1Who we are and what this notice covers
This notice explains how FuelRouteX LLC, an Illinois limited liability company (“FuelRouteX,” “we,” or “us”), collects, uses, shares, and protects personal information through the FuelRouteX website, platform, driver application, APIs, and related support (the “Services”).
FuelRouteX provides the Services to businesses that operate commercial fleets (“Customers”). Most personal information we handle relates to people who use the Services on a Customer’s behalf, such as fleet administrators, dispatchers, finance staff, and drivers. When we process information on a Customer’s behalf, the Customer decides why and how fleet information is used, and our processing is governed by our agreement with that Customer, including any Data Processing Addendum. This notice also covers website visitors and people who contact us about the Services.
The Services are offered for business use only and are not directed to children. We do not knowingly collect personal information from children under 16.
2Information we collect
Account and contact information. Names, business email addresses, phone numbers, job titles, company and subsidiary affiliation, user roles, and login details for people who are invited to or administer a Customer account, and sign-in records such as sign-in time, IP address, and browser.
Driver application information. Driver name or identifier, assigned vehicle, recommendation and alert history, and actions taken in the application. Push notification tokens and basic device information (such as device type, operating system, and app version) are used to deliver alerts and keep the application working.
Location information. Precise GPS location of vehicles or driver devices, obtained from connected telematics or ELD systems or from the driver application where location permission is granted.
Fleet and operational information. Vehicle records, fuel levels and tank configuration, routes, trip information, and integration status supplied by the Customer or retrieved from systems the Customer connects.
Fuel pricing and purchase information. Contract, discounted, and retail prices; fuel card and purchase transactions; gallons, locations, and amounts; and related reports. Purchase records may be linked to a driver or vehicle, including through a driver’s fuel card identifier.
Communications. Support requests, emails, feedback, and records of our communications with you.
Website and usage information. IP address, browser type, pages viewed, and similar technical information collected when you visit our website or use the platform. We use cookies and similar technologies only to sign you in, keep sessions secure, and remember settings. We do not use advertising cookies, cross-site tracking, or third-party analytics cookies.
We do not ask for, and the Customer Terms prohibit uploading, payment card security codes, biometric identifiers, health records, or similar highly sensitive information.
3Where information comes from
We receive information directly from users of the Services; from Customers that set up accounts and invite users; from systems a Customer authorizes us to connect, such as telematics, ELD, TMS, fuel card, and fuel supplier services; from price files and provider emails a Customer submits; and automatically from devices and browsers that use the Services.
4How we use information
We use personal information to provide the Services, including comparing fuel options, generating recommended stops, sending driver alerts, verifying completed purchases against recommendations, and producing Customer reports; to set up and manage accounts, permissions, and subsidiary access; to secure the Services, prevent misuse, and investigate incidents; to provide onboarding and support, including authorized FuelRouteX staff viewing a Customer’s account as needed under our agreement with that Customer, and to communicate about the Services, including service and security notices; to bill and administer Customer agreements; to maintain, troubleshoot, and improve the Services; and to comply with law and enforce our agreements.
Automated recommendations. The Services use automated analysis, which may include AI tools, to generate fuel recommendations and estimates. These outputs support business decisions by the Customer; they are not used by FuelRouteX to make decisions about a driver’s employment. The Customer controls how it uses recommendations and reports.
Aggregated and de-identified information. We may create aggregated or de-identified information from Service data, such as usage statistics and anonymized fuel price and market benchmarks, to operate, develop, improve, and offer our services, but only where individuals and Customers cannot reasonably be identified. We will not attempt to re-identify that information.
5What we do not do
We do not sell personal information or identifiable Customer data. We do not share personal information for cross-context behavioral advertising. We do not disclose one Customer’s contract prices to another Customer. We do not use identifiable Customer data to train general-purpose AI models without a separate affirmative agreement with that Customer.
6How we share information
With the Customer. Information about drivers and other users is available to the Customer’s authorized administrators according to the roles and subsidiary scopes the Customer sets.
With service providers. We use vendors that help us operate the Services. They may use personal information only to provide services to us and must protect it under written terms. Our current providers are Convex (database and application backend), Cloudflare (website and application hosting, file storage, and email intake), WorkOS (sign-in and user management), Contabo (servers for route planning and address search), Microsoft (business email), and HERE (map imagery and fuel price data). Maps in the Services also load map images from OpenFreeMap, which receives your IP address and the map area shown. Customers can request our current subprocessor list at legal@fuelroutex.com.
With connected services at the Customer’s direction. When a Customer connects a telematics, fuel card, or other provider, information moves between that provider and FuelRouteX as the Customer authorizes. Those providers handle information under their own terms.
For legal reasons. We may disclose information when required by law or legal process, or when reasonably necessary to protect the rights, safety, or security of users, Customers, the public, or FuelRouteX.
Business transfers. If FuelRouteX is involved in a merger, acquisition, or sale of assets, information may transfer to the successor, which must continue to protect it consistent with this notice.
7Retention
We keep personal information for as long as needed to provide the Services to the Customer and for legitimate business and legal purposes. After a Customer’s agreement ends, the Customer may request an export of available Customer data for 30 days, after which active Customer data is deleted or de-identified within 90 days unless a longer retention period is legally required or agreed. Backup copies are deleted as they expire under our backup schedule and remain protected until then. Records needed for legal, security, tax, or dispute purposes may be kept only as long as necessary.
8Security
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information, appropriate to the nature of the information and the risk. No system is perfectly secure. If we discover unauthorized access to personal information in our control, or reasonably believe it occurred, we will notify affected Customers promptly, and in any event within 72 hours, and, where required by law, affected individuals and regulators.
9Your choices and rights
Drivers and Customer users. Because the Customer controls fleet information, please contact your employer or fleet administrator first with requests about your information. If you contact us directly, we will refer the request to the relevant Customer or assist the Customer in responding, as required by law and our agreement with the Customer.
Location and notifications. You can manage location and notification permissions in your device settings. Turning these off may prevent the driver application from delivering recommendations or alerts.
Marketing. Service and security notices are part of the Services. Optional marketing emails, if any, will include an unsubscribe option, and opting out does not affect service notices.
State privacy rights. Depending on where you live, you may have rights to request access to, correction of, or deletion of your personal information, and to not be discriminated against for exercising those rights. We will verify requests before acting on them and respond as required by applicable law.
10Where information is processed
FuelRouteX is based in the United States, and information is stored and processed in the United States. Some of our providers are headquartered outside the United States or operate global networks, such as Contabo (Germany, with servers in the United States) and HERE, and may access or process limited information as described in our Data Processing Addendum.
11Changes to this notice
We may update this notice to reflect changes in the Services or the law. We will post the updated version with a new “last updated” date and, for material changes, provide additional notice through the Services or by email. Changes to Customers’ contractual data rights are governed by the Customer Terms.
12Contact us
Questions or requests about this notice: legal@fuelroutex.com.