Who we are
Fleet Operations is made by Vaia Sdn Bhd in Malaysia. The car-rental company you work for, or rented from, uses it to run its cars. That company decides what goes in. We keep it safe for them.
What the app stores
- Your staff account — your name, email, phone number if your company added one, whether you are an owner or an employee, your branch, and the language you read the app in.
- The company's own records — its name and branches; each car's plate, make, model, mileage and the dates its road tax, insurance, inspection and permit run out; bookings and rentals; workshop jobs; and the money recorded at the counter.
- Renters — the name, phone number, MyKad or passport number and driving-licence details that a member of staff types in when a car is handed over. This is the company's record of who has its car.
- Condition photos — the photos taken when a car goes out and when it comes back. They sit in a private store that only signed-in staff of that company can open. Nobody can delete them from the app, because they are the evidence if there is a dispute about damage.
- ID photos — when a customer uses a check-in link, the photos of their IC or passport and driving licence. Only staff of that company can open them, and they are deleted automatically a set number of days after the car comes back (30 unless the owner changes it).
- Alerts — if you turn notifications on, a push token for this phone and the phone's model, so we can tell you a car is overdue. Turn them off, or sign out, and the token is removed.
- Who did what — every handover, return and change keeps the name of the staff member who made it.
What we do not do
- No analytics, no advertising, no tracking. There is no third-party tracking code in the app or the website, and nothing is sold or shared for marketing.
- The camera opens only when you take a condition photo, and only the photo you take is uploaded. The app does not read your contacts, your location or your photo library.
- Face ID and fingerprint unlock are checked by your phone's own operating system. The app never sees your face or your fingerprint, and nothing about them leaves the phone.
Where it lives
The database and the photo store are hosted by Supabase in Singapore. The app is served by Vercel, also from Singapore. Everything travels encrypted. Each company's records are walled off from every other company's inside the database itself, not just on the screen.
Who can see it
- People at your company, by role — the owner sees everything, an employee sees what the counter needs. Renters' details never leave the company that holds them.
- Vaia can reach the database to run and support the service, and does not look at a company's records otherwise.
- Only the services needed to run the app touch the data: Supabase (database, photo store, sign-in), Vercel (hosting), and Apple or Google, which carry a push notification to your phone and see the token and the short alert text.
How long we keep it
For as long as the company is a customer. Cars are retired, not deleted, and a rental's history stays with the car — that history is the point of the product. Nothing is deleted automatically.
When a member of staff leaves, the owner turns their login off. Their name stays on the work they did.
You can delete your own account from inside the app, at any time, under Settings. Your login is destroyed and your email address, phone number and alerts go with it — nobody can put them back. Your name stays on the cars you handed over and took back, because that is the company's record of who had its cars.
A company's last owner can close the company from inside the app. Every login at it stops working the same moment. Its own records — rentals, money, agreements and photos — stay for seven years, because Malaysian law requires a business to keep its records that long, and are deleted after that. Nobody can reach them in the meantime.
Ask to see, fix or delete your data
If you work at the company, you can delete your own account in the app under Settings, and ask the owner about anything else — the company's records are theirs. If you rented a car, ask the rental company; the record is theirs. Either of you can also write to us directly and we will help.
Changes
If this page changes, the date at the top changes with it.
Photo credits
Some cars are shown with a photograph of that model rather than a drawing. Those photographs were taken by other people and are used under a Creative Commons licence, which asks that the photographer is named. The background has been removed from each one.
automachi 马来西亚汽车资讯网 — CC BY 3.0 — https://commons.wikimedia.org/wiki/File:2020_Perodua_Bezza_(front).png
Automachi — CC BY 3.0 — https://commons.wikimedia.org/wiki/File:2023_Perodua_Axia_G_(Malaysia)_front_view_02.png
Automachi — CC BY 3.0 — https://commons.wikimedia.org/wiki/File:2021_Perodua_Myvi_1.5_AV_(Malaysia)_front_view.png
Automachi — CC BY 3.0 — https://commons.wikimedia.org/wiki/File:2021_Perodua_Ativa_H_(Malaysia)_front_view_04.jpg
Ethan Llamas — CC BY-SA 4.0 — https://commons.wikimedia.org/wiki/File:2022_Toyota_Vios_1.5_GR_Sport_in_Super_Red_V,_front_right.jpg
LuvsMG481 — CC BY-SA 4.0 — https://commons.wikimedia.org/wiki/File:2024_Toyota_HiLux_GR_Sport_front.jpg
Automachi — CC BY 3.0 — https://commons.wikimedia.org/wiki/File:2020_Proton_X50_1.5_TGDi_Flagship_(front_view)_03.png
MjhdNfl — CC BY-SA 4.0 — https://commons.wikimedia.org/wiki/File:2024_Proton_S70_(Front).jpg
Automachi — CC BY 3.0 — https://commons.wikimedia.org/wiki/File:2022_Perodua_Alza_AV_GearUp_(Malaysia)_front_view_01.jpg
Captainmorlypogi1959 — CC BY-SA 4.0 — https://commons.wikimedia.org/wiki/File:Honda_City_1.5_RS_2020_(1).jpg
Ethan Llamas — CC BY-SA 4.0 — https://commons.wikimedia.org/wiki/File:Nissan_Almera_N18_1.0_VL_Turbo_Gun_Metallic.jpg
Mohammed Hamad — CC BY-SA 4.0 — https://commons.wikimedia.org/wiki/File:Toyota_Innova_GCC_front.jpg
Write to vaia.tech.my@gmail.com.