in pages, and inside the mobile apps. This is a change: an earlier version of this policy said ads would never appear on signed-in pages. That was written before an ad-supported free plan existed, and keeping the promise while also offering the plan is not possible — so we are telling you plainly rather than leaving the old sentence standing. Paid subscribers still see no ads anywhere.
Choosing the free plan is an affirmative action — an unticked box you tick yourself, and a button you press. When you do, we store, on our servers:
This record exists so that both of us can tell later what you agreed to and when. It is kept for as long as your account exists and for a reasonable period afterwards, because it is the evidence that the plan was entered into properly. It is not used for advertising or marketing. Turning the free plan off later does not delete it — that you agreed on a given date remains a fact about the past.
Each version of this policy has a version date. If we make a material change — new information collected, a new kind of recipient, a new purpose, or a change to your rights — free-plan accounts are asked to read and accept the new version before continuing, and are told that the policy has been updated rather than being shown the request as though it were the first time. Until you accept, your account is read-only; your data remains intact and downloadable throughout.
Opting out of personalization does not remove ads; it makes them less relevant. Only a paid subscription removes them.
Our service is for drivers, so the minimum age is 17. It is not directed to anyone under 17 and we do not knowingly collect data from anyone under 17. If you believe a child under 17 has given us information, email support@capitalfleettracker.com and we will delete it.
We may update this policy from time to time. Material changes will be communicated by email or through the platform.