Monitor One - Fleet Management Software Singapore | Road Tax, COE & Vehicle Compliance

Privacy Policy for Monitor One Pte. Ltd.

At Monitor One Pte. Ltd., we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information that applies to our fleet management software and related services (our “Service” or “online platform”). We understand that privacy is an ongoing responsibility, and as such, we will update this Privacy Policy from time to time as we undertake new personal data practices or adopt new privacy policies.

1. Information We Collect

We collect different types of information from or through our Service. This includes:

Information You Provide Directly to Us:
- Account Information: When you register for an account, we collect your company name, contact person's name, email address, phone number, and physical billing address.
- Vehicle and Fleet Data: Information about your vehicles, including registration numbers, COE expiry dates, road tax expiry dates, insurance policy details, inspection schedules, maintenance records, and telematics data (from OBD-II/CAN bus integration), GPS location data, fuel consumption, and emissions data.
- Driver Information: Names, driver’s license validity information, and records of any offences linked to license validity for fleet management purposes.
- Communication Content: Any information you provide when you communicate with us, such as support queries or feedback.
Information We Collect Automatically:
- Usage Data: Information about how you access and use our Service, including your Internet Protocol (IP) address, browser type, operating system, pages viewed, features used, and the dates and times of your visits. This helps us to improve our user experience and service performance.
- Device Information: We may collect information about the device you use to access our Service, including hardware model, operating system version, and unique device identifiers.
- Location Information: For services such as GPS tracking and ERP charge forecasting, we collect precise vehicle location data. This is essential for the core functionality of our fleet telematics features.
- Cookies and Similar Technologies: We use cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier.
Information from Third Parties:
- We may receive information about your vehicles or drivers from integrated third-party services such as Authorised Inspection Centres (AIC) for inspection scheduling or other regulatory bodies (e.g., LTA) for compliance reporting, where you have authorized such sharing.

2. How We Use Your Information

We use the information we collect for various purposes, including:

To provide, operate, and maintain our Service, including road tax and COE expiry reminders, vehicle licensing alerts, ERP charge forecasting, and inspection scheduling.
To manage your account and vehicle fleet, including multi-vehicle dashboard management and role-based access.
To provide fleet telematics integration, GPS tracking, and real-time data visualization.
To track insurance policy expiry and manage related documents.
To generate LTA compliance reports, audit-ready logs, and emissions/fuel consumption/carbon reports tailored to Singapore regulations.
To monitor driver license validity and track offences for compliance purposes.
To send you localized SMS and email notifications regarding expiry dates, events, or service-related announcements.
To improve and personalize our Service, including developing new features and enhancing existing functionalities (e.g., UI/UX, data visualizations).
To provide customer support and conduct onboarding, training, and operational support.
To detect, prevent, and address technical issues and security incidents.
To conduct research and analysis to understand our user base and service usage patterns.
To comply with legal obligations and enforce our terms and conditions.

3. How We Share Your Information

We may share your information in the following situations:

With Service Providers: We may share your information with third-party vendors, consultants, and other service providers who perform services on our behalf, such as data hosting, payment processing, analytics, and customer support. These service providers are contractually obligated to protect your data and use it only for the purposes for which it was provided.
For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend the rights or property of Monitor One Pte. Ltd., prevent or investigate possible wrongdoing in connection with the Service, protect the personal safety of users of the Service or the public, or protect against legal liability.
Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company, your information may be disclosed or transferred as part of that transaction.
With Your Consent: We may share your information with your explicit consent or at your direction, such as when integrating with third-party AICs or LTA if you opt-in for such interaction.

4. Data Security

We implement industry-standard security measures designed to protect your information from unauthorized access, use, alteration, and disclosure. These measures include:

Encryption of data in transit and at rest.
Access controls and least privilege principles.
Regular security audits and vulnerability assessments.
Biometric and two-factor authentication for drivers and managers.
Implementation of secure development practices.

While we strive to protect your personal data, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

5. Data Retention

We retain personal data for as long as necessary to provide the services you have requested, comply with our legal obligations, resolve disputes, and enforce our agreements. Once your information is no longer needed, we securely delete or anonymize it.

6. Your Data Protection Rights (GDPR and PDPA Compliance)

As a data subject, you have certain rights concerning your personal data. Monitor One Pte. Ltd. respects these rights in accordance with applicable laws, including the Personal Data Protection Act 2012 (PDPA) of Singapore and, where applicable, the General Data Protection Regulation (GDPR). These rights may include:

Right of Access: You have the right to request copies of your personal data.
Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
Right to Erasure (Right to be Forgotten): You have the right to request that we erase your personal data, under certain conditions.
Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

To exercise any of these rights, please contact us using the contact details provided below. We will respond to your request within a reasonable timeframe.

7. Third-Party Websites and Services

Our Service may contain links to third-party websites or services that are not operated by us. This Privacy Policy applies only to our Service. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We strongly advise you to review the Privacy Policy of every site you visit.

8. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us:

Monitor One Pte. Ltd.
18 Boon Lay Way, #04-08
Jurong East, West Region
Singapore, 609966
Singapore