Data Processing Addendum

This addendum forms part of the Terms of Service for Taylor's Fleet Services and describes how we handle personal data that belongs to your business rather than to you. "We" and "us" mean TayTech Innovations LLC; "you" means the customer named on the fleet.

1. Roles

For personal data concerning your renters and your contractors, you are the controller and we are the processor. We process it only on your documented instructions, which are: to provide the fleet-operations service described in the Terms.

If we ever believe an instruction from you breaks applicable data-protection law, we will tell you rather than carry it out.

2. Subject Matter and Duration

Processing lasts as long as your fleet exists in the service. The subject matter is the operation of a vehicle rental fleet; the nature and purpose of processing is storing, organizing and presenting the records that operation produces.

3. Categories of Data Subject

• Your renters: name, trip dates, vehicle, and where you supply it, phone number, email address, delivery address and message content. If you connect telematics, the vehicle's location and speed while they drive it.
• Your contractors: name, contact details, work assigned, and amounts paid.

We do not process special categories of personal data, and you should not enter any.

4. Subprocessors

As listed in the Privacy Notice. We will give you at least 30 days' notice before adding one, and you may object; if we cannot resolve your objection, you may terminate and delete your fleet without further charge.

Each subprocessor is bound by terms at least as protective as these, and we remain responsible to you for their performance, with two exceptions that the Privacy Notice also names. ntfy.sh is a public relay used under its own published terms: your fleet's phone alerts go through it only if you set an ntfy topic, and anyone who knows the topic's name can read them, so leave the topic empty if that is not acceptable. OpenStreetMap draws the map on a vehicle's page under its own published terms: your browser requests it with the vehicle's last reported location, only once you connect telematics.

5. Security

• Tenant isolation. Every read is filtered and every write is stamped by the fleet it belongs to, enforced in a single database-layer guard rather than in each query, so a missing filter fails closed instead of leaking.
• Encryption. All traffic to the service is encrypted in transit. Storage volumes are encrypted at rest by the hosting provider.
• Access control. Roles inside a fleet are yours to grant and revoke. Provider-side access is limited to the operator of the service, is used only to support you or to keep the service running, and is recorded when it happens. When the operator opens your fleet to help you, the view is read-only, ends after one hour, and its start and end appear in your fleet's audit log.
• Credentials. Passwords are stored only as Argon2 hashes, and are never recoverable by us. Tokens for a third-party account you connect, such as Drive or a telematics provider, are stored in the service database alongside your other data. They are protected by the same controls as everything else described here: encrypted at rest by the hosting provider, reachable only within your own fleet's partition, and included in your backups. They are deliberately NOT included in your export: it replaces them with [redacted], because that file is downloaded, emailed and stored by hand and a live token inside it would be a working key to the connected account. They are not separately encrypted in the database, so treat connecting an account as granting this service the access that token carries. To revoke, disconnect the account here or revoke it at the provider.
• Backups. Nightly, checksummed, stored off-site, and test-restored on a schedule so that "we have backups" is a measured claim rather than an assumption.

6. Assistance

We will assist you in responding to a data subject request, and in any data protection impact assessment or consultation with a supervisory authority that relates to our processing. Export and deletion are available to you directly in the product, which covers most requests without needing us at all.

7. Breach Notification

We will notify you without undue delay, and in any event within 72 hours, after becoming aware of a personal data breach affecting your fleet. The notice will describe what we know at the time: the nature of the breach, the categories and approximate number of records involved, the likely consequences, and what we are doing about it, updated as we learn more rather than delayed until complete.

8. Deletion and Return

On deletion of your fleet, we delete its records from the live service immediately. We keep one recovery copy of the records, and the files you uploaded, for 30 days so that an accidental deletion can be reversed on request, then delete them, and the data ages out of backups within the same 30 days, as described in the Privacy Notice. After that it cannot be recovered, so export it first. The export includes the files you uploaded. The Privacy Notice names the few things kept beyond that window. One concerns your contractors: an address whose mail from this service bounced, or whose owner reported it as spam, stays on the list of addresses the service does not send to.

9. Audit

You may ask us once in any twelve-month period for the information reasonably necessary to demonstrate compliance with this addendum, and we will answer a security questionnaire in the same period. We do not offer on-site audits or penetration testing of shared infrastructure; where you need assurance beyond what we can provide directly, our hosting provider publishes its own compliance documentation.

10. International Transfers

Data is stored and processed in the United States. If you are subject to a law that restricts transfers out of your jurisdiction, tell us before you sign up: we do not currently offer regional data residency, and it is better that you know that now than later.

Contact

Questions about this document go to the support address shown on the sign-in page and in the in-app guide.