Digital Fleet - Data Access and Retrieval Policy

Overview

Our commitment to our customers is to ensure that their data is permanently retained and accessible for their reporting needs. To achieve this, we provide robust data storage solutions with different accessibility options that change based on the age of the data.

Data Accessibility

• Initial Access Period: For the first 3 years, customer data is fully accessible via our reporting tool. During this period, you can seamlessly retrieve and utilize your data for reporting without any additional charges.
• Archive Access: After the initial 3-year period, data storage transitions to alternative methods we call Archive Access. This change is implemented to maintain the affordability of our platform and the durability of your data.

Archive Access - Data Retrieval After 3 Years

• Complexity and Cost: Retrieving data stored using alternative methods is more complex and requires additional resources. As a result, there is a fee associated with data retrieval beyond the initial 3-year period.
• Retrieval Fee: Digital Fleet charges a fee for the retrieval of data older than 3 years. This fee covers the service, engineering, and system resources necessary to make the data available again for historical reporting.
• Timeline: We will try to meet your needs, but during particularly busy periods retrieving the data you need may take up to 14-days.  This may be longer if you require additional data work – such as formatting, filtering or isolation – which may incur additional fees.
• Scope: Once we start an Archive Access we’re typically flexible on the scope (eg. “data for this truck on this date”, “data for this driver”, etc) but we may need to work with you to ensure the resulting dataset is useful, of a reasonable size for transfer and of a reasonable size for computation depending on the desired results.

Why We Charge a Fee

The fee ensures that we can continue to offer a cost-effective platform while maintaining the integrity and availability of your data over time. It covers the expenses involved in:

• Engaging engineering and technical resources
• Utilizing specialized systems for data retrieval
• Ensuring the security and durability of your data throughout its lifecycle

There Are Alternatives

Digital Fleet customers always have access to our API and can make use of that interface to pull all information that would be necessary to back up or retain data in any format or location of your choosing.  If you are concerned about the cost of potential future retrievals or you have a known reason to keep data for longer durations, leveraging the API will give you access to manage your data as you see fit and is included in the cost of your subscription.

Exceptions

• DVIR data is deleted after a configurable period of time (three (3) months or one (1) year), it is not retained beyond this time span
• Timecard data is retained, but generally payroll reports are not able to be serviced using an Archive Access.  If Archive Access is required to support a payroll inquiry, additional service fees will apply.

Contact Us

If you need to retrieve data older than 3 years or have any questions about our data access and retrieval policy, please contact [e-mail]. We are here to assist you with any concerns and to ensure that your data needs are met efficiently.