Privacy Policy

1. Introduction

Routiq LLC ("Routiq," "we," "us," or "our") provides AI-powered fleet maintenance intelligence software. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website at rooutiq.com and our software platform (collectively, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, job title, company name, phone number, and billing information when you register for an account.
• Fleet Data: Vehicle identification numbers (VINs), license plates, make/model/year, odometer readings, maintenance records, and fuel logs that you input into the platform.
• Telematics Credentials: API tokens and login credentials for third-party telematics providers (Geotab, Samsara, etc.), which are encrypted at rest using AES-256.
• Communications: Messages you send to us via email or support channels.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, session duration, click patterns, and feature adoption metrics.
• Device & Log Data: IP address, browser type, operating system, referring URLs, and timestamps.
• Telematics Data: GPS coordinates, engine sensor readings (oil temperature, pressure, coolant), fault codes (DTCs), engine hours, fuel levels, and vehicle speed data retrieved from connected telematics providers.
• Cookies & Tracking: We use cookies and similar technologies for session management, analytics, and security. See Section 8 for details.

3. How We Use Your Information

• To provide, operate, and maintain the Service including AI-powered maintenance predictions.
• To sync vehicle and sensor data from connected telematics platforms.
• To train and improve our predictive maintenance machine learning models (using anonymized, aggregated data only).
• To send service-related communications including maintenance alerts, billing notices, and product updates.
• To provide customer support and respond to inquiries.
• To detect and prevent fraud, abuse, and security incidents.
• To comply with applicable laws and regulations.
• To process payments through our payment processor (Stripe).

We do not sell your personal data or fleet data to third parties. We do not use your fleet data for advertising purposes.

4. Telematics Data & Third-Party Integrations

When you connect Geotab, Samsara, or other telematics providers, you grant Rooutiq read-only access to your vehicle data from those platforms. Specifically:

• Geotab: We access vehicle diagnostic data, GPS positions, engine hours, fault codes, and sensor readings via the MyGeotab API using credentials you provide. We comply with Geotab's data usage policies and terms of service.
• Samsara: We access vehicle statistics, location data, diagnostic trouble codes, and safety events via the Samsara API using your API token. We comply with Samsara's API terms of service and data policies.
• Your telematics credentials are stored encrypted and are used solely to retrieve your fleet data. We request only read-only permissions where supported by the platform.

5. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Third-party vendors who assist in operating the Service (cloud hosting, database services, payment processing via Stripe, email delivery). These vendors are contractually obligated to protect your data.
• Legal Requirements: When required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Rooutiq, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, or sale of all or substantially all of our assets, with notice to you.
• Aggregated/Anonymized Data: We may share aggregated, de-identified data (e.g., industry benchmark statistics) that cannot reasonably be used to identify any individual.

6. Data Security

We implement industry-standard security measures to protect your information:

• AES-256 encryption for sensitive data at rest (including telematics credentials)
• TLS 1.2/1.3 encryption for all data in transit
• Role-based access controls (RBAC) limiting data access to authorized personnel
• Encrypted backups with 30-day retention
• Regular security monitoring and vulnerability assessments
• Multi-factor authentication (MFA) support for user accounts

No method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: Retained for the duration of your account and 90 days after deletion.
• Fleet and vehicle data: Retained for the duration of your subscription.
• Raw telematics/sensor data: Retained for up to 12 months in time-series databases.
• Audit logs: Retained for 12 months.

You may request deletion of your data at any time by contacting us at privacy@rooutiq.com.

8. Cookies

We use the following types of cookies:

• Essential Cookies: Required for authentication and session management.
• Analytics Cookies: Help us understand how users interact with the Service (e.g., page views, feature usage). We use anonymized analytics.
• Preference Cookies: Remember your settings and preferences.

You can control cookie settings through your browser. Disabling essential cookies may affect Service functionality.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data ("right to be forgotten").
• Portability: Receive your data in a structured, machine-readable format.
• Restriction: Request restriction of processing your data.
• Objection: Object to processing based on legitimate interests.
• Opt-out: Unsubscribe from marketing communications at any time.

To exercise any of these rights, contact us at privacy@rooutiq.com. We will respond within 30 days.

10. GDPR Compliance (EEA Users)

If you are located in the European Economic Area (EEA), we process your personal data under the following legal bases:

• Contract Performance: Processing necessary to provide the Service you signed up for.
• Legitimate Interests: Improving our products, preventing fraud, and ensuring security.
• Legal Obligation: Compliance with applicable laws.
• Consent: Where you have explicitly consented (e.g., marketing emails).

Our servers are primarily located in the United States. Data transfers to the US are protected by Standard Contractual Clauses (SCCs) where applicable.

11. CCPA Compliance (California Residents)

California residents have the right to: know what personal information we collect and how it's used, delete personal information, opt-out of the sale of personal information (we do not sell personal information), and not be discriminated against for exercising these rights. To make a request, contact privacy@rooutiq.com.

12. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service. Your continued use of the Service after such changes constitutes your acceptance of the updated policy.

14. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal data: