Privacy Policy

The controller of the personal data processed on and around vigilfleet.eu is Synthax Codes SRL, a limited liability company organised under the laws of the Republic of Moldova and a registered resident of Moldova IT Park (the “Company”, “we”, “us”).

• Registered office: Str. Chișinăului 48, Anenii Noi, MD-6501, Republic of Moldova.
• Registration / VAT: 3001435.
• Privacy contact: contact@synthax.codes.

VIGILFleet is a software-as-a-service platform. The company using VIGILFleet (the “Customer”) determines the purposes and means of processing for the operational data uploaded to the platform (vehicle positions, driver records, orders, cost data, and related operational information). In respect of that data the Customer acts as “controller” and Synthax Codes SRL acts as “processor”, in each case under Article 4 GDPR.

When visitors interact with vigilfleet.eu as prospective customers, the Company acts as controller for a limited set of contact data (name, business email, company name, message content).

• Account data. Full name, business email, role, employing company, and authentication credentials of users of the Customer dashboard.
• Driver data. Name, contact number, tachograph card identifier, assigned vehicle, working-time and rest records.
• Fleet data. Vehicle registration and VIN, position traces, fuel readings, odometer, tachograph events.
• Operational data. Orders, stops, cost records, fuel and toll transactions, dispatcher communications, and customer tracking links.
• Mobile application data. Device identifier, language preference, location (only during active driving sessions), and diagnostic logs.
• Website data. Cookies strictly necessary for the functioning of vigilfleet.eu and, subject to consent, aggregated analytics.

• Contract (Art. 6(1)(b) GDPR). Delivery of the VIGILFleet service to the Customer and, where applicable, to the user.
• Legal obligation (Art. 6(1)(c)). Compliance with fiscal, accounting, and EU Mobility Package requirements.
• Legitimate interests (Art. 6(1)(f)). Preventing abuse of the platform, securing infrastructure, and improving service quality. A balancing test is maintained internally and is available on request.

Personal data is retained only for as long as necessary for the purpose for which it was collected, subject to legal obligations.

• Position data: rolling twelve (12) months.
• Tachograph events: four (4) years (EU Mobility Package requirement).
• Cost and accounting records: ten (10) years (EU fiscal obligations).
• Account data: active account lifetime plus thirty (30) days.
• Website contact forms: twenty-four (24) months from last interaction.

The Company engages a limited number of vetted sub-processors to deliver the service. The current list is published and maintained at vigilfleet.eu/subprocessors. Customers receive at least thirty (30) days’ notice before a new sub-processor touching personal data is engaged.

Personal data is primarily stored within the European Union. Where a sub-processor transfers personal data outside the EEA, transfers are governed by the Standard Contractual Clauses (Commission Implementing Decision 2021/914) together with supplementary measures where appropriate under the EDPB guidance following Schrems II.

Data subjects have the right of access, rectification, erasure, restriction of processing, data portability, and objection (Arts. 15–22 GDPR). Requests may be directed to contact@synthax.codes. Data subjects employed by a Customer are encouraged to contact their employer, as the Customer is the controller of their data.

A right of complaint exists before the competent supervisory authority in the Member State of residence.

The Company may update this policy from time to time. Customers are notified by email of material changes at least thirty (30) days before the revised policy takes effect. Non-material editorial updates are reflected by incrementing the version and effective date at the top of this document.