FleetPoynt Privacy Notice

Last updated: 19 Jul 2026 Provider: ePoynt Technologies Ltd (RC 9009902), Abuja, Nigeria Scope: FleetPoynt — the vehicle register, its log books and the transport-office cockpit.

Read this together with the ePoynt Privacy Policy, which covers account data, security, subprocessors, hosting and your rights generally. This notice adds what is specific to FleetPoynt, because a fleet register holds personal data about people who never log in — drivers above all.

1. Our role

Your organisation is the data controller for its register. ePoynt is your processor: we hold and process these records to run the service you contracted for, and for nothing else.

That matters most for drivers. A driver does not have a FleetPoynt account and did not agree anything with us. Their record exists because their employer put it there, and their employer decides what it says and how long it stays.

2. Whose personal data is in FleetPoynt

Your staff who use the product. Name, email, role, and authentication data. Every record they create carries their user identifier so the register can show who entered what.

Drivers, who are not users. Full name, staff or file number, driving licence number and its expiry date, phone number, the division they serve, and whether they are pooled or attached to a particular office-holder. A driver is recorded so the office can answer who was driving, and so a lapsed licence is caught before it voids a claim.

Custodians and office-holders. The email address of the person given access to their own vehicle, optionally their mobile number, and — as free text on the vehicle — the name of the office-holder a vehicle is allocated to. A mobile number is only ever used to send reminders about that person's own vehicle, and only where their organisation has recorded that they agreed to it; we record when that agreement was given and who in the organisation recorded it. Withdrawing it is immediate and does not affect their access.

People named in free text. Fields such as the officer who authorised a movement, or a workshop contact on a job card, may contain a person's name because that is what the paper record says.

Uploaded documents. Insurance certificates, statutory papers, job cards, fuel receipts and disposal evidence. These are images and PDFs of real documents and may contain names, signatures, addresses and licence details.

3. The movement log, specifically

FleetPoynt's drivers log records, for each trip: the date, the vehicle, the driver, the destination, the purpose, the odometer readings, and who authorised it. Taken together that is a record of where an identified person went, and when — so it deserves stating plainly rather than leaving in a schema.

Two things about it are worth being precise on:

• FleetPoynt does not track anyone. There is no GPS, no telematics device, no live location and no background collection. Every row is typed in by a transport-office operator from what was reported or written in the bound book. The log is a record of an assignment, not surveillance of a person.
• It exists for accountability over a public asset, not for monitoring staff. It answers "where was this vehicle on Tuesday, and on whose authority" — the question an auditor asks. Employers using it for anything else should satisfy themselves they have a lawful basis, and we would encourage telling drivers the log exists.

Movements are entered by an operator and signed off by an officer — a deliberate separation, so no single person can both create and approve the record.

4. Why we hold it

To provide the service: keeping the register, deriving expiry and service-due warnings, sending alerts and the weekly digest, producing log books and the monthly management report, and exporting your data when you ask for it.

We do not use FleetPoynt records for advertising, we do not sell them, and we do not use one organisation's fleet data to serve another.

5. Who can see what

• Everything is scoped to your organisation. There is no cross-organisation view.
• Within your organisation, access is role-based: who may record work, who may approve a disposal, who may only look.
• A custodian sees only their own vehicle — its identity, service due, tyre size, maintenance history and movements. A custodian cannot see money, compliance data, any other vehicle, or any fleet-wide figure. That boundary is enforced in code and checked automatically on every change we ship.
• Our own staff access is least-privilege and used only for support and incident response.

6. Documents

Uploaded documents are held in private storage with no public address. They are read through short-lived signed links, issued one request at a time to someone who already has access. Uploads are limited to JPEG, PNG, WebP or PDF, up to 10 MB. The only object we serve publicly is your organisation's logo, which is kept in a separate bucket that holds nothing else.

7. Retention, and what deletion can mean

FleetPoynt registers are append-only. A mistaken entry — a policy, a statutory paper, a job card, a trip, a fuel record — is cancelled rather than deleted: it leaves the working register and stops affecting any figure, but it stays in history so the audit trail is not broken. Vehicles are never hard-deleted either; a disposal is a recorded status change carrying its own approval trail. Changes to a vehicle are appended to an audit log that is never rewritten.

This is deliberate — a register that can be silently edited is not evidence — but it has a consequence we would rather state than have you discover:

• A deletion request may be satisfied by cancellation and restriction rather than erasure, where the record is part of an audit trail your organisation is required to keep.
• Where erasure is lawful and possible, we will do it. Where it is not, we will say which duty prevents it and what we can do instead.
• Because your organisation is the controller, send requests about a driver's or custodian's data to them. We will support them in answering it.

Deactivating a driver does not delete them: their record is marked inactive and kept, because trip history points at it. Removing them entirely would orphan every movement they ever drove.

8. Getting your data out

Every register exports to CSV from within the product — vehicles, maintenance, insurance, statutory papers, drivers, movements, fuel and disposals — on every plan, with no export fee and no ticket to raise. Log books and the monthly management report print as PDF. Your register is an institutional record that must outlive any one supplier, including us.

9. Where it is held

FleetPoynt runs on managed cloud infrastructure in the European Union: application servers and the register database in the Netherlands, documents under an EU jurisdiction restriction. We do not currently offer hosting inside Nigeria. Cross-border processing is governed by our data-processing terms; exact regions and our subprocessor list are available on request.

10. Contact

Privacy questions about FleetPoynt, or to exercise a right: info@epoynt.com

If you are a driver, custodian or member of staff whose data is in a FleetPoynt register, please contact your own organisation first — they control the record. We will help them respond.

ePoynt Technologies Ltd (RC 9009902), Abuja, Nigeria.