Introduction
Sigma Fleet Services (“Sigma,” “we,” “us,” or “our”) respects the privacy of our customers, drivers, website visitors, business partners, and other individuals whose personal information we process.
This Privacy Policy describes how Sigma collects, uses, discloses, retains, and protects personal information in connection with:
- Our website at www.sigmafleetservices.com;
- Fleet repair, maintenance, inspection, mobile service, emergency service, and managed fleet programs;
- Commercial vehicle reservations and rentals;
- Customer service, service-request, rental-request, and contact workflows;
- Vehicle, driver, insurance, payment, and document-submission processes;
- Other online and offline interactions with Sigma that reference this Privacy Policy.
This Privacy Policy also explains the privacy rights that may be available to individuals under applicable law.
By using our website, submitting information to Sigma, requesting services, or entering into a service or rental relationship with Sigma, you acknowledge the practices described in this Privacy Policy.
Scope
This Privacy Policy applies to personal information that Sigma controls or processes for its own business purposes.
It applies to information concerning:
- Current and prospective customers;
- Customer employees, drivers, managers, and authorized representatives;
- Renters and authorized vehicle operators;
- Website visitors;
- Vendors, contractors, and business contacts;
- Individuals involved in accidents, claims, disputes, or other fleet-related incidents.
This Privacy Policy does not apply to:
- Employee or job-applicant information governed by a separate workforce privacy notice;
- Information processed solely on behalf of another organization under a written agreement;
- Information that has been aggregated or deidentified so that it cannot reasonably be associated with an identifiable individual;
- Third-party websites, platforms, or services governed by their own privacy policies.
When a customer, employer, fleet operator, or other organization provides Sigma with information about its personnel or drivers, that organization may independently determine how the information is collected and used. Individuals should contact that organization regarding its separate privacy practices.
Personal Information We Collect
The personal information Sigma collects depends on the nature of the interaction, the services requested, and applicable legal and contractual requirements.
A. Contact and identity information
We may collect:
- Name;
- Business title or role;
- Employer or business affiliation;
- Business and mailing addresses;
- Email address;
- Telephone number;
- Signature;
- Customer, account, or internal identification number;
- Communication preferences.
B. Business and fleet information
We may collect:
- Company name and operating locations;
- Fleet size, composition, and vehicle classes;
- Fleet-management contacts;
- Terminal, station, route, or service-area information;
- Service requirements and operating schedules;
- Duty cycles, route intensity, utilization, and uptime requirements;
- Customer account and contract information;
- Purchase orders, work authorizations, estimates, and invoices.
C. Vehicle and service information
We may collect:
- Vehicle identification number;
- Unit or asset number;
- License-plate information;
- Vehicle make, model, year, configuration, and class;
- Mileage, engine hours, and usage information;
- Vehicle location;
- Fuel, battery, and diagnostic information;
- Reported problems, warning lights, fault codes, and defects;
- Repair, inspection, preventive-maintenance, and service history;
- Vehicle condition, damage, and out-of-service information;
- Photographs, videos, diagnostic reports, estimates, work orders, invoices, and supporting documentation;
- Return-to-service and service-status information.
Vehicle information may constitute personal information when it is linked or reasonably linkable to a particular driver or other individual.
D. Driver and rental information
When an individual requests, reserves, rents, receives, or operates a Sigma vehicle, we may collect:
- Driver’s license number, issuing jurisdiction, expiration date, and license class;
- A copy or image of the driver’s license;
- Date of birth;
- Driver eligibility and authorization information;
- Insurance provider, policy, coverage, expiration, and certificate information;
- Authorized-driver information;
- Requested vehicle class, location, rental period, and intended use;
- Rental agreement, payment authorization, inspection, and condition-report information;
- Vehicle pickup and return information;
- Information concerning mileage, fuel, tolls, citations, accidents, damage, theft, misuse, or unauthorized operation;
- Signatures, acknowledgments, and contractual consents.
Sigma does not request Social Security numbers, medical records, account passwords, or unrelated sensitive information through ordinary website forms. Individuals should not submit unnecessary sensitive information.
E. Payment and transaction information
We may collect:
- Billing name and address;
- Payment method;
- Payment authorization;
- Card type, expiration date, and final four digits;
- Processor-generated payment tokens;
- Deposit, charge, refund, invoice, and recurring-billing information;
- Outstanding balances and collection records;
- Transaction date, amount, location, and related service or rental information.
Sigma uses Shopmonkey, Stripe, or their integrated payment services to process transactions and maintain payment credentials for authorized recurring invoice billing.
Complete payment-card credentials are intended to be stored in processor-hosted payment vaults. Sigma may maintain a processor-generated token or customer billing profile that permits authorized recurring charges without exposing the complete card number to ordinary Sigma users or systems.
Sigma does not retain card security codes after authorization. Payment processors independently process information under their own privacy notices, contractual terms, and security practices.
F. Communications and submitted content
We may collect information contained in:
- Contact forms;
- Service requests;
- Rental applications;
- Customer-support requests;
- Emails, text messages, and other correspondence;
- Telephone calls and voicemail;
- Uploaded photographs, videos, licenses, insurance records, and documents;
- Surveys, reviews, complaints, and feedback;
- Accident, damage, incident, or claim reports.
Calls may be monitored or recorded for training, quality assurance, documentation, safety, or dispute-resolution purposes where permitted by law and after providing any legally required notice.
G. Website and technical information
When an individual visits our website, Sigma and its service providers may automatically collect:
- Internet Protocol address;
- Browser type and version;
- Device type and operating system;
- Device and advertising identifiers;
- Approximate location derived from an IP address;
- Referring website or source;
- Pages viewed and links selected;
- Date, time, and duration of visits;
- Form interactions and submission events;
- Cookie and session identifiers;
- Website performance, security, and diagnostic information;
- Information concerning suspected malicious, fraudulent, or automated activity.
H. Vehicle telematics and connected-vehicle information
Some vehicles owned, leased, managed, serviced, or rented by Sigma may contain GPS, electronic logging, diagnostic, safety, camera, or other connected-vehicle technologies.
Depending on the vehicle and installed equipment, Sigma or its providers may collect:
- Current or historical vehicle location;
- Vehicle movement and route information;
- Mileage, engine hours, fuel level, battery status, and diagnostic data;
- Ignition, engine, idle-time, and vehicle-use information;
- Speed, acceleration, braking, cornering, and safety events;
- Collision, impact, theft, towing, or tampering indicators;
- Exterior or in-cab images, video, or audio, where installed and legally permitted;
- Device health, connectivity, and system-status information.
Sigma may use telematics information for:
- Fleet management and maintenance;
- Vehicle availability and utilization;
- Roadside assistance;
- Accident and insurance investigation;
- Theft prevention and vehicle recovery;
- Safety monitoring;
- Contract enforcement;
- Regulatory compliance;
- Fraud, misuse, or unauthorized-use investigations.
The rental agreement, vehicle documentation, or an in-vehicle notice may provide additional disclosures regarding the technologies installed in a particular vehicle.
Sources of Personal Information
Sigma may collect personal information from:
- The individual to whom the information relates;
- Customers, employers, fleet operators, dispatchers, managers, or authorized representatives;
- Authorized drivers or renters;
- Vehicles, diagnostic devices, telematics systems, and connected-vehicle providers;
- Repair facilities, technicians, parts providers, towing companies, and roadside-assistance providers;
- Insurers, brokers, agents, claims administrators, and accident investigators;
- Payment processors and financial institutions;
- Website, hosting, analytics, communications, and security providers;
- Government agencies, public records, and law-enforcement authorities;
- Business partners and other lawful sources.
If an individual provides Sigma with personal information concerning another person, the individual represents that they are authorized to provide that information for the applicable business purpose.
How We Use Personal Information
Sigma may use personal information to:
Provide and administer services
- Respond to questions and service requests;
- Evaluate fleet requirements;
- Prepare quotes, estimates, proposals, and service recommendations;
- Diagnose, inspect, repair, maintain, and return vehicles to service;
- Coordinate mobile, emergency, on-site, and third-party services;
- Manage preventive-maintenance schedules;
- Administer managed fleet programs;
- Maintain vehicle and service histories.
Administer rentals
- Review rental requests;
- Verify identity, age, driver eligibility, and insurance coverage;
- Select and assign an eligible vehicle;
- Place temporary reservation holds;
- Prepare and administer rental agreements;
- Coordinate vehicle pickup, delivery, replacement, and return;
- Manage vehicle availability, mileage, condition, and utilization;
- Investigate late returns, damage, theft, misuse, or unauthorized operation.
Process transactions
- Establish and administer customer accounts;
- Process invoices, deposits, payments, refunds, and recurring charges;
- Verify payment authorization;
- Maintain transaction and accounting records;
- Collect outstanding amounts;
- Detect and prevent payment fraud.
Communicate
- Provide estimates, approvals, status updates, reminders, and service notifications;
- Respond to customer-service requests;
- Send rental and reservation communications;
- Provide safety, operational, administrative, and account notices;
- Maintain records of business communications.
Operate and improve our business
- Understand customer requirements and service demand;
- Allocate vehicles, personnel, parts, and capacity;
- Monitor quality, performance, utilization, and customer experience;
- Improve our website, forms, systems, workflows, and services;
- Conduct internal reporting, forecasting, analytics, and audits;
- Train personnel and improve service consistency;
- Develop new fleet products and service programs.
Protect Sigma and others
- Authenticate users and authorized representatives;
- Protect vehicles, systems, facilities, customers, employees, and drivers;
- Detect, investigate, and prevent fraud, theft, misuse, cyberattacks, and other unlawful activity;
- Monitor compliance with contracts, rental agreements, and safety requirements;
- Investigate accidents, incidents, claims, disputes, and complaints;
- Establish, exercise, or defend legal rights;
- Respond to emergencies.
Comply with legal obligations
- Maintain required financial, tax, insurance, inspection, and business records;
- Respond to subpoenas, court orders, government inquiries, and lawful requests;
- Comply with applicable transportation, vehicle, rental, insurance, consumer-protection, and privacy requirements;
- Cooperate with regulators and law-enforcement authorities where legally required or permitted.
How We Disclose Personal Information
Sigma may disclose personal information to the following categories of recipients.
Service providers and contractors
We may disclose information to companies that provide:
- Website hosting;
- Cloud infrastructure and storage;
- Customer and fleet-management software;
- Payment processing;
- Email, telephone, and text communications;
- Document management;
- Analytics;
- Cybersecurity;
- Fraud prevention;
- IT support;
- Accounting, billing, and collections;
- Professional and administrative services.
These providers are authorized to process information for the services they perform for Sigma, subject to contractual and legal requirements.
Fleet, service, and rental partners
We may disclose relevant information to:
- Repair facilities;
- Mobile technicians;
- Parts suppliers;
- Vehicle dealers and manufacturers;
- Towing and roadside-assistance companies;
- Inspection providers;
- Warranty administrators;
- Rental and leasing partners;
- Vehicle-delivery providers;
- Telematics and connected-vehicle providers.
Insurance and claims recipients
We may disclose information to:
- Insurers;
- Insurance agents and brokers;
- Claims administrators;
- Adjusters;
- Accident investigators;
- Attorneys;
- Experts;
- Other drivers, vehicle owners, or parties involved in an incident;
- Law-enforcement or regulatory authorities.
Customer organizations
When services are provided for a business customer, Sigma may disclose driver, vehicle, service, rental, payment, or incident information to the customer and its authorized representatives.
Professional advisors
We may disclose information to attorneys, accountants, auditors, consultants, lenders, insurers, and other professional advisors when reasonably necessary to operate, protect, finance, or evaluate the business.
Legal, regulatory, and safety recipients
Sigma may disclose information when we reasonably believe disclosure is necessary to:
- Comply with law or legal process;
- Respond to a government or regulatory request;
- Protect the rights, property, safety, or security of Sigma or another person;
- Detect or investigate fraud, theft, misuse, or unlawful activity;
- Enforce an agreement;
- Collect amounts owed;
- Respond to an emergency;
- Prevent physical or financial harm.
Business transactions
Sigma may disclose or transfer personal information in connection with an actual or proposed:
- Merger;
- Acquisition;
- Financing;
- Investment;
- Reorganization;
- Sale of assets;
- Change of control;
- Bankruptcy or insolvency proceeding.
Any successor organization may continue to process the information subject to this Privacy Policy unless it provides notice of materially different practices.
Sale and Sharing of Personal Information
Sigma does not sell personal information for monetary consideration.
Sigma does not share personal information for cross-context behavioral advertising and does not use personal information for targeted advertising based on activity across unaffiliated websites or services.
Sigma does not knowingly sell or share the personal information of individuals under 16 years of age.
Disclosures to service providers, payment processors, repair partners, insurers, or other parties for the operational purposes described in this Privacy Policy are not intended to constitute sales of personal information.
Sensitive Personal Information
Depending on applicable law, sensitive personal information may include:
- Driver’s-license information;
- Account credentials;
- Payment-card information;
- Precise geolocation;
- Insurance information;
- Certain vehicle or telematics records;
- Information revealing government identifiers or other protected characteristics.
Sigma uses and discloses sensitive personal information only as reasonably necessary to:
- Provide requested services or rentals;
- Verify identity, authority, eligibility, insurance, or payment;
- Process authorized transactions;
- Protect vehicles, customers, drivers, employees, and systems;
- Prevent fraud, theft, misuse, or unauthorized access;
- Administer accidents, claims, disputes, and legal obligations;
- Perform other purposes permitted by applicable law.
Sigma does not use sensitive personal information to infer characteristics about individuals for advertising purposes.
Payment-Card Information and Recurring Billing
Sigma uses Shopmonkey, Stripe, or their integrated payment services to process payments and retain payment credentials for recurring billing.
When recurring billing is authorized:
- The payment processor may maintain the complete payment credentials in a secure processor-hosted vault;
- Sigma may maintain a payment token or billing profile associated with the customer;
- Authorized Sigma personnel may initiate charges consistent with an agreement, invoice authorization, rental obligation, or other valid authorization;
- Sigma may access limited payment details, such as the cardholder name, card type, expiration date, billing address, and final four digits;
- Sigma will not retain the card security code after authorization.
Recurring billing authorization remains subject to the applicable service agreement, rental agreement, payment authorization, or other governing contract.
Individuals should not email payment-card numbers or enter them into general-purpose contact fields.
Data Retention
Sigma retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to satisfy operational, contractual, accounting, insurance, security, and legal requirements.
Retention depends on:
- The nature and sensitivity of the information;
- The services or transaction involved;
- The duration of the customer or rental relationship;
- Vehicle ownership, service, maintenance, and warranty requirements;
- Accounting, tax, insurance, and recordkeeping obligations;
- Applicable limitation periods;
- Pending or reasonably anticipated claims, litigation, investigations, or disputes;
- Security, fraud-prevention, and loss-prevention requirements;
- Contractual obligations.
Sigma may retain:
- Customer and transaction records for the period required to administer the relationship and comply with financial and legal obligations;
- Repair, inspection, and maintenance records as part of the applicable vehicle’s service history;
- Rental, driver, insurance, damage, and payment-authorization records for the period needed to administer the rental and address claims, audits, or disputes;
- Website, security, and system records for the period needed to monitor performance, investigate incidents, and protect Sigma’s systems;
- Telematics information according to the operational, safety, claims, and contractual requirements associated with the vehicle and service provider.
When information is no longer reasonably required, Sigma will delete, destroy, anonymize, or deidentify it in accordance with its retention and disposal practices.
Sigma may retain deidentified or aggregated information for lawful business purposes. We will not attempt to reidentify information maintained in deidentified form except as permitted by law to validate the effectiveness of deidentification controls.
Information Security
Sigma maintains administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, and disclosure.
Safeguards may include:
- Role-based access controls;
- Unique user accounts and authentication requirements;
- Encryption during transmission and, where appropriate, at rest;
- Processor-hosted payment vaults;
- Secure document-upload workflows;
- Network and system monitoring;
- Logging and audit controls;
- Backup and recovery procedures;
- Vulnerability and patch management;
- Vendor security requirements;
- Confidentiality obligations;
- Personnel training;
- Incident-response procedures;
- Secure data-disposal practices.
Access to sensitive information should be limited to personnel and providers with a legitimate need to use it.
No security program can eliminate every risk, and Sigma cannot guarantee that unauthorized access, loss, misuse, or disclosure will never occur. If Sigma identifies a security incident affecting personal information, we will investigate and provide legally required notifications.
Privacy Rights
Depending on an individual’s state of residence, the nature of the relationship, and whether the applicable law applies to Sigma, the individual may have the right to:
- Confirm whether Sigma processes their personal information;
- Request access to personal information;
- Obtain a copy of certain personal information;
- Request correction of inaccurate personal information;
- Request deletion of certain personal information;
- Request information concerning the categories, sources, purposes, and recipients of personal information;
- Opt out of the sale of personal information;
- Opt out of the sharing or use of personal information for targeted advertising;
- Opt out of certain profiling or automated decision-making activities;
- Limit certain uses or disclosures of sensitive personal information;
- Withdraw consent where processing is based on consent;
- Appeal Sigma’s decision concerning a privacy request;
- Exercise privacy rights without unlawful discrimination or retaliation.
These rights are not absolute. Sigma may deny or limit a request where permitted by law, including when retaining the information is necessary to:
- Complete a transaction;
- Provide requested services;
- Maintain vehicle or service records;
- Protect safety or security;
- Prevent fraud;
- Process payments;
- Administer a claim or dispute;
- Comply with legal obligations;
- Establish, exercise, or defend legal rights.
Submitting a Privacy Request
Privacy requests may be submitted through any of the following methods:
- Email: privacy@sigmafleetservices.com
- Telephone: 412-357-1000
- Online: www.sigmafleetservices.com/contact
- Mail: Sigma Fleet Services, P.O. Box 90039, Pittsburgh, PA 15224
A request should:
- Identify the individual making the request;
- Describe the requested action;
- Identify the relevant customer account, vehicle, rental, service transaction, or interaction where possible;
- Provide sufficient contact information for Sigma to respond.
Sigma will request only the information reasonably necessary to authenticate and process the request. Verification requirements will depend on the sensitivity of the requested information and the risk of unauthorized disclosure or deletion.
Sigma may be unable to fulfill a request if it cannot reasonably verify the requester’s identity or authority.
Authorized agents
An authorized agent may submit a request where permitted by law. Sigma may require:
- Written authorization;
- Evidence of the agent’s identity;
- Direct confirmation from the individual;
- A valid power of attorney or other legally recognized authority.
Sigma will not require identity verification for an opt-out request unless verification is permitted or required by applicable law.
Appeals
Where applicable, an individual may appeal Sigma’s denial of a privacy request by emailing privacy@sigmafleetservices.com with the subject line “Privacy Request Appeal.”
The appeal should explain why the individual believes the decision was incorrect. Sigma will review and respond within the period required by applicable law.
California Privacy Notice
This section supplements the remainder of this Privacy Policy for California residents when the California Consumer Privacy Act applies.
Categories collected
During the preceding 12 months, Sigma may have collected the following categories of personal information:
Names, addresses, email addresses, telephone numbers, IP addresses, customer identifiers, driver’s-license information, signatures, and similar identifiers.
Contact, insurance, payment, billing, rental, and driver information.
Service records, rental records, transaction history, invoices, payment history, vehicle information, and customer preferences.
Website interactions, browser information, cookie identifiers, referral information, and system logs.
Approximate website location and, where applicable, vehicle or telematics location.
Calls, voicemail, photographs, vehicle images, uploaded documents, video, and camera information where applicable.
Employer, job title, business role, fleet responsibilities, and authorized-driver status.
Operational, service, maintenance, utilization, fraud-risk, or customer-support inferences derived from collected information.
Driver’s-license information, account credentials, precise geolocation, payment information, and other information treated as sensitive under applicable law.
Business purposes
Sigma collects and uses these categories for the purposes described in Sections 5, 9, and 10.
Categories of recipients
Sigma may disclose these categories to the recipients described in Section 7.
Sale and sharing
During the preceding 12 months, Sigma has not sold personal information and has not shared personal information for cross-context behavioral advertising.
Financial incentives
Sigma does not offer a financial-incentive or price-difference program in exchange for the collection, retention, sale, or sharing of personal information.
California rights
Subject to applicable exceptions, California residents may request:
- The categories of personal information Sigma collected;
- The categories of sources;
- Sigma’s purposes for collecting, using, or disclosing the information;
- The categories of recipients;
- The specific pieces of personal information Sigma maintains;
- Correction of inaccurate personal information;
- Deletion of certain personal information;
- Limitation of certain uses of sensitive personal information;
- Opt-out of sale or sharing, if Sigma engages in those activities.
Sigma will not unlawfully discriminate against an individual for exercising a California privacy right.
Automated Decision-Making
Sigma may use automated tools to support operational functions such as vehicle availability, reservation holds, fraud detection, scheduling, routing, maintenance planning, or service prioritization.
Sigma does not use automated systems to make decisions that produce legal or similarly significant effects concerning individuals without human involvement, except as disclosed and permitted by applicable law.
Where applicable law provides a right to obtain information about, correct information used by, or opt out of qualifying automated decision-making technology, Sigma will process such requests in accordance with Section 14.
Children’s Privacy
Sigma’s website and services are intended for commercial customers and adults. They are not directed to children under 13.
Sigma does not knowingly collect personal information online from children under 13. If Sigma learns that it has collected such information, it will take reasonable steps to delete it.
A parent or guardian who believes a child has provided personal information to Sigma should contact privacy@sigmafleetservices.com.
Third-Party Websites and Services
Sigma’s website may contain links to websites, portals, maps, payment systems, social-media platforms, or other services operated by third parties.
Sigma does not control and is not responsible for those organizations’ privacy, security, or content practices. Individuals should review the applicable third-party privacy policy before submitting information.
The inclusion of a link does not constitute Sigma’s endorsement of the third party’s privacy or security practices.
Communications Preferences
Operational communications concerning service, safety, account activity, payments, rentals, vehicles, or contractual obligations are not marketing messages and may continue while the applicable relationship remains active.
Recipients may opt out of promotional emails by:
- Using the unsubscribe link in the message; or
- Contacting privacy@sigmafleetservices.com.
Opting out of promotional communications does not prevent Sigma from sending transactional, service, safety, legal, or account-related communications.
Text messages are sent only as permitted by applicable law and any applicable consent. Message and data rates may apply. Instructions for opting out will be provided where required.
Processing in the United States
Sigma operates in the United States. Personal information submitted to Sigma may be processed, stored, and accessed in the United States.
Individuals accessing the website from outside the United States understand that United States privacy laws may differ from the laws of their jurisdiction.
Sigma does not represent that its website or services are intended to subject Sigma to the laws of a jurisdiction outside the United States.
Changes to This Privacy Policy
Sigma may update this Privacy Policy to reflect changes in:
- Services;
- Technology;
- Data practices;
- Vendors;
- Legal requirements;
- Business operations.
The updated version will be posted at www.sigmafleetservices.com with a revised “Last Updated” date.
If a change materially affects how Sigma uses previously collected personal information, Sigma will provide additional notice or obtain consent where required by law.
Contact Information
Questions, complaints, or requests concerning this Privacy Policy or Sigma’s privacy practices may be directed to:
Sigma Fleet Services
P.O. Box 90039
Pittsburgh, PA 15224
Email: privacy@sigmafleetservices.com
Telephone: 412-357-1000
Website: www.sigmafleetservices.com
Online contact form: www.sigmafleetservices.com/contact
Call 412-357-1000 or use the website contact page.
Contact Sigma Fleet Services →