MTFC privacy policy

Work and vehicle records

Records can include the driver’s name and Work ID (WWID), vehicle registration and MVA, odometer, selected origin/destination or check-in site, timestamps, notes, device identifier and assigned zone. Authorised fleet and VAR tools also display vehicle availability and related operational records. A note can contain personal information if somebody enters it; include only information needed for the work.

Vehicle location

Movement origins, destinations and check-in sites are selected or entered depot names. From version 2.1.10, when location permission is granted, MTFC takes one position when you submit a movement to check that the From site matches where the car is and to record where the car left from.

From version 2.1.11, while a car you logged is on the road, MTFC also sends this phone’s position to the fleet service about every 30 seconds or 50 metres, including while the app is in the background. Sharing starts from Submit and ends when you tap Arrived or the journey window closes: 35 minutes in Cairns and four hours elsewhere, never more than four hours. The fleet team sees the car on a map while it is moving. Positions are deleted seven days after they were taken.

Location sharing is optional. No location is sent when location permission is turned off for the app in your phone’s settings; movements can still be recorded without it. Your fleet administrator can also switch journey tracking off for your device without preventing movement records. Outside the Submit reading and an active journey for a car you logged, MTFC does not send your position.

Camera access

Camera scanning reads plates, MVA numbers and invitation QR codes on the device; scan frames are discarded and are not uploaded. Fleet reference images managed in the portal are separate from mobile scanning.

Management reporting

Movement records are summarised for fleet planning. Management reports contain fleet totals rather than a driver league table. The reporting page shows fleet totals; names remain attached to individual work records so a particular movement can be checked. Estimated hours derived from the first and last movement of a day are a planning measure, not a timesheet. These records must not be the sole basis of decisions about pay, performance, discipline or hours.

Notifications and access

Enrolled devices can register Apple APNs or Google Firebase Cloud Messaging push tokens to receive fleet messages. Android also checks with signed requests. Declining notification permission leaves messages available inside the app. Manager identities, sign-in and administrative/security activity are processed to restrict and support access.

Storage and recipients

Current records are sent over HTTPS to the fleet’s Cloudflare Worker and D1 service. Authorised fleet integrations provide vehicle and VAR information. Historical records from the former system remain in a protected read-only Google Workspace archive. Resend delivers sign-in codes, vehicle alerts and management reports and processes the recipient address and message. Apple and Google deliver platform notifications. Records are available to authorised operational staff and providers supporting the service.

Protection and retention

Device submissions are signed with credentials issued at enrolment. The mobile apps use a fixed endpoint allowlist, and signing credentials and local operational records are excluded from device backup. Acknowledged local records are pruned. Fleet business records remain for as long as the operator needs them for administration, auditing, reporting and applicable obligations. Revoking access does not itself erase previously submitted business records.

Your choices and rights

MTFC has no advertising or third-party analytics SDK and does not sell information. Ask your fleet administrator or the privacy contact below to access, correct or request deletion of your information. Some employment or business records may need to remain for a legal or legitimate operational reason; the responsible operator can explain this. MTFC is a workplace tool, not a children’s service.

Publisher, hosting and international processing

Palingen publishes this app and this notice. Where your organisation uses the app for workplace operations, that organisation controls the operational records it enters and the staff who can access them. Contact your administrator about those records, or contact Palingen for help routing a request.

Hosting, security, email and platform providers process information needed to deliver their services. Cloudflare hosts this policy website and relevant Cloudflare services described above. Provider networks and subprocessors can process information outside Australia. Provider logs, recovery snapshots and backups can have separate retention periods. These policy pages do not send a visit to Palingen’s visitor-printer feed.

Questions, access, correction and complaints

Use the contact below for privacy questions, access or correction requests, deletion requests and complaints. Include the app name and enough detail to locate the relevant information, without passwords, enrolment codes or unnecessary customer information. Identity may need to be verified. We will consider the request and explain any limits, including records controlled by your organisation, legal retention, backups or copies already printed or shared.

If a concern is not resolved, you can contact the Office of the Australian Information Commissioner where applicable. This policy will be updated at this address when practices change.