Legal
Privacy Policy
Effective date: 13 November 2026
This policy applies to the TALAEA Fleet App. To ask for your account to be deleted, see Account Deletion.
01Who we are
This Privacy Policy explains how TALAEA AL ZAHEYA ASSO (“Company”, “we”, “us”) collects, uses and protects personal information in the TALAEA Fleet App (“App”). The App is an internal tool for managing the company fleet and is used by our employees, drivers and authorised staff.
TALAEA AL ZAHEYA ASSO is responsible for the personal information processed in the App.
02Information we collect
Depending on your role, the App holds the following information:
- Account information: your name, email address or username, and password (handled by our sign-in provider, never visible to us), the date you signed up, your role and whether your account is active.
- Employee and driver details entered by authorised staff: full name, employee number, civil ID number, nationality, mobile number, email, department, date of birth, joining date, employment type and agency, driving licence number, classes and dates, and permit dates (civil ID, HSE passport, H2S card, PDO medical, third-party and OPAL certificates).
- Uploaded documents and photos: copies of licences, permits and other employee documents, receipts and invoices for fuel, maintenance and expenses, vehicle photos and defect photos taken with your device camera when you choose to attach them.
- Work records: journey plans (purpose, origin, destination, passengers, odometer readings), daily movement reports, fuel entries, maintenance records, expenses, timesheets (working hours and overtime), defect reports, vehicle assignments and approval history.
- Vehicle location data: GPS positions and trips of company vehicles (location, speed, heading, ignition status, distance and time) received from the in-vehicle monitoring system (IVMS) providers fitted to our vehicles.
- Activity records: an audit trail of changes made in the App (who made the change, what changed and when), in-app notifications, and, when a document share link is opened, the recipient's IP address and browser details.
03Location information
The App does not collect GPS location from your personal phone, tablet or computer. Vehicle locations come only from the IVMS devices installed in company vehicles and are sent to the App by those providers.
Because vehicles are assigned to employees, vehicle location records may be associated with the employee assigned to the vehicle at that time.
04How we use information
- To create and manage staff accounts and control who can access which parts of the App.
- To manage vehicles, drivers, journeys, fuel, maintenance, expenses and timesheets.
- To track compliance with licence, permit and document expiry dates and send reminders.
- To monitor vehicle location, trips and driving for fleet operations, safety and journey management.
- To approve, correct and report on work records, and to keep an audit trail for accountability.
- To send in-app notifications and daily summary emails to staff.
- To meet our legal, contractual, insurance and health and safety obligations.
05Who can see your information
Access inside the App is limited by role. For example, drivers see only their own reports and assigned vehicle; fleet, operations, maintenance and document staff see the records needed for their job; and only the Super Administrator manages accounts.
Authorised staff can create secure document share links for specific documents. Each link is protected, expires within 90 days at most, can be revoked at any time, and records each time it is opened. We do not otherwise share employee data with third parties, and we do not sell personal information.
06Service providers
We use the following providers to run the App:
- Hercules (hercules.app): hosts the App, its database and file storage, provides sign-in (Hercules Auth) and sends emails. Data is stored with Hercules's cloud infrastructure outside the Sultanate of Oman.
- IVMS providers: the in-vehicle monitoring companies whose devices supply company vehicle GPS data.
07Information stored on your device
The App uses a sign-in cookie to keep you signed in, saves your light or dark theme choice, keeps unfinished form drafts on your device, and, in the driver app, temporarily stores reports made while offline until they can be sent. The App can be installed on your home screen and caches its pages for offline use. We do not use advertising or analytics trackers.
08Security
- Data is encrypted in transit and at rest by our hosting provider.
- Access requires a sign-in, and every action is checked against the user's role on the server.
- Accounts must be approved by an administrator before they can be used, and can be deactivated at any time.
- Document share links are stored only as secure hashes and expire automatically.
- Keys used by IVMS providers to send vehicle data are stored only as secure hashes.
- Changes to records are logged in an audit trail.
09How long we keep information
Employee, vehicle and work records are kept for as long as company policy and the laws of the Sultanate of Oman require. The App does not delete them automatically. Drivers and vehicles that are no longer active are archived rather than deleted.
Read notifications are deleted automatically after 60 days. Document share links stop working when they expire or are revoked.
When an account deletion request is approved, personal details and uploaded employee documents are removed as described below.
10Deleting your account
You can ask us to delete your account and associated personal data from inside the App or by email. We complete requests within 45 days. See the Account Deletion page for the full process and for the records we must keep.
11Your rights
You may ask to see, correct or delete your personal information, subject to the records we must keep by law or company policy. Ask your fleet administrator to correct your details, or contact us at the email address below.
12Changes to this policy
We may update this policy from time to time. The effective date at the top shows when it was last changed. Continued use of the App after a change means you accept the updated policy.
13Contact
TALAEA AL ZAHEYA ASSO
Sultanate of Oman
Email: fleet@talaeaalzaheya.com
Website: www.talaeaalzaheya.com