AEXON Privacy Policy

3.1 Account and profile information

We may collect:

• Full name;
• Email address;
• Telephone number;
• Username;
• Account identifier;
• Password or authentication credentials;
• Business or organization name;
• Job title or organizational role;
• Profile photograph, if provided;
• Preferred language;
• Assigned permissions;
• Account status;
• Login history;
• Password-reset information;
• Authentication and security information; and
• Records of account creation, modification, suspension or deletion.

Passwords are intended to be processed through protected authentication systems and should not be stored as readable plain text.

3.2 Customer and organization information

We may collect information about customers and customer organizations, including:

• Legal business name;
• Operating or trade name;
• Business address;
• Billing address;
• Contact-person information;
• Fleet size;
• Subscription or service plan;
• Device quantities;
• Contract information;
• Account-administrator information;
• Installation or activation details;
• Customer-support history;
• Invoice information;
• Payment status;
• Tax-related information where required; and
• Other information needed to establish and administer the commercial relationship.

3.3 Vehicle and asset information

AEXON may collect or process information about tracked vehicles, trailers, equipment and other assets, including:

• Vehicle or asset name;
• Internal fleet number;
• Make, model and year;
• Licence-plate number;
• Vehicle identification number, where provided;
• Odometer or mileage information;
• Fuel level or fuel-consumption data;
• Battery or device-voltage information;
• Ignition status;
• Engine information, where supported;
• Vehicle status;
• Maintenance information;
• Device serial number;
• GPS tracker identifier;
• SIM card or connectivity information;
• Assigned driver or department;
• Vehicle photographs;
• Vehicle documents;
• Notes added by authorized users; and
• Other operational information associated with the vehicle or asset.

3.4 GPS location and trip information

AEXON's Services are designed to process vehicle and asset location information. This information may include:

• Current GPS coordinates;
• Last-known GPS coordinates;
• Date and time of location reports;
• Vehicle or asset routes;
• Historical location information;
• Trip start and end locations;
• Trip start and end times;
• Trip duration;
• Distance travelled;
• Stops;
• Idle periods;
• Direction of travel;
• Vehicle speed;
• Ignition-on and ignition-off locations;
• Entry into or exit from geofenced areas;
• Location-based events and alerts;
• Tracker connectivity status;
• Route playback information; and
• Other telematics information transmitted by the tracking device.

Vehicle location information is generally transmitted by GPS tracking hardware installed in or associated with the vehicle or asset.

The location of a vehicle should not automatically be interpreted as the precise location of a particular individual. However, vehicle location information may become personal information when it can reasonably be associated with an identifiable driver, employee, contractor, customer or other person.

3.5 Mobile-device location

The AEXON mobile application may display vehicle location information received from installed GPS tracking hardware.

This does not necessarily mean that AEXON collects the location of the phone or mobile device on which the application is installed.

Where an optional feature requires access to the mobile device's location, AEXON will request the applicable operating-system permission. The user may manage that permission through the device settings, although disabling it may prevent the associated feature from functioning.

3.6 Driver and fleet-personnel information

Customers may enter or associate information relating to drivers, employees, contractors or fleet personnel, including:

• Driver name;
• Employee or driver identifier;
• Contact information;
• Assigned vehicle;
• Assigned department;
• Shift or work-related information;
• Driving routes;
• Trip history;
• Speed events;
• Harsh-braking events;
• Rapid-acceleration events;
• Cornering events;
• Idle time;
• Stops and destinations;
• Driver scores;
• Safety-related events;
• Notes entered by an administrator;
• Messages between authorized users; and
• Other fleet-management information.

AEXON provides tools that allow authorized customers to review and analyse this information. The customer is responsible for ensuring that it has the lawful authority to collect, submit and use information relating to its drivers, employees and contractors.

3.7 Alerts and event information

AEXON may collect, generate, display or transmit information relating to:

• Speed alerts;
• Geofence entry and exit alerts;
• Ignition alerts;
• Movement alerts;
• Towing alerts;
• Device-disconnection alerts;
• Offline-device alerts;
• Maintenance reminders;
• Battery or power alerts;
• Fuel-related alerts;
• Potential theft or unauthorized-use alerts;
• Route-deviation alerts;
• Alert acknowledgement;
• Notification delivery status; and
• Alert settings selected by authorized users.

3.8 Communications and support information

When an individual communicates with AEXON, we may collect:

• Name;
• Email address;
• Telephone number;
• Organization name;
• Message contents;
• Support-ticket information;
• Screenshots or files submitted for support;
• Technical problem descriptions;
• Call notes;
• Complaint information;
• Feedback;
• Survey responses; and
• Records of communications with AEXON.

3.9 Payment and transaction information

When customers pay for the Services, AEXON or its payment provider may process:

• Billing name;
• Billing address;
• Invoice details;
• Subscription plan;
• Payment amount;
• Transaction date;
• Payment status;
• Refund or dispute information;
• Payment method type; and
• Limited payment-card information made available by the payment provider, such as the card brand and last four digits.

Complete payment-card numbers may be collected directly by a third-party payment processor rather than by AEXON.

AEXON does not intend to store complete payment-card information unless explicitly required and protected through an appropriate payment-processing system.

3.10 Website and application usage information

When individuals access the website or application, AEXON and its service providers may automatically process technical information such as:

• Internet Protocol address;
• Browser type;
• Browser version;
• Device type;
• Operating system;
• Application version;
• Language and regional settings;
• Date and time of access;
• Pages or screens viewed;
• Features used;
• Session duration;
• Referring website;
• Login attempts;
• Approximate geographic region derived from an IP address;
• Crash reports;
• Error messages;
• Performance information;
• Security events;
• Diagnostic logs; and
• Other technical information needed to operate or secure the Services.

3.11 Cookies and similar technologies

AEXON may use cookies, local storage, session identifiers and similar technologies to:

• Authenticate users;
• Maintain secure login sessions;
• Remember account settings;
• Protect against unauthorized access;
• Operate website and application functions;
• Diagnose errors;
• Understand general service usage;
• Measure performance; and
• Improve the Services.

Some cookies and related technologies are necessary for the Services to function.

Users may be able to block or remove cookies through their browser settings. Blocking essential cookies may interfere with account access or platform functionality.

3.12 Information received from other sources

AEXON may receive information from:

• Customer organizations;
• Account administrators;
• Authorized users;
• GPS tracking devices;
• Cellular-network providers;
• Device-connectivity providers;
• Installation partners;
• Resellers;
• Payment processors;
• Mapping and geocoding providers;
• Authentication providers;
• Email and SMS providers;
• Push-notification providers;
• Customer-support providers;
• Analytics and diagnostic providers;
• Integration partners; and
• Other services connected at the customer's request.

4.1 Providing and operating the Services

We may use information to:

• Create and administer accounts;
• Authenticate users;
• Manage account permissions;
• Activate GPS tracking devices;
• Display vehicle and asset locations;
• Process GPS and telematics information;
• Display route and trip histories;
• Create and manage geofences;
• Generate alerts;
• Provide driver and fleet analytics;
• Generate reports;
• Display vehicle and device status;
• Provide account dashboards;
• Deliver messages and notifications;
• Manage subscriptions;
• Process payments;
• Provide customer support; and
• Maintain the functionality of the Services.

4.2 Administering customer relationships

We may use information to:

• Communicate with customers;
• Respond to inquiries;
• Conduct customer onboarding;
• Configure customer accounts;
• Assist with device installation or activation;
• Provide training;
• Manage contracts;
• Prepare invoices;
• Process payments;
• Address overdue accounts;
• Handle complaints;
• Provide service notices; and
• Notify customers about material changes.

4.3 Protecting vehicles, accounts and the Services

We may use information to:

• Detect unauthorized access;
• Verify account activity;
• Prevent fraud;
• Investigate suspicious activity;
• Detect device tampering;
• Detect tracker disconnection;
• Protect tracked vehicles and assets;
• Diagnose outages;
• Maintain security records;
• Investigate misuse;
• Enforce customer agreements;
• Protect AEXON's legal rights; and
• Protect users, customers, vehicles, assets and other persons.

4.4 Improving and developing the Services

We may use service information, feedback and technical data to:

• Correct errors;
• Improve reliability;
• Improve the user interface;
• Understand how features are used;
• Develop new features;
• Improve customer support;
• Improve system performance;
• Test platform changes;
• Detect technical problems; and
• Create aggregated operational statistics.

Where information is aggregated or de-identified so that it can no longer reasonably be connected to an identifiable individual, AEXON may use it for analytical, operational, research and service-development purposes.

4.5 Meeting legal and regulatory obligations

We may use information to:

• Comply with applicable laws;
• Maintain legally required business records;
• Maintain tax and accounting records;
• Respond to lawful requests;
• Establish, exercise or defend legal claims;
• Investigate unlawful activity;
• Enforce agreements;
• Respond to regulatory authorities; and
• Meet insurance, audit, security or compliance requirements.

4.6 Communications

AEXON may send:

• Account notices;
• Device alerts;
• Vehicle alerts;
• Security notifications;
• Password-reset messages;
• Service announcements;
• Billing notices;
• Support responses;
• Maintenance notices;
• Product updates; and
• Marketing communications where permitted by law.

Users may unsubscribe from promotional emails through the unsubscribe link or by contacting AEXON.

Users may continue to receive non-promotional communications necessary to provide the Services, protect an account, deliver requested alerts or administer the commercial relationship.

6.1 Customer organizations and authorized users

Vehicle, location, driver, trip, alert and account information may be accessible to:

• The customer organization;
• Account owners;
• Fleet administrators;
• Dispatchers;
• Managers;
• Supervisors;
• Other authorized users; and
• Individuals to whom the customer has granted access.

Access is determined by account permissions, organizational roles and platform configuration.

6.2 Service providers

AEXON may use service providers to support:

• Application development and hosting;
• Cloud infrastructure;
• Data storage;
• Authentication;
• Database operations;
• Mapping and geocoding;
• GPS connectivity;
• Cellular connectivity;
• Email delivery;
• SMS delivery;
• Push notifications;
• Payment processing;
• Customer support;
• Analytics;
• Error reporting;
• Cybersecurity;
• File storage; and
• Other technical or administrative functions.

The AEXON application has been developed using Base44. Information processed through the application may therefore be processed through Base44 infrastructure and by authorized providers supporting that infrastructure.

Service providers are expected to process information only for the services they provide or as otherwise permitted under their agreements and applicable law.

6.3 Customer-selected integrations

Where a customer enables an integration or directs AEXON to transmit information to another service, AEXON may disclose information to that service at the customer's direction.

Customers are responsible for assessing the privacy and security practices of integrations they choose to enable.

6.4 Legal and safety reasons

AEXON may disclose information where we reasonably believe disclosure is required or permitted to:

• Comply with applicable law;
• Respond to a court order, warrant or lawful process;
• Respond to a valid request from a regulator or law-enforcement authority;
• Investigate fraud, theft or security incidents;
• Protect the safety of an individual;
• Protect vehicles, assets or property;
• Protect AEXON's rights;
• Enforce an agreement; or
• Prevent or address serious harm.

AEXON will assess legal requests and will seek to disclose only the information reasonably required or permitted.

6.5 Corporate transactions

Information may be transferred or disclosed in connection with a proposed or completed:

• Merger;
• Acquisition;
• Financing;
• Reorganization;
• Sale of assets;
• Transfer of business operations;
• Insolvency proceeding; or
• Similar corporate transaction.

Where required, AEXON will use reasonable contractual or organizational measures to protect the information.

6.6 With consent

AEXON may disclose information for another identified purpose where valid consent has been provided.

Retention factors

Retention periods may depend on:

• The type of information;
• The sensitivity of the information;
• Customer instructions;
• Customer configuration;
• The applicable subscription plan;
• Whether the account remains active;
• Contractual requirements;
• Security requirements;
• Legal obligations; and
• Whether the information is connected to a complaint, investigation or dispute.

Deletion

Vehicle-location, trip and telematics information may be retained according to customer configuration, service-plan limitations, operational requirements or contractual terms.

When personal information is no longer required, AEXON will take reasonable steps to delete, anonymize or securely dispose of it.

Information may remain temporarily in protected backups, disaster-recovery systems, security logs or archived records until those records are overwritten or deleted according to normal retention schedules.

Post-deletion retention

AEXON may retain limited information after an account-deletion request where reasonably required to:

• Comply with law;
• Maintain tax or payment records;
• Document the deletion request;
• Prevent fraud;
• Protect security;
• Resolve disputes;
• Enforce an agreement; or
• Establish, exercise or defend legal claims.

Any retained information will remain protected and will not be used for unrelated purposes.

Customer responsibilities

• Maintaining the confidentiality of their credentials;
• Using strong passwords;
• Restricting account access;
• Managing authorized users;
• Removing users who no longer require access;
• Protecting devices used to access the platform; and
• Promptly reporting suspected unauthorized activity.

Recommended subject lines

• Privacy Request
• Access Request
• Correction Request
• Account Deletion Request

Request contents

A request should include:

• The requester's name;
• The email address associated with the account;
• The applicable customer organization;
• A description of the request; and
• Sufficient information to verify the account.

Users should not send their password or unnecessary identity documents through ordinary email.

Account deletion

Where account creation is available, users must be provided with a clear method to initiate deletion of their account and associated personal information.

The account-deletion method should be available through the AEXON mobile application's account or settings area and through a publicly accessible account-deletion webpage, such as:

Deleting an account may result in permanent loss of access to:

The account profile; Vehicle records; Trip information; Reports; Alerts; Account settings; and Other information associated with the account.

Where an account is owned or administered by a customer organization, AEXON may need to verify whether the individual has authority to delete the organizational account or only their individual user profile.

AEXON may retain information that it is legally or contractually required to maintain. Users will be informed where applicable information cannot immediately be deleted and the reason for its retention.

Base44 documentation states that deleting an app user and deleting related records from application data tables may require separate actions, so both areas must be reviewed when fulfilling a deletion request.

https://aexon.ca/account-deletion

Notifications

Notifications may be used to deliver:

• Vehicle alerts;
• Device alerts;
• Security notices;
• Maintenance reminders;
• Account notices; and
• Other service-related communications.

Camera or photographs

Camera or photo access may be used where users choose to:

• Upload a vehicle photograph;
• Upload a document;
• Attach an image to a support request; or
• Use another feature requiring an image.

Files and storage

File access may be used where users choose to:

• Upload documents;
• Download reports;
• Export information; or
• Attach files to records or support requests.

Device location

Device-location permission may be requested only where a mobile feature requires the location of the mobile device.

Vehicle GPS information displayed in AEXON generally originates from the GPS tracking device associated with the vehicle or asset, rather than from the phone.

Network access

Network access is required to connect the application to AEXON's servers and retrieve current account, vehicle, map and tracking information.

Users can manage application permissions through their Android or iOS settings. Disabling a permission may prevent the related feature from working.