Privacy policy

Who we are

TrackRoute is delivery management software: a web console for logistics companies and a mobile app for their drivers. This policy covers our website, the web console and the mobile driver app (together, the service). We operate the service, and we decide how the account, billing and technical data described below is handled. For the operational data a customer company enters, including where its drivers are, that company decides what is collected and why, and we act on its instructions. Write to [email protected] with any question about this policy, or about the data we hold on you.

What we collect

We collect only what the service needs to run:

• Account details, such as your name, work email, phone number and login credentials.
• Company data you enter about your business, such as offices, clients, vehicles, orders and shipments.
• Contact details and documents you enter for your drivers and clients.
• Precise driver location during a driver's scheduled working hours and throughout an active delivery, including when the app is closed or not in use, so dispatch can assign, track and prove deliveries.
• Technical data such as IP address, browser or device type and service logs.
• Billing data such as company name, billing address and plan. Card numbers go directly to our payment processor and never reach our servers.

How we use it

We use this data to:

• Operate the service: planning, dispatch, tracking, proof of delivery and notifications.
• Bill subscriptions and process payments through our payment provider.
• Answer your support requests.
• Keep the service secure, prevent abuse and diagnose problems.
• Meet the legal obligations that apply to us.
• Send service messages such as invoices and security notices. We do not send marketing email unless you asked for it.

Why we are allowed to use it

Where the law asks us to name a reason for using personal data, these are ours:

• To do what we agreed: give you an account, run the service and bill your subscription.
• Our legitimate interests: keeping the service secure, preventing abuse, diagnosing faults and understanding which parts of the product need work.
• To meet a legal obligation, such as keeping billing and tax records, or answering a valid request from an authority.
• If your employer put you on the service, that company decides what is collected about you and why. It answers for that decision and names its own reason for it, and we act on its instructions.

What we never do

We do not sell personal data, we do not run advertising and we do not build advertising profiles. The operational data your company enters stays yours.

Cookies and what we store on your device

We use very few cookies, and none of them follow you around:

• A sign-in cookie, so the console knows who you are as you move between pages. Delete it and you are signed out.
• Two preference cookies that remember the language you picked and whether the sidebar is open.
• That is the entire list. There is no analytics cookie, no advertising cookie and no advertising or profiling tracker on our site or in our apps, which is why you are never asked to accept cookies here.

Who we share with

Nobody else sees your data, apart from the companies below that help us run the service. Each of them processes it only on our instructions, only for the job named, and may not use it for anything of their own. Beyond that circle we share data only when the law requires it.

• Hosting and storage: Hetzner runs our servers, and Cloudflare carries the traffic and stores uploaded photos and documents.
• Email: Resend delivers invitations, invoices, security notices and password resets.
• Payments: Polar takes card details directly and runs the subscription. Card numbers never reach our servers.
• Maps and routing: Google receives delivery addresses and returns routes and travel times for them.
• Push notifications: Expo delivers alerts to the driver app.
• Error monitoring: Better Stack receives technical error reports so we can find and fix faults.
• The law: when a valid request from an authority requires it, or to establish or defend a legal claim.

About driver location

A few specifics about driver location:

• It is collected during a driver's scheduled working hours and throughout an active delivery, including when the app is closed or not in use. It stops when the driver is off duty with no delivery in progress.
• Your company decides who inside the console can see location history.
• Location history stays with your company. It is kept indefinitely, with no scheduled deletion and no expiry, and closing an individual account does not delete it, because it is the record used to settle delivery disputes, review driver safety and analyse past routes. The company that owns these records can ask us to delete them, and we act on that request.
• If you invite drivers, you are responsible for telling them that location is collected while they are on duty.

How long we keep it

Different records have different lifetimes:

• Account details last as long as the account. Deleting it removes your sign-in and your contact details straight away.
• Orders, shipments, proof-of-delivery photos and delivery timestamps stay with the customer company as its business record, for as long as that company keeps them.
• Location history is kept indefinitely, with no scheduled deletion. The company that owns it can ask us to delete it, and we act on that request.
• Billing and tax records are kept for as long as the law requires us to keep them.
• Service logs and error reports are kept only as long as we need them to keep the service secure and diagnose faults, then they are discarded.

Where your data is processed

Your data is stored on the servers of the hosting provider named above. Some of the other providers are based outside the European Economic Area, mostly in the United States, so some data reaches them there. Where that happens, our contract with that provider relies on the European Commission's standard contractual clauses or another safeguard the law allows. Ask [email protected] if you want to know where a particular provider processes data.

Your rights

Wherever you are, you can ask us for any of this, free of charge, and we answer within 30 days:

• Your company owns the data it enters, and we never claim it.
• See what personal data we hold about you, and get a copy of it.
• Correct it if it is wrong, or fill it in if something is missing.
• Export your data in a portable format. Write to [email protected] at any time.
• Delete your account yourself at any time, from Settings on the web or from your profile in the driver app. Your sign-in is removed straight away. The delivery records you created stay with your company as their business record, including the location history recorded while you were on duty, and we keep billing and tax records for as long as the law requires us to keep them.
• Object to a use that rests on our legitimate interests, or ask us to pause it while we look into your objection.
• Complain to the data protection authority in your country if you think we have got this wrong. We would rather hear it first at [email protected], so we can put it right.

Security

Data travels encrypted, access is limited to what each team member needs, and we monitor the service for abuse. No system is perfectly secure: if something goes wrong, we tell affected customers promptly and explain what happened.

Children

TrackRoute is a tool for businesses. It is not directed at anyone under 18 and we do not knowingly collect their personal data.

Changes and contact

We may update this policy as the product changes. The date at the top of this page says when we last did, and the current version always lives here. If a change materially affects you, we tell you by email before it takes effect. Questions go to [email protected]: a human answers within one business day.