Easy Fleet Management (EFM)
ABN: 81 702 934 998
Last updated: 6 July 2026
1. About this policy
Easy Fleet Management (“EFM”, “we”, “us”, “our”) provides a fleet and workforce management platform (“the App”) that helps businesses (“Customers”) manage their employees, drivers, and subcontractors – including onboarding, licensing and certification tracking, and compliance documentation.
This policy explains how we collect, use, store, and disclose personal information through the App, in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).
If you are an employee, driver, or subcontractor using the App because your employer or engaging business (a “Customer”) has added you as a user, please also refer to your employer’s own workplace privacy policies, as they are primarily responsible for how your information is used in their business.
2. Who this policy applies to
-
- Customers – the businesses that subscribe to and administer EFM for their own workforce.
-
- Users – employees, drivers, and subcontractors added to the App by a Customer to manage their own records (e.g. via the Driver Portal or Subcontractor Portal).
EFM acts on behalf of Customers to store and process the information Customers and their Users input into the App.
3. Information we collect
Depending on how the App is used, we may collect:
Account and identity information: name, email address, phone number, residential address, date of birth.
Licensing and compliance information: driver’s licence number, class, and state of issue, licence expiry date, medical certificate expiry date, fatigue accreditation status, dangerous goods licence status and expiry.
Emergency contact details: emergency contact name and phone number.
Documents: uploaded copies of driver’s licences, industry/white cards, medical certificates, and other compliance documents.
Employment and role information: access level, employment status, onboarding status, and company association.
Account credentials and usage data: login details, approval status, and general usage/activity data within the App.
Customer billing information: business name, ABN, billing contact, and subscription/payment details (for Customers subscribing to the App).
We only collect information that is provided directly by Customers and Users through the App, or generated by the App as part of normal operation (e.g. timestamps, status updates).
4. How we use this information
We use personal information to:
-
- Provide, operate, and maintain the App
-
- Enable Customers to manage their employees’, drivers’, and subcontractors’ onboarding, licensing, and compliance records
-
- Allow Users to access their own records through the Driver or Subcontractor Portal
-
- Verify identity and manage access levels and approvals
-
- Communicate with Customers and Users about their account or the App
-
- Maintain the security and integrity of the App
-
- Meet legal and regulatory obligations
We do not use personal information for advertising, and the App does not contain third-party ads.
5. How we disclose information
We disclose personal information:
-
- To the relevant Customer – Users’ information is visible to the Customer that added them, as the App is a workforce management tool for that Customer’s business.
-
- To service providers – including our cloud hosting and infrastructure providers, who store and process data on our behalf under confidentiality obligations. Some of these providers may store data on servers located outside Australia.
-
- Where required by law – for example, in response to a lawful request from a regulator or law enforcement body.
We do not sell personal information to third parties, and we do not share it for marketing purposes.
6. Data storage and security
Personal information is stored electronically using secure, access-controlled cloud infrastructure. Access to Customer data within the App is restricted based on user roles and access levels (e.g. admin, management, allocator, worker, subcontractor). We take reasonable technical and organisational steps to protect personal information against misuse, loss, unauthorised access, modification, or disclosure.
No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.
7. Data retention
We retain personal information for as long as a Customer’s account remains active, and for a reasonable period afterward to meet legal, accounting, or reporting obligations, or as otherwise instructed by the Customer. Customers can request deletion of their business’s data by contacting us (see Section 10).
8. Access and correction
Users and Customers may request access to, or correction of, the personal information we hold about them by contacting us using the details in Section 10. We will respond to requests within a reasonable timeframe, in line with our obligations under the Privacy Act.
9. Complaints
If you have concerns about how your personal information has been handled, please contact us first using the details below. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
10. Contact us
Easy Fleet Management
ABN: 81 702 934 998
Email: info@easyfleetmanagement.com.au
Website: https://easyfleetmanagement.com.au
11. Changes to this policy
We may update this privacy policy from time to time to reflect changes in our practices or legal obligations. The updated version will be posted on our website with a revised “Last updated” date.
12. Account Deletion
To request deletion of your EFM account and associated personal information, email support@easyfleetmanagement.com.au from the email address associated with your account, with the subject line “Account Deletion Request.” We will process your request within 30 days.
Deleting your account removes your personal profile information (name, contact details, licence and medical information). Records required for legal, safety, or compliance purposes — such as completed dockets, prestart checks, and NHVR/NHVAS compliance documentation — may be retained as required by law even after your account is deleted.