Fueled Up — Mobile Fuel Delivery Service
Version 1.1 · Last updated 8 September 2026
Fueled Up ("we", "us", "our") operates a mobile fuel delivery management platform that connects our business with customers who require on-site refuelling of machinery and equipment. This Privacy Policy explains what data we collect from all users — including administrators, drivers, customer account holders, and invited team members — how we use it, and the rights you have over your information.
By creating an account or using the Fueled Up app, you consent to the collection, use, and storage of your data as described in this policy.
When you are invited to or register with the app, we collect your full name, email address, assigned role (admin, driver, customer_admin, or user), and a customer code that links you to your organisation's account. If you are invited by a customer admin, the name and email you provided during invitation are stored until the invite is processed.
We store information about machines assigned to your customer account, including machine name, type, fuel type, tank capacity, make/model, registration or fleet number, and the worksite location where the machine is stationed.
For each worksite we store the site name, street address, GPS coordinates, on-site contact person and phone number, site access instructions, and operating hours. This information is used to plan and execute fuel deliveries.
When a fuel delivery is booked, we record the machine, location, fuel type, requested quantity, scheduled date and time, priority, special instructions, and assigned driver. When a delivery is completed, we record the actual fuel type and quantity delivered, delivery date and time, driver name, price per litre, total amount, delivery notes, and the customer's signature.
During delivery, we collect photographs of fuel readout displays and optional approval/site photos. These images are uploaded to our cloud storage and may be analysed using AI-powered image recognition to automatically extract fuel volume readings. We also capture and store customer signature images as proof of delivery acceptance.
Drivers who opt in to GPS tracking share their real-time location with administrators. We collect GPS latitude and longitude, timestamps, speed, GPS accuracy, and whether the driver is on a public road or at a worksite. GPS tracking is only active while a driver is clocked on for a shift. Drivers can withdraw GPS consent at any time, and admins must acknowledge consent to monitor driver GPS data before viewing it.
For drivers, we record clock-on and clock-off times, shift status, and a list of machine visits made during each shift (machine name, location, delivery time, quantity, and fuel type).
We record refuel stops where drivers replenish their truck tank, including litres added, date, and driver. We also store daily fuel sell and cost prices per fuel type for billing and reporting purposes.
We generate invoices containing your customer code, billing period, fuel quantities by type, total amount due, delivery count, and a per-machine fuel breakdown. Invoice data is also synchronised to Google Sheets for accounting and record-keeping.
Customer admins can invite team members by email. We store the invitee's name, email, role to be assigned, and a reference number until the invite is accepted and the user account is created.
The app and its underlying platform infrastructure collect device identifiers — such as installation IDs, device model, operating system version, and browser/WebView identifiers — to authenticate users, maintain your signed-in session, detect and prevent abuse, monitor service reliability, and aggregate anonymised usage analytics. These identifiers may include device or other IDs as defined by Google Play's Data Safety guidelines. Device identifiers are not used for advertising or sold to third parties.
We do not sell your personal data. We share data with the following third-party services to operate the platform:
Within the app, data is isolated by customer code — users in one customer account cannot access another customer's data. Administrators have access to all customer data for operational management purposes.
We retain your data for as long as your account is active and for the period necessary to comply with legal, tax, and accounting obligations. Delivery records, invoices, and billing data are retained for a minimum of seven (7) years to meet Australian tax record-keeping requirements. GPS trail data is retained for operational and compliance purposes in accordance with Fair Work Commission guidelines for vehicle use monitoring.
We implement industry-standard security measures including encrypted data transmission, secure cloud storage, role-based access controls, and row-level security to ensure that users can only access data they are authorised to view. Access to personal data is restricted to authorised personnel with a legitimate business need.
The Fueled Up platform is a business-to-business service and is not intended for use by individuals under 18 years of age. We do not knowingly collect data from children.
We may update this Privacy Policy from time to time. When material changes are made, all users will be required to review and accept the updated policy upon their next login. The version number and date at the top of this document indicate the current version in effect.
If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact Fueled Up administration through the app's Help page or by contacting your account administrator.
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