Privacy Policy

What WMFC is

WMFC is a restricted vehicle-turnaround coordination service for authorised fleet operations. Access to operational information is controlled through approved managers, MFA-protected system administrators and paired devices.

Information we collect

WMFC may process the following information when it is needed to operate the service:

• authorised user name, email address, role and access history;
• paired-device name, assignment, secure device identifier and last-seen time;
• vehicle identifiers such as registration and MVA number;
• operational job details, including customer surname, rental-agreement number, bay, priority, stage, ETA, recorded kilometres and notes;
• audit records showing changes, timestamps, the responsible user or device and security events;
• an Apple push notification token for a paired device that has been enrolled for notifications, stored so the service can wake that device when the board changes; and
• a one-way hash of the network address a pairing or sign-in attempt was made from, used only to rate-limit repeated attempts. The address itself is never stored.

WMFC does not use advertising identifiers. It collects precise location only from a device that is carrying a vehicle In Transit, as described below.

Vehicle location

A paired device, usually a shared driver phone, can report where a vehicle is while that vehicle is In Transit between the wash bay and a rental counter, so the counter can see it coming. Location is collected only after the driver has acknowledged a notice explaining it and taken that vehicle in the WMFC app, only while the app is open, and stops when the vehicle is marked arrived or the driver stops sharing. It is never collected from a device that is not carrying a vehicle, and never from a read-only wall display.

WMFC keeps one position per vehicle — the latest — and overwrites it with every report. No route or history is stored. The position is deleted as soon as the vehicle leaves In Transit, and in any case thirty minutes after the device last reported. It is shown only to paired tablets, paired wall displays in staff areas and approved staff who can see that vehicle, and it is not linked to the driver's name; it records which shared phone reported it.

Maps on the web board and in the Android app are drawn from OpenStreetMap's tile service, which receives a request for the few map squares around the vehicle but not the vehicle's details. Maps in the iOS and Apple TV apps are drawn by Apple Maps.

Notifications

A paired Apple device may be sent notifications. There are exactly three, and none of them carries customer information: a silent background wake saying a counter's board has changed, a visible alert when a vehicle is added at that counter in an emergency, and a visible alert when a vehicle at that counter has run past its ready time. Each says which counter and nothing else — no registration, MVA, surname, rental-agreement number, bay or notes — because a notification can appear on a screen in a public area. The app fetches the board itself once opened.

The push token is held only for as long as the device stays paired. Revoking a device, reissuing its pairing code, or turning notifications off in the app deletes it, and the token is never returned by the service, shown in the portal or written to a log. Refusing the notification permission leaves the device fully working: the board refreshes on its own every fifteen seconds regardless.

Camera access

The camera is used only when somebody chooses to scan vehicle text, a barcode or a pairing QR code. Scanning happens on the device and only the decoded text is sent: WMFC does not upload or retain camera images.

How information is used

Information is used only to provide vehicle-turnaround coordination, authenticate and secure access, support fleet lookups, maintain an operational audit history, troubleshoot the service and comply with applicable business or legal obligations. WMFC does not sell personal information and does not use it for advertising or cross-app tracking.

Storage and disclosure

Information is stored in access-controlled service infrastructure and is available only to authorised operational personnel and service providers supporting WMFC. Vehicle identifiers may be sent to the organisation's authorised fleet service to return matching vehicle information. Information is not made public.

Retention and your choices

Security access records, including the hashed network address of a sign-in attempt, are retained for up to two years. Hashed addresses recorded against device pairing attempts are deleted after one day. Operational records are retained for as long as reasonably required for fleet operations and compliance. An authorised user may ask their WMFC administrator to review, correct or delete personal information where applicable. Device access can be revoked immediately by a manager.

Security and changes

WMFC uses encrypted network connections, access controls, device pairing and audit records to protect information. No system can guarantee absolute security. This policy may be updated when the service or its legal obligations change; the effective date above will be revised.

Contact

For privacy enquiries, or to ask for personal information to be reviewed, corrected or deleted, email stadoobie@gmail.com. Do not include passwords, pairing codes or customer details in an unsecured message. Day-to-day access questions are usually quickest through your organisation's WMFC administrator.