Last updated: 6 June 2026
This Privacy Policy explains how CodifyAI S.R.L. ("CodifyAI", "we", "us") collects, uses, and protects personal data when you use the Codify Fleet platform at myfleets.eu (the "Service"). We are committed to handling your data in line with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and applicable national law.
CodifyAI S.R.L.
Romanian company registration (CUI): 51174729
Registered office: Romania
Privacy contact: [email protected]
Codify Fleet is a business-to-business fleet-management service. The roles under the GDPR depend on the data:
| Category | Examples |
|---|---|
| Account & identity | Name, email address, phone number, password (stored hashed), role/permissions |
| Vehicle data | Registration plate, VIN, make/model, odometer, fuel logs, uploaded documents (e.g. insurance, registration) |
| Location & telemetry | GPS coordinates, speed, heading, ignition/engine status, geofence entries/exits, route and trip history, timestamps |
| Driver data | Driver name, driver/iButton/NFC identifier, assigned trips, driving-behaviour scoring (harsh braking/acceleration/cornering), mileage/Kørebog logs |
| Documents | Files you upload to the document vault |
| Technical & usage | IP address, browser/device type, session identifiers, access and security logs |
Location data relating to identifiable drivers or vehicles is personal data. Where it is used to monitor employees, the employing customer (Controller) is responsible for having a valid lawful basis, for informing affected drivers, and for respecting national employment-law limits on workplace monitoring.
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Providing the fleet-management Service to account holders | Performance of a contract (Art. 6(1)(b)) |
| Processing fleet/driver/location data on behalf of customers | On the customer's instructions as Processor (Art. 28); the customer determines the lawful basis |
| Security, fraud prevention, service reliability and improvement | Legitimate interests (Art. 6(1)(f)) |
| Mileage/Kørebog records, invoicing, accounting and tax | Legal obligation (Art. 6(1)(c)) |
| Optional features you actively enable | Consent (Art. 6(1)(a)), withdrawable at any time |
We share data only with service providers who help us run the Service, under contract and only as needed:
| Provider | Purpose | Location |
|---|---|---|
| Hetzner Online GmbH | Server hosting & backups | EU (Germany/Finland) |
| Cloudflare, Inc. | DNS, CDN, security/proxy | USA (EU SCCs in place) |
| Synsbasen / TjekBil | Vehicle registration lookup (when you use plate lookup) | Denmark (EU) |
| OpenRouteService (HeiGIT) | Routing / isochrone calculation (optional feature) | EU (Germany) |
We do not sell your data and do not use it for third-party advertising.
Our infrastructure is hosted in the EU. Where a provider (e.g. Cloudflare) may process data outside the EEA, transfers are protected by the European Commission's Standard Contractual Clauses and appropriate safeguards under Chapter V of the GDPR.
Subject to the GDPR, you have the right to: access your data; rectify inaccurate data; erase data; restrict or object to processing; data portability; and to withdraw consent at any time. To exercise these rights, contact [email protected]. If your data is held on behalf of one of our customers (you are a driver/employee), please contact that customer (the Controller) first; we will assist them.
You also have the right to lodge a complaint with a supervisory authority — in Romania, the ANSPDCP (dataprotection.ro); in Denmark, Datatilsynet (datatilsynet.dk); or with the authority in your country of residence.
Account holders can generate public live-tracking links. Anyone holding such a link can view the live location of the shared vehicle until the link expires or is revoked. Only share these links with people who are authorised to see the location.
We apply technical and organisational measures including encryption in transit (HTTPS/TLS), access controls, hashed passwords, network protection and regular backups. No system is perfectly secure; we work to protect your data and to notify you and the authorities of any breach as required by law.
Codify Fleet uses only strictly necessary cookies and local storage required to keep you signed in and to operate the app. See our Cookie Policy for details.
We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above and, where appropriate, communicated to account holders.
Questions? Contact our privacy team at [email protected]. Our Data Processing Agreement (DPA) for business customers is available online and on request.