Privacy Policy

KeenAI FleetOS — Privacy Policy KeenAI Technologies LLC, operating KeenAI FleetOS Address: 6440 Flying Cloud Dr, Suite 209, Eden Prairie, MN 55344 Contact: msharif@keenaifleet.com Effective date: 2026-09-21 Version: 2026.1 Who we are and what this covers KeenAI Technologies LLC, operating KeenAI FleetOS provides fleet and recruiting software. This policy covers our website, customer accounts, applicant-facing workflows, and related services. For customer account administration, billing, and security we determine the processing purposes; for driver and employment records submitted on a carrier's behalf we generally process under that carrier's instructions. This policy is not permission to obtain a consumer report or conduct a Clearinghouse query. The carrier's own notice also applies to its hiring practices. Information we collect and sources - Business/account information: name, company, contact details, login identifiers, roles, preferences. - Applicant/driver records: contact details, addresses, employment and driving history, license information, documents, signatures, and authorization records. Sensitive identifiers (e.g., SSN, license numbers) and screening records are processed only where the enabled workflow requires them and collection is lawful; sensitive identifiers are masked in interface displays where full values are unnecessary. - Fleet records: vehicle identifiers, inspections, maintenance records, related documents. - Communications: support requests, verification responses, delivery status. - Transaction information: selected plan, invoices, status. Paid checkout is not yet enabled; when a payment provider is configured, its role and any card-data handling will be disclosed here before activation. KeenAI does not currently receive card data. - Technical information: IP address, device/browser information, access times, and security events needed to operate and protect the service. Sources include users, customer carriers, applicants, responding employers, authorized integrations, service providers, and public business datasets such as the FMCSA Company Census (which may be outdated or incomplete). Service providers we use (categories) We use service providers to deliver the service, including: cloud hosting and database storage; private file/object storage for uploaded documents; transactional email delivery (Resend); address autocomplete (Geoapify / OpenStreetMap data) used only to assist address entry; and, where a customer enables AI-assisted features, an AI text provider (OpenAI/Emergent) for extraction/organization with human review. FMCSA data is retrieved from public U.S. Department of Transportation sources. We disclose information to these providers only as needed to operate the service. Specific hosting regions and provider contracts are maintained by the operator and available to customers on request; we do not assert certifications we do not hold. How information is used To provide requested workflows; administer accounts and subscriptions; store, display, and export records; send requested verification messages and operational reminders; provide support; detect abuse; maintain security; resolve disputes; and meet applicable obligations. Where AI/OCR is enabled it may assist with extraction or organization; outputs require review. We do not use private applicant records, reports, or medical information to train general-purpose AI models. We do not sell personal information or share it for cross-context behavioral advertising. Security practices actually implemented Access requires authenticated, revocable server-side sessions; passwords are hashed (bcrypt); optional time-based one-time-password (TOTP) multi-factor authentication is available for privileged accounts and stored encrypted; uploaded documents are held in private storage accessed through authorization checks or short-lived links, not permanent public URLs; every customer's data is isolated by server-enforced tenant boundaries; SSNs, full license numbers, and tokens are excluded from application logs. No online service is perfectly secure. Retention, deletion, backups, and legal holds Records follow the service agreement: after termination Customer may export for 30 days; active content is deleted within 60 days; residual backups expire within a further 90 days, except records required for legal obligations, disputes, billing, security, or a valid hold. We do not silently delete existing customer or driver records, and we do not promise immediate removal from every backup. Carriers remain responsible for their own required long-term recordkeeping (e.g., driver-qualification files). Cookies and analytics We use only cookies necessary for authentication, sessions, security, and preferences. No third-party advertising or behavioral-analytics trackers are enabled; if that changes, we will provide required choices before enabling nonessential tracking. Your choices and privacy requests Depending on applicable law and our role, you may access, correct, delete, or obtain a copy of information, or appeal a denied request. Submit requests to msharif@keenaifleet.com; we verify identity proportionately. For records held on a carrier's behalf, contact that carrier first or contact us to route the request. We will not delete records contrary to a valid legal retention duty. Children and changes The service is for business users and employment applicants, not children under 13. We will post an updated date when this policy changes and provide additional notice or obtain consent where required.