Baler Management · Effective 29 July 2026 · Last updated 30 July 2026
Baler Management is a maintenance and operations app for farming and contracting businesses that run tractors, bikes and balers. This policy explains what the app collects, why we collect it, where it goes, how long we keep it, and what you can ask us to do about it. It covers the iPhone app, the Android app and the web app equally.
We have described the app as it actually behaves rather than as a generic product. Where a feature exists on only one platform, or only when a company turns it on, we say so.
Baler Management is built and run by Udhayveer Singh, an individual based in India, under the brand name FleetHQ.
FleetHQ is a trading name, not a company. There is no registered company behind this app at present, and no separate legal entity: the app is operated personally, and the responsibilities and liabilities in this policy are personal ones. In this policy "we", "us" and "our" mean Udhayveer Singh trading as FleetHQ, and "you" means the person using the app. We use "we" simply because it reads better than the alternative, not to suggest a company or a team.
If that changes and the app moves to a registered company, we will update this policy and tell admins inside the app before the change takes effect.
For anything to do with privacy, whether a question, a copy of your data, a correction or a deletion request, write to udhay2009.uv@gmail.com.
| Term | Meaning |
|---|---|
| App | The Baler Management iPhone app, Android app and web app. |
| Company | The business account created when someone registers. Every record lives inside exactly one company. |
| Company Data | Everything a company's members enter or upload: vehicles, services, fuel entries, bookings, payments, attendance, workforce records, photos and documents. |
| Member | A person with a login that belongs to a company. Every member holds one role: admin, supervisor, driver or viewer. |
| Admin | The member who created the company, plus anyone they promote. Admins approve joiners, set roles and permissions, and buy the subscription. |
| Worker record | A record about a person (a driver, supervisor, farmer or other worker) created by a member. The person described may have no login of their own. |
| Personal data | Information relating to an identified or identifiable individual. |
This distinction matters, so we will be direct about it.
For member accounts, meaning the name, mobile number and PIN used to sign in and the subscription attached to a company, we decide what is collected and why. In data-protection language, we are the controller.
For Company Data, meaning the records a company keeps about its own vehicles, workers, farmers and payments, the company decides what to record and why, and we store and process it on that company's instructions. We are the processor; the company is the controller.
If you are a worker, farmer or driver whose details appear in a company's records, that company is your first point of contact. You can still write to us at udhay2009.uv@gmail.com: we will pass your request to the company's admin and support them in answering it.
This policy does not cover Apple, Google, your device manufacturer, or any third-party app you share a report into. Those are governed by their own policies.
To create an account you give us your name, your
10-digit mobile number and a 6-digit PIN.
Sign-in is built on Firebase Authentication's email-and-password mechanism: your
mobile number becomes an internal address of the form
<your digits>@fleetcare.app and your PIN is the password
stored against it. That address is never used to email you and is not a real
mailbox. We send no SMS codes and we collect no email address.
Alongside your profile we store your company, your role, whether your account is active or awaiting approval, the permissions an admin has granted you, the sites and vehicles you are assigned to, your account creation date, and a profile photo if you add one. Where a member is also treated as a worker, the same profile may carry a date of joining, a worker category, a site, and a salary type and amount set by an admin.
This is the substance of the product. Members create it; we store it.
| Record | What it holds |
|---|---|
| Company | Company name, the referral code joiners use, creation date, subscription status. |
| Vehicles | Type (tractor, bike, baler or a custom type), make and model, registration number, assigned driver and supervisor, engine hours, kilometres and bale counts, next-service thresholds, purchase and sale dates, notes, a vehicle photo, and uploaded insurance, PUCC and registration-certificate documents. |
| Services | Date, service types, workshop, cost, next-service thresholds, notes and an uploaded bill image. |
| Fuel entries | Date, fuel pump, litres, cost, invoice number, meter reading and an uploaded bill photo. |
| Driver assignment history | Every reassignment of a vehicle, logged automatically with its date. |
| Bookings | Farmer name, farmer phone number, address, site, crop type, acreage, rate per acre, advance, total payable, status, and who created the booking. |
| Farmers, crop types, sites, workshops, fuel pumps, worker categories, vehicle types | Reference lists a company builds up as it works. Farmer entries may include a phone number and address. |
| Workforce records | Name, mobile number, photo, worker category, site and the date assigned to it, date of joining, salary type and amount, the full salary-change history, and a release date if the person leaves. |
| Attendance | One record per day per company holding each worker's attendance status and count, plus per-worker notes and cash advances. |
| Payments and vouchers | Payee name and mobile number, amount, date, payment method, bank account number where a bank transfer is recorded (stored in full so it can be reused, displayed masked to its last four digits), narration, what the payment settles, and an uploaded payment screenshot or voucher image. Companies that enable the advanced ledger also keep ledger accounts, groups and parties. |
| Remembered bank accounts | Bank account numbers a company saves so they can be reused on later payments. Offered back as masked suggestions. |
| Audit trail | Site, category and role changes, worker releases and driver reassignments, each with its date and the name of the member who made the change. |
Records also carry the identifier and name of the member who created them, plus creation and update timestamps, so a company can see who did what.
You can attach images and documents (bill photos, payment screenshots, vehicle photos, worker photos, insurance, PUCC and RC papers) by taking a photo, picking one from your library, choosing a file, or sharing an image into the app from somewhere else such as a payments app.
These files go to Cloudinary rather than to servers of our own. Please read the next part carefully. Uploads use an unsigned preset, and the resulting file sits at a long, effectively unguessable HTTPS address that is not itself protected by a login. Only members of your company are shown that address inside the app, but anyone who obtains it, because it was forwarded for instance, could open the file. Treat an attachment the way you would treat a shared link, and think twice before uploading identity documents or other sensitive papers.
When you attach a fuel bill, the app can read the figures off it so you do not have to type them. The photo is enhanced on your device and then sent to a scanning service we run on Cloudflare Workers, which passes it to Cloudflare's Workers AI models to extract the amount, meter reading, volume, date, invoice number and pump name. The extracted values are shown to you for confirmation before anything is saved.
The bill photo is transmitted for that purpose alone. We do not use your bills or any other Company Data to train models of our own. Cloudflare's handling of the data is governed by its own terms, published at cloudflare.com/privacypolicy. We have not established how long Cloudflare itself retains an image after processing it beyond what that policy states; we keep no copy of our own.
The app can also be built to send the same photo to one of three additional text-recognition services when the Cloudflare reader cannot fill every field: Microsoft Azure AI Vision, or a self-hosted PaddleOCR or TrOCR server. These are switched on at build time and are off in the apps we publish: the version you install from the App Store or Google Play, and the web app, use Cloudflare alone. If we ever ship a build with one of them enabled, we will name it here before that build reaches you. Either way the rule is the same: the image is sent solely to read the receipt.
If you allow notifications, we store the push token your device or browser issues so we can send service reminders. Reminders go to admins and supervisors only; drivers are never sent them. The token identifies the app installation rather than you personally, and we use it for nothing else.
When an admin subscribes we record, against the company, the subscription status, the product purchased, the renewal date and Apple's transaction identifier. We never see or store your card number, and Apple does not give it to us.
The app contains no analytics SDK and no crash-reporting SDK. It does load its typeface, Inter, from Google Fonts the first time it needs it, which means Google Fonts sees your IP address and the fact that a font was requested, as it does for any site or app that uses it. Nothing about you or your company is sent with that request.
The infrastructure behind it (Google Firebase, Cloudinary, Cloudflare and Firebase Hosting) keeps its own operational logs, which typically include IP addresses, timestamps and request details, as any internet service does. Those logs sit with those providers under their own retention schedules, and we look at them only to investigate a fault or a security incident.
On the web app we use your browser's local storage to remember your session and preferences such as language. That is a functional requirement of staying signed in. We use no cookies or storage for advertising, profiling or cross-site tracking.
To be unambiguous, the app does not collect any of the following.
Each permission below is requested only when the feature needs it, and the app keeps working if you decline. You simply lose that feature.
| Permission | Why |
|---|---|
| Camera | Taking bill, voucher, vehicle and worker photos in the app. |
| Photo library (read) | Choosing an existing photo to attach. |
| Photo library (add) | Saving a generated report image to your Photos when you choose "Save as Photo". |
| Contacts | Filling a phone-number field from your device's contact picker. On Android this is the READ_CONTACTS permission, requested at the moment you tap the picker. |
| Notifications | Delivering service-due and overdue reminders. Android 13 and later prompt for this; on iPhone and in the browser the system prompts on first use. |
| Background app refresh and remote notifications (iPhone) | Letting a reminder arrive while the app is closed. |
| Receiving shared images (Android and iPhone) | Letting you share a payment screenshot into the app from another app. |
We do not use your data to build advertising profiles, and we do not use Company Data to train artificial-intelligence models of our own.
Where the GDPR, the UK GDPR or a comparable law applies to our processing, we rely on the bases below.
| Processing | Basis |
|---|---|
| Creating and running your account; providing the app to your company | Performance of a contract |
| Storing and processing Company Data | Carried out on the company's documented instructions under our contract with it. The company is responsible for identifying its own lawful basis. |
| Service reminders, security, fault investigation, abuse prevention, defending claims | Our legitimate interests in running and protecting a reliable service, balanced against your interests |
| Push notifications, camera, photo library and contacts access | Your consent, given through your operating system's own prompt and withdrawable in your device settings at any time |
| Retaining financial and tax-relevant records | Compliance with a legal obligation, where one applies |
Under India's Digital Personal Data Protection Act we process account data for the legitimate use of providing a service you have signed up for, and otherwise on the basis of consent. You can withdraw consent as described in section 13.
Company Data is visible to authorised members of that company and to nobody outside it. Server-side rules enforce this: a signed-in user's requests are scoped to their own company, and members of one company cannot read another's records. Within a company, what each member sees depends on their role, the permissions an admin grants them, and the sites and vehicles they are assigned to. Admins can see everything in their own company.
| Provider | What it does | What it receives |
|---|---|---|
| Google Firebase (Google LLC and affiliates) | Sign-in, the database, push delivery and web hosting | Account credentials, all Company Data, push tokens |
| Cloudinary | Storage and delivery of uploaded photos and documents | The files you attach |
| Cloudflare | Two services we run on Workers: fuel-bill reading (via Workers AI) and subscription verification | Fuel-bill images and the text read from them; a company identifier and an Apple transaction identifier |
| Google Fonts | Delivering the app's typeface | Your IP address and the font request, nothing more. See section 4.7 |
| Apple | Selling and renewing subscriptions, and delivering push on iPhone | Your purchase, under your Apple ID. Apple tells us only whether a subscription is live, what it is, and when it renews |
| GitHub | Runs the scheduled job that sends service reminders, using a Firebase service account | At run time the job reads vehicle status and member push tokens from the database |
Each provider acts on our instructions for these purposes and is bound by its own agreement with us.
When you export or share a report, PDF or image it leaves the app and goes wherever you send it: a messaging app, an email, your Photos library. From that point it is outside our control and outside this policy.
We may disclose information where the law requires it, where it is necessary to protect the rights, safety or property of us or our users, or in connection with a transfer of the app to a different operator, including a company later incorporated to run it. In that last case we will give notice inside the app before your data becomes subject to a different privacy policy.
We do not sell personal data, and we do not share it for cross-context behavioural advertising.
The measures we actually have in place:
Three limits are worth knowing rather than discovering, because you should hear them from us rather than find them later.
No service on the internet can be perfectly secure, and we make no claim otherwise. We cannot guarantee that data will never be accessed without authorisation, altered, disclosed or lost, and you send information to us at your own risk. If we become aware of a breach affecting your personal data we will notify you and the relevant authorities where the law requires it.
| What | How long |
|---|---|
| Company Data | For as long as the company keeps using the app, because the point of the app is a durable maintenance and payment history. A company can delete individual records at any time, subject to the role rules. When an admin asks for the whole company to be deleted, everything is kept intact for a further seven days so the request can be withdrawn — see section 13.3. |
| Member profile and login | For as long as the account exists. You can delete your own from Profile at any time, and it goes immediately. Admins can also remove a member from their company. |
| Audit trail | Kept for the life of the company account. Entries are deliberately immutable: a record of who changed what is worthless if it can be edited. |
| Push tokens | One per device. Signing out on a device removes that device's token; tokens for your other signed-in devices stay until you sign out on them. Each is replaced whenever the device issues a new one. |
| Subscription records | Kept while the subscription is live, and afterwards for as long as we need them for tax, accounting and dispute purposes. |
| Uploaded files | Held at Cloudinary for as long as the record they are attached to. Deleted from Cloudinary when that record's company is deleted, or on request. Because Cloudinary sits outside our database, that removal is a separate step we carry out by hand rather than something the deletion job does automatically; we complete it within the same 30 days. |
| Provider operational logs | Under each provider's own schedule, typically weeks rather than years. |
On a verified deletion request we delete the data described in section 13. Copies may persist in routine backups for a short period before being overwritten, and we will not restore deleted data from a backup except where the law requires it. We may retain the minimum needed to meet a legal obligation, resolve a dispute or enforce our agreements.
The database is hosted in Google's asia-south1 (Mumbai, India) region. Uploaded files are held by Cloudinary, and the bill-reading and subscription-verification services run on Cloudflare's global network. Both of those may process and store data outside India, including in the United States and the European Union. Apple processes subscriptions on its own global infrastructure.
Where personal data protected by the GDPR or UK GDPR is transferred outside those areas, we rely on the transfer mechanisms our providers make available, principally the European Commission's Standard Contractual Clauses and the UK Addendum. Ask us at the address in section 17 if you would like the detail.
Depending on where you live, you may have the right to:
Email udhay2009.uv@gmail.com from the mobile number or address associated with your account, or from an address we can match to it. We may ask for more information to confirm it is really you, because we would rather ask an extra question than hand your records to someone else. We will respond within 30 days, and will tell you if a request needs longer.
Open Profile and tap Delete my account. You confirm, re-enter your PIN, and your profile and your login are erased immediately. There is nothing to wait for and nothing to ask us for.
What this does not delete is the company's records, and the reason is worth stating. Company Data belongs to the company rather than to any one member, and other members depend on it, so the vehicles, services, payments and attendance you entered stay with your company after you go. Your name remains on the audit trail entries for changes you made, because a record of who changed what is worthless once it can be edited.
One case is blocked on purpose. If you are the only active admin, the app asks you to make someone else an admin first, or to delete the company instead. Otherwise your colleagues would be left with a company nobody can administer.
An admin can request this from Profile by tapping Delete company and typing the company name to confirm. The request is visible to every admin in the company, and any of them can cancel it while it is pending, so one admin cannot quietly erase everyone's work.
Nothing is deleted for seven days. A request schedules the erasure a week out and the app shows you the date. Throughout that week the company works exactly as it did before — nothing is hidden, locked or degraded — and cancelling the request ends the matter completely: nothing remains scheduled, and the company is only ever erased if somebody asks again, which starts a fresh seven days. We chose a waiting period rather than an instant purge because the mistake we most want to make impossible is the irreversible one made in a bad ten seconds.
On the seventh day the erasure runs automatically. From the moment it starts it can no longer be called off, because a company that is half-erased cannot be put back and an offer to cancel would be an empty one.
We then erase the company: every vehicle, service, fuel entry, booking, payment, voucher, attendance record, workforce record, audit entry and reference list, the company itself, and every member's profile and login.
Files attached to those records are held at Cloudinary rather than in the database, so removing them is a second, manual step: the deletion job lists every file it saw and we then delete those files from Cloudinary ourselves. We say this plainly rather than implying one automatic sweep, because the honest description is that a person has to finish the job. The database erasure happens on day seven; the files follow within 30 days of the request at the latest, and we confirm when both are done.
The erasure runs from our side rather than from a button on a device. The audit trail and driver assignment history are deliberately immutable so they cannot be rewritten from a phone, and we would rather not hand any single device the power to destroy a company's history instantly and irreversibly.
Deleting a company does not cancel an Apple subscription. Only you can do that, in your Apple ID settings. Cancel it before requesting deletion, or you will keep being charged for a company that no longer exists.
Write to udhay2009.uv@gmail.com and we will handle the deletion for you, subject to the verification in section 13.1, within 30 days.
If you are a worker, farmer or anyone else whose details a company recorded without you having a login, write to us and we will route your request to that company's admin and help them action it.
The legal bases we rely on are in section 8, our transfer mechanisms in section 12 and your rights in section 13. Where we act as a processor for a company, we process personal data only on that company's documented instructions.
In the twelve months before this policy's date we collected the categories of personal information described in section 4, for the purposes in section 7, from you and from your company's members. We disclose personal information to service providers for the business purposes listed in section 9.2. We have not sold or shared personal information for cross-context behavioural advertising, and we do not do so now. We do not knowingly collect or sell the personal information of minors: California's threshold for the sale and sharing provisions is 16, and our own rule, in section 15, is stricter still at 18. To exercise a California right of access, correction, deletion, or the right not to be discriminated against, use the contact route in section 13.1. An authorised agent may act for you on presenting written permission we can verify.
We process personal data under the Digital Personal Data Protection Act, 2023. You may access, correct, complete, update and erase your personal data, nominate someone to exercise your rights if you die or become incapacitated, and raise a grievance with us before approaching the Data Protection Board.
The app is run by one person, so grievances come to that person directly. Udhayveer Singh, who operates Baler Management, is the Grievance Officer for the purposes of the Act. There is no compliance department to route you through. Send any grievance to udhay2009.uv@gmail.com, and it will be acknowledged and answered within 30 days.
Baler Management is a business tool. It is not directed at children and we do not knowingly collect personal data from anyone under 18. If you believe a child's data has reached us, write to udhay2009.uv@gmail.com and we will delete it. Companies must not enter records about children into the app.
We will update this policy as the app changes, and the date at the top always reflects the current version. If a change materially affects how we handle your personal data we will notify admins inside the app before it takes effect and, where the law requires it, ask for your consent. Continuing to use the app after a change takes effect means you accept the updated policy.
Udhayveer Singh, trading as FleetHQ
India
udhay2009.uv@gmail.com
Email is the way to reach us and the fastest route to a person. There is no registered office, because the app is operated by an individual rather than a company. If you need a postal address for a legal or regulatory purpose, ask at the address above and we will provide one.