Privacy Policy
Last updated: March 20, 2026
Privacy Policy
This Privacy Policy explains how Systemity AB ("Systemity", "BIKEFLEET", "we", "us", or "our") collects, uses, and protects personal data when you use the BIKEFLEET platform (the "Service").
BIKEFLEET is committed to protecting user privacy and processing personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Swedish data protection laws.
1. Data Controller
The controller responsible for processing personal data under this Privacy Policy is:
Systemity AB Registered office: Envägen 3, 271 71 Nybrostrand, Sweden Organization number: 559395-9678 Contact email: privacy@getbikefleet.com
If you have questions about this Privacy Policy or wish to exercise your rights, you may contact us using the details above.
2. Scope of This Policy
This Privacy Policy applies to personal data collected through:
- the BIKEFLEET mobile application
- the BIKEFLEET web platform
- related services operated by BIKEFLEET.
This policy does not apply to third-party services accessed through integrations or external links.
For the purposes of this Privacy Policy, "Asset Data" refers to non-personal data related to Assets registered in the Service, such as specifications, maintenance records, usage data, and associated documents.
Not all data stored within the Service constitutes personal data. Data that cannot be linked to an identifiable individual is not considered personal data under applicable law.
3. Personal Data We Collect
We collect personal data necessary to operate and improve the Service.
Account Information
When you create an Account, we may collect:
- name
- email address
- authentication credentials
- account preferences.
User-Submitted Content
Users may upload information including:
- Asset Data (such as Vehicle or Asset records, maintenance logs, technical specifications, photographs, documents, and receipts)
- User Data where applicable.
Some uploaded content may contain personal data depending on the information provided by the user.
Technical and Usage Data
When you use the Service, we may collect technical information such as:
- device information
- IP address
- operating system
- application version
- usage statistics and diagnostics.
This information helps maintain service reliability and improve performance.
4. Purpose of Processing
We process personal data for the following purposes.
Providing the Service
To operate and maintain platform functionality, including:
- account management
- Asset and Vehicle management
- maintenance logging
- document storage.
Service Improvement
To analyze usage patterns and improve the functionality, stability, and usability of the Service.
Communication
To communicate with users regarding:
- account information
- security notifications
- updates to the Service.
Legal Compliance
To comply with applicable laws and regulatory obligations.
5. Legal Basis for Processing
Under the GDPR, we process personal data based on the following legal grounds.
Contract Performance (Article 6(1)(b))
Processing necessary to provide the Service requested by the user.
Legitimate Interests (Article 6(1)(f))
Processing necessary to:
- maintain platform security
- prevent misuse
- improve service performance.
Legal Obligations (Article 6(1)(c))
Processing necessary to comply with legal obligations.
Where required by law, we may also rely on user consent for specific types of processing.
Where data has been anonymised such that it no longer constitutes personal data, the GDPR no longer applies.
6. Data Ownership and User Control
Users retain ownership of their User Data.
Asset Data forms part of the structured dataset of the Service and is processed by BIKEFLEET in accordance with the Terms of Service.
BIKEFLEET does not sell personal data.
Users remain responsible for ensuring that any data they upload complies with applicable laws and does not infringe third-party rights.
7. Anonymised and Aggregated Data
BIKEFLEET may generate Aggregated and Anonymised Data derived from platform usage. These datasets:
- do not contain personally identifiable information
- are processed in a manner intended to prevent identification of individual users.
BIKEFLEET implements reasonable technical and organisational measures to prevent re-identification of Anonymised Data.
Anonymised Data may be used for:
- improving the Service
- statistical analysis
- academic or scientific research.
BIKEFLEET may share Anonymised Data or Aggregated Data with research institutions on a non-commercial basis, provided that such data cannot be used to identify individuals.
8. Data Sharing with Third Parties
BIKEFLEET may share personal data with third parties where necessary to operate the Service.
Infrastructure Providers
Cloud hosting and infrastructure providers used to operate the platform.
Payment Providers
If paid subscriptions are introduced, payment providers may process billing data.
Integration Partners
Where users explicitly authorize data sharing with third-party service providers.
BIKEFLEET does not sell or trade personal data.
9. Data Retention
Personal data is retained only as long as necessary to operate the Service or comply with legal obligations.
If a user deletes their Account:
- personally identifiable information will be deleted or anonymised
- account access will be terminated.
Asset Data may be retained in anonymised or aggregated form as part of the Service dataset for purposes including:
- service functionality
- statistical analysis
- research and product development.
BIKEFLEET implements measures to ensure such data cannot reasonably be linked to an identifiable individual.
Asset Data may persist independently of individual user Accounts to support Asset lifecycle tracking and continuity of records within the Service.
10. Security Measures
BIKEFLEET implements appropriate technical and organizational security measures to protect personal data, including:
- encryption of data in transit
- access controls and authentication mechanisms
- monitoring and logging systems.
While we take reasonable steps to protect data, no digital system can guarantee absolute security.
11. International Data Transfers
Where personal data is transferred outside the European Economic Area (EEA), BIKEFLEET ensures appropriate safeguards are implemented, such as:
- Standard Contractual Clauses approved by the European Commission
- equivalent legal transfer mechanisms.
12. User Rights Under GDPR
Under GDPR, users have the following rights regarding their personal data.
Right of Access You may request confirmation of whether we process your personal data and obtain a copy of that data.
Right to Rectification You may request correction of inaccurate or incomplete personal data.
Right to Erasure You may request deletion of personal data where applicable.
Right to Restrict Processing You may request that processing be restricted under certain circumstances.
Right to Data Portability You may request a copy of your personal data in a structured, machine-readable format.
Right to Object You may object to processing based on legitimate interests.
Requests may be submitted using the contact information provided below.
13. Children's Data
The Service is not intended for individuals under the age of 16. BIKEFLEET does not knowingly collect personal data from children below this age.
14. Changes to This Privacy Policy
BIKEFLEET may update this Privacy Policy from time to time. Updated versions will be published within the Service or on the BIKEFLEET website. Continued use of the Service after changes indicates acceptance of the updated policy.
15. Contact Information
If you have questions about this Privacy Policy or how your personal data is processed, you may contact:
Systemity AB Visiting address: Bornholmsgatan 11b, 271 39 Ystad, Sweden Email: privacy@getbikefleet.com
You also have the right to lodge a complaint with the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten – IMY) if you believe your personal data has been processed in violation of applicable law.