Privacy Policy

Eagles Vehicles is an internal vehicle management application used by authorized staff of Eagles Institute to record and manage the institute's vehicles, trips, fuel, maintenance, damage, documents, and odometer readings. It is not a public service: accounts are created by an administrator or supervisor, and only authorized staff can sign in and use the app.

When you use Eagles Vehicles, the app stores the following information:

• Account details — your name, email address, phone number, and staff role, as entered by an administrator or supervisor.
• Trip details — the vehicle used, purpose, destination, start and end date/time, and kilometres travelled.
• Odometer photos and readings — photos of the vehicle odometer captured live through your device camera when you start or end a trip or record a weekly inspection, together with the kilometre reading detected from the photo.
• Vehicle records — fuel entries, maintenance, damage reports, and vehicle documents entered by staff.
• Usage records — an audit log of changes made to records, used for accountability within the institute.

The app asks for camera permission only to take live odometer photos during trip start, trip end, and weekly inspections. Photos are captured only when you tap the capture button; the app does not record video, take photos in the background, or access your photo gallery for this flow.

• No location or GPS tracking.
• No contacts, messages, or other files from your device.
• No advertising identifiers, and no data is collected for advertising.

Data is stored in the app's hosted cloud database and private file storage. Access is limited to authorized staff and is controlled by role-based permissions: vehicle users see their own records, supervisors see the vehicles assigned to them, department heads have read-only oversight, and administrators manage the system. Odometer photos and vehicle documents are stored in private storage that is not publicly accessible.

We do not sell, rent, or share your information with third parties for marketing or advertising. Data is visible only to authorized Eagles Institute staff according to their role, and to the hosting provider that operates the app's database and storage infrastructure. Limited technical diagnostics (such as error reports) may be processed by the app's hosting platform to keep the service reliable.

Records are retained for as long as they are needed for the institute's vehicle management, audit, and accountability purposes. If your account is deactivated, your historical trip and vehicle records may be retained as part of the institute's operational records.

You may ask to view, correct, or request deletion of your personal account details (such as your name or phone number) by contacting the administrator using the contact details below. Some operational records (for example completed trips) may need to be retained for institutional accountability.

If this privacy policy changes, the updated version will be published on this page with a new "last updated" date.

For any privacy questions or requests about this application, contact the Eagles Institute system administrator:

latheefworkdesk@gmail.com