Industries
Vehicle Fleet Management
For fleet leasing, logistics and service fleets: IT infrastructure that brings telematics data, contracts and field teams under one roof.
In a fleet there is plenty of data and little order
In a fleet management company data arrives from everywhere: location and fuel data from the telematics system, maintenance records from garages, contracts and addenda from customers, handover forms and damage photos from the field. In most companies each of these sits somewhere else, and producing a complete history for one vehicle takes hours.
Our IT support for fleet management companies starts by tidying that up: we define where each kind of data is kept, who can reach it and how it is backed up, and then automate the work that repeats.
IT support for fleet management companies; telematics and fleet software infrastructure, mobile working for field teams, contract and maintenance archives, data protection compliance and reporting automation.
Sound familiar?
The six problems we see most often in fleet companies
If even two of these sound familiar, the risk of losing data and time is greater than you think.
Vehicle history in pieces
Maintenance in a garage file, the contract in accounting, the damage photo on someone’s phone. Pulling together one vehicle’s history takes half a day.
Telematics and the office disconnected
Data from the fleet software is retyped into reports; the same figure is entered several times and the numbers stop agreeing.
Contract and addendum archive in disarray
Leasing contracts, insurance policies and inspection documents pile up in a shared folder, and no one owns the job of tracking their expiry.
Field teams working on personal devices
Handover forms and damage photos arrive from personal phones over messaging apps, with no record and no oversight.
Location data not addressed under data protection law
Telematics data can be linked to a driver, which makes it personal data; the notice, retention period and access rights are undefined in most companies.
Reports produced by hand
The monthly fleet report for the customer is built by hand, the same way every month: slow, and open to error.
Scope
What our IT support for fleet management companies covers
Fleet and telematics software infrastructure
We manage the server, database backup and user access for your fleet software, and deal with the software vendor on your behalf.
Vehicle and contract archive
We bring contracts, addenda, policies, inspection and maintenance documents into a permissioned, searchable archive, organised by vehicle.
Tracking dates and obligations
Automatic reminders for insurance, inspection, maintenance and contract end dates, sent to the owner and the manager in advance.
Mobile working for field teams
Handover forms, damage reports and photos captured through corporate apps; on a lost device, only the corporate data is wiped remotely.
Reporting automation
Monthly customer reports and cost and usage summaries produced by software robots from the fleet software and spreadsheets.
Location data and compliance
Together with the law firm: driver privacy notices, retention periods and access rights. We put the technical measures in place.
Regulation
What to watch in fleet data
IT decisions in fleet management are made alongside several rules. The points below describe the Turkish framework and are for information only.
Location data is personal data
Telematics data falls under Turkish data protection law (KVKK) to the extent it can be linked to a driver; the purpose, legal basis and retention period must be in writing.
Informing drivers
Drivers must be told clearly that the vehicles carry a tracking system, what data is collected and how long it is kept.
Monitoring outside working hours
Monitoring outside working hours and during private use needs separate assessment against the principle of proportionality.
Cameras and event recorders
In-vehicle cameras and event recorders create additional duties; the storage of and access to recordings must follow separate rules.
Sharing data
Sharing location and usage data with the customer, the insurer or the software provider must rest on a contract and on the privacy notice.
Data breach notification
For a breach involving fleet or driver data, the 72-hour notification process: we define the detection, assessment and technical investigation steps in advance.
This section is for information only and does not constitute legal advice. We take the legal assessment together with our partner law firm.
Artificial intelligence
Using AI the right way in this industry
In a fleet, AI does not take the place of a decision; it makes the data readable and speeds up the writing.
Where AI helps
- Drafts of monthly fleet reports and management summaries
- Classifying service and damage records, and summarising recurring fault patterns
- Searching clauses in contracts and policies; closed assistants that search in-house procedures quickly
- Prioritising customer correspondence and drafting first replies
Legal responsibility and risks
- Scoring and assessment of driver behaviour that results in an automated decision on its own gives the driver a right to object under KVKK.
- Entering data containing location, number plates or driver details into open AI tools risks a personal data breach.
- Maintenance and damage predictions can be persuasive; the technical decision belongs to the authorised garage and the responsible person.
- No figure produced by AI should go into a customer report without being checked against the source data.
Using AI does not remove legal responsibility: Turkish data protection law (KVKK), confidentiality duties, intellectual property and sector regulations all still apply. These points are for information only; we carry out the legal assessment together with our partner law firm. See AI Integrations for details.
How we work
A predictable process in four steps
We follow the same method on every project, so you know from the start what is being done, when and why.
01
Discovery
We review your current setup, needs and risks, on site or remotely.
02
Planning
We present a clear roadmap covering priorities, scope and timeline.
03
Implementation
We complete the transition without disrupting your work, documenting every step.
04
Ongoing management
We keep improving through monitoring, reporting and regular reviews.
Frequently asked questions
Vehicle Fleet Management: frequently asked questions
We already have telematics software. Do we have to change it?
No. We work independently of the software: we manage its server, backup, access and integrations, while the vendor continues to support the application itself.
Do we have to store the tracking data ourselves?
We decide together where the data lives. What matters is not the location but that the retention period, the access rights and the backup are defined.
How large does a fleet have to be before you work with it?
We scale the scope to the size. In small fleets we usually start with the archive, date tracking and backup; as you grow, integration and reporting automation follow.
Can you automate the monthly customer reports?
Yes. If the data comes from a consistent source, collecting, calculating and distributing the report can be automated with software robots; it is usually the first automation we put live.
Can drivers keep using their personal phones?
Yes, provided the corporate data is kept separate. We manage only the corporate apps on the personal device, so that only that data is wiped if it is lost.
Get a free IT and security assessment
We review your current setup and send you a short report showing the risks and priorities. We work on site and remotely, across Turkey and abroad; we respond to your request within one business day.