Introduction
This Privacy Policy explains how the Velora Fleet Management Portal collects, uses, stores, and protects information in connection with fleet management, vehicle reservations, trips, maintenance, reporting, and related administrative workflows.
The portal is intended to help organizations manage fleet operations. The information available to each user depends on their role, organization membership, department assignment, and permissions configured by authorized administrators.
Scope
This policy applies to the public Privacy Policy page and to use of the Velora Fleet Management Portal by account holders, organization administrators, fleet teams, approvers, drivers, and other authorized users.
It does not apply to third-party websites, services, or systems that may be linked from, integrated with, or used alongside the portal unless those services expressly reference this policy.
Information Collected
We may collect information that users, organizations, and authorized administrators provide directly, information generated through use of the portal, and technical information needed to operate, secure, and improve the service.
The specific data collected depends on the features enabled for an organization and the actions performed by users within the portal.
Account and Organization Data
Account data may include names, business email addresses, roles, user status, department assignments, organization membership, profile information, password-related account setup information, and administrative approval status.
Organization data may include organization names, contact details, status, departments, administrators, assigned users, and configuration details needed to manage fleet access.
Vehicle, Reservation, Trip, Odometer, and Maintenance Data
Fleet data may include vehicle records, vehicle identifiers, status, availability, insurance and registration details, reservation requests, approvals, cancellations, trip start and completion records, odometer readings, mileage, and related notes.
Maintenance data may include scheduled or emergency maintenance records, service status, costs, garage or service provider details, completion notes, and vehicle history used for operational reporting.
Uploaded Documents
Users or administrators may upload documents such as vehicle registration files, insurance records, invoices, odometer images, or other documents needed for fleet operations.
Uploaded documents may be visible to authorized users within the relevant organization according to their role and permissions.
Notifications and Activity Logs
The portal may generate notifications about organization approval, reservations, trips, vehicle returns, maintenance events, document expiry, user actions, and other workflow events.
Activity records may be used to support operational visibility, approvals, auditability, troubleshooting, and reporting.
Login, Device, IP, and Security Logs
We may process login events, session activity, device or browser details, IP addresses, timestamps, and security-related logs to help protect accounts, investigate suspicious activity, diagnose issues, and maintain the service.
These logs are used in a limited manner for security, reliability, compliance, and support purposes.
How Information Is Used
Information is used to provide the portal, authenticate users, manage organizations, enforce permissions, process reservations, track trips, record maintenance, generate reports, send notifications, provide support, and improve service reliability.
We may also use information to detect errors, prevent misuse, maintain security, comply with applicable obligations, and support authorized administrative oversight.
Role-Based Access and Organization-Level Data Separation
Access to portal information depends on role and organization permissions. Users may only see the information made available to them by the portal and by authorized administrators.
Fleet, reservation, trip, vehicle, user, document, and report data is intended to be separated by organization. Users from one organization should not have access to another organization's data unless specifically authorized through the portal's permission model.
Data Sharing With Authorized Administrators and Service Providers
Fleet and reservation data may be visible to authorized administrators, approvers, managers, directors, or other permitted users within the same organization.
We may share information with service providers that help operate, host, secure, maintain, analyze, or support the portal. Service providers are expected to process information only for authorized service-related purposes.
Data Storage and Security
We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration.
No online service can guarantee absolute security. Users should protect their credentials, use appropriate devices and networks, and promptly report suspected unauthorized access to their organization administrator or support contact.
Cookies, Authentication Tokens, and Sessions
The portal may use cookies, authentication tokens, and session information to keep users signed in, maintain application state, remember theme preferences, and protect authenticated areas of the service.
Disabling cookies or similar browser storage may prevent login or interfere with normal portal functionality.
Data Retention
Information is retained for as long as needed to provide the portal, support fleet operations, maintain records, comply with applicable obligations, resolve disputes, enforce agreements, and meet legitimate operational needs.
Retention periods may vary by data type, organization configuration, legal requirements, and administrator actions. Organizations may request deletion or export of certain data subject to applicable limitations.
User Rights
Depending on applicable law and organization policy, users may have rights to access, correct, update, export, restrict, or request deletion of certain personal information.
Some requests may need to be handled by the user's organization administrator because the organization controls account access, role permissions, fleet records, and operational data entered into the portal.
Third-Party Services
The portal may rely on third-party providers for hosting, email delivery, analytics, file processing, mapping, weather, document handling, or other operational services.
Those providers may process limited information as needed to deliver their services. Their own privacy terms may apply to their independent processing activities.
Children's Privacy
The Velora Fleet Management Portal is intended for business and organizational use. It is not directed to children, and users should not submit information about children unless required for an authorized business purpose and permitted by applicable law.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in the portal, operational practices, legal requirements, or security considerations.
When updates are made, the Last updated date will be revised. Continued use of the portal after an update means the updated policy applies from that point forward.
Contact Information
For privacy questions, account access requests, or organization-specific data requests, contact your organization's authorized administrator first.
For portal-level privacy inquiries, contact Velora support at info@gord.qa. Include your organization name and a clear description of your request so it can be routed appropriately.