Privacy Policy

Last updated: 25 October 2026

This policy explains how personal information is collected and used through Road Protect Fleet, a system for managing fleet fines, transfers of responsibility, appeals, payments and related records. It covers visitors and users, as well as drivers, contacts and other people whose information is provided as part of the service, even if they do not have a user account.

1. Business customer and driver information

The service is provided to business customers and their authorised users. Some information is supplied directly by the person it concerns. Other information comes from the business customer, leasing and rental companies, partners, authorities and systems connected by the customer.

Customers and users supplying information about others must have authority to do so, provide the required notices and obtain consent where the law requires it. Using the system, accepting the Terms of Use or connecting an external application does not replace any notice or consent required from a driver or another person.

2. Information processed

Depending on the services used, information may include:

• User and contact details: name, email, telephone, organisation, roles and permissions; authentication details and information about sign-ins and account security.
• Driver and contracting-party details: name, identity or passport number, driving licence number, address and contact details; identification documents and licences supplied to the service.
• Vehicle and contract information: registration number, vehicle characteristics, ownership, leasing, rental, driver allocation and periods of use; agreements, powers of attorney, signatures and attachments.
• Fines and their handling: notice number, alleged offence, date and location, amounts and payment deadlines, responsibility, transfers, appeals, correspondence, notes and evidence.
• Payment information: amounts, statuses, references, receipts, and payment-method details and tokens used to process a payment where a payment feature is used.
• Support enquiries, message contents and files sent, and the page and details relevant to a reported issue.
• Usage and operational information: IP address, browser and device details, access times, pages, actions, searches, page-URL parameters, errors and audit records.

Documents and free-text fields may contain additional information supplied by a user. Only information needed for the requested task should be provided.

3. Sources and purposes

Information comes from forms, files, documents and actions in the system; the customer and its users; partner and data-provider interfaces; authorities and systems handling fines; and public sources such as company registers and vehicle data. Some technical information is collected automatically during use.

Information is used to open accounts and authenticate users; manage vehicles, contracts and drivers; find and update fines and associate them with the relevant party; prepare and send transfers of responsibility, appeals and documents; process and track payments; produce reports; send service messages and reminders; provide support, diagnose problems and analyse usage to improve the service; secure the service, prevent misuse and record actions; and address disputes and applicable legal obligations.

There is no legal requirement to register for the system. Particular information is needed for the requested service: without sign-in details, account access cannot be provided; without appropriate vehicle, identity, contract or power-of-attorney information, matching a fine, transferring responsibility or submitting a request may not be possible. Not connecting an external service prevents use of that feature. A driver's obligations to an employer, vehicle company or authority are separate from this policy.

4. Location and telematics

When the customer activates a telematics connection, such as Ituran, the system may receive driver details, time-stamped location points, speed, trip information and trip reports. These are used to identify the driver at the time of a fine, compare the vehicle's location with the notice location, and produce evidence and documents for handling the fine. Addresses and location points may be sent to Google Maps to convert between addresses and coordinates.

The customer is responsible for lawfully arranging collection and disclosure of this information to the service, including notifying drivers and obtaining consent where required. Connecting the service does not itself authorise employee monitoring or use of location information for any purpose.

5. Document processing and AI features

In workflows using document recognition or AI, relevant documents, images or text are sent to the processing services integrated with the system. These include Google Vision, Google Gemini and the document and text processing service connected to the system. Purposes include extracting information from identification documents, contracts and fine notices; reading fleet rosters; matching or normalising names and addresses; and suggesting appeal reasons. Depending on the workflow, the input may include the document itself and the personal information it contains.

Automated results may be inaccurate. Relevant details and documents should be checked before approving an action or submitting them to an authority. Connections to external AI assistants are described in the next section.

6. Connections to applications and AI assistants

Where this feature is available and an external application is connected — for example Claude, ChatGPT or a service connected through Composio — an authorisation screen identifies the application, accounts and requested permissions. The connection provides profile information to the application and may let it receive fines, related-party information, reports and documents or perform actions, subject to the approved permissions and the user's existing permissions in the system.

Application requests, files supplied through it and tool results pass through Road Protect Fleet's interface. Depending on the action, results sent to the application may include personal information, identification numbers and document contents. A file uploaded through an assistant, including one retrieved from a download link, may be stored as a document in the system. The assistant provider, and an intermediary provider where used, receive information passing through their services; their terms and privacy policies also govern their processing. Review the provider's terms and account settings before connecting information about other people.

Permissions can be removed or an application disconnected in the profile's connections area. Disconnection revokes its future authorised access to the service. It does not delete information already provided to the provider or erase fleet records. Authorisation and revocation records are retained in the system. Signing out of the website does not disconnect an application. Requests to delete information held by an external provider must also be made to that provider; requests concerning information in the system can be made as described below.

7. Recipients

For the purposes described in this policy, information is provided to parties relevant to the operation:

• Users and authorised people in the business account, and parties connected with the vehicle, contract or fine according to permissions and the handling workflow, such as the relevant leasing or rental company and driver.
• Municipal authorities, police and bodies handling collection, transfers and appeals, and operators of their interfaces, to investigate and handle notices.
• Cloud infrastructure, storage and backup providers, including Google Cloud; document-recognition and AI providers described above; and electronic signature providers such as Formalingo and DocuSeal.
• Payment providers such as CreditGuard when a payment is made or a payment method registered; and email, SMS and WhatsApp providers, including Twilio, to send the selected service messages.
• Intercom for support: user details, current-page context, enquiry content, and fine details when an issue is reported about a fine; Mixpanel for usage analysis as described below; and Google reCAPTCHA to help prevent automated abuse.
• Applications, organisational systems and notification or webhook destinations that the customer or authorised user chooses to connect.
• An authorised body where disclosure is required by law or an order, and as necessary and lawful when addressing a security incident, dispute or legal proceeding.

Actual sharing depends on enabled features and the requested task. Every provider does not receive every category of information.

8. Cookies, local storage and usage analysis

The website and integrated services use cookies and browser local storage for sign-in, security, recognising a trusted device if that option is selected, preferences (including language, theme and accessibility display settings), support and usage analysis.

When Mixpanel is enabled, it receives usage events and page and device information. For identified users, it also receives details such as name, email, user ID, account and permissions. Analytics information is therefore not necessarily anonymous. The integration is configured to send data to Mixpanel's European endpoint and respect the browser's Do Not Track setting. This does not mean that all information across all system services is processed only in Europe.

Cookies and local storage can be managed through browser settings. Blocking or deleting them may affect sign-in, preferences and some features. Google reCAPTCHA on the sign-in page processes browser and usage information for security checks under Google's terms and privacy policy.

9. Storage and processing outside Israel

The system uses Google Cloud infrastructure and external providers. Information may be stored or processed outside Israel, including Europe and countries in which service providers or the selected external application operate. Privacy laws in these countries may differ from Israeli law. International transfers remain subject to applicable legal requirements; this policy does not waive statutory rights.

10. Retention and deletion

Retention depends on the information and the need for it: providing the service and completing fine, transfer, appeal and payment workflows; managing the customer relationship; maintaining records and audit evidence; addressing disputes; and meeting applicable legal retention duties. Fine, payment and contract records may still be needed after the customer relationship ends.

Closing an account, removing a document from a view or disconnecting an integration does not necessarily delete all associated information. Record categories do not all have the same retention period or automatic deletion process. Information may also remain in activity logs, archives and backups. Requests to delete or reduce information are considered according to the information involved, applicable rights, retention duties and the need to preserve records concerning other people or an ongoing proceeding. Where removing identifying details is appropriate instead of deleting a record, the record may be retained without those details.

11. Security

The system uses authentication, user and account access permissions, connection controls and action logging. Sign-in details should be kept secure, users and applications should receive only the access they need, and suspected unauthorised use should be reported. Security measures reduce risks but cannot guarantee that security incidents will never occur.

12. Rights and requests about information

Under section 13 of Israel's Privacy Protection Law, subject to its conditions and exceptions, a person can request access to personal information about them held in a database. Under section 14, a person who has reviewed information and found it inaccurate, incomplete, unclear or outdated may request its correction or deletion. Questions about processing, other deletion requests and requests to withdraw consent where processing relies on it may also be submitted. Requests and their effects are assessed under applicable law and the circumstances; withdrawing consent may prevent a service that depends on the information from continuing.

To protect information, reasonable details may be requested to verify identity and understand the request. Where an employer, leasing company or business customer supplied the information, coordination with that party may be needed. Requests can also be made by people without a user account. Changing a system record does not itself change a notice or debt in the competent authority's records.

13. Policy changes

The policy and its update date will be published on this page. A policy change does not replace additional notice or consent where required by law. The Terms of Use and any privacy notice provided for a particular workflow should also be read.