Privacy Policy

Optrix TMS ("we", "our", "us") provides a cloud transportation management system at optrixtms.com, workspaces at yourcompany.optrixtms.com, and the Optrix Driver Android app. This policy explains what personal information we handle, why, who we share it with, and the choices and rights people have.

1. Who is responsible for the data

• Our customers' data. Each company that uses Optrix TMS (a "workspace") decides what it enters: its customers, carriers, drivers, shipments and documents. For that data the company is the controller, and we act as its processor. We handle it only to run the service for them, under their instructions. If you are a driver, carrier contact or customer of an Optrix TMS user, please contact that company first about your data. We will help them respond.
• Our own data. For account sign-ups, billing, our website and support, we are the controller.

2. Information we collect

• Account data: name, email address, phone number, company name, country, the workspace address, and an encrypted password (we never see it in plain text).
• Workspace data: what a company enters, such as orders, shipments, loads, invoices, contacts, locations, carriers, vehicles and drivers (name, phone, licence number and expiry, pay rate). This includes documents uploaded to the workspace.
• Driver location (GPS). When a driver uses the Optrix Driver app, the app records the phone's location only while a trip is in progress: from the moment the driver taps Start trip until the delivery is completed. A notification on the phone shows when location is being shared. Location is not collected before a trip starts, after delivery, or when the driver is signed out. Each position includes latitude, longitude, accuracy, speed and time.
• Proof of delivery: the recipient's name, a delivery photo and/or an on-screen signature, delivery notes, and the location and time of delivery.
• Device and notification data: for the driver app, the device model and a push-notification token. For browsers where a user turns on desktop notifications, a browser push address.
• Billing data: plan, payment status and transaction references. Card and bank details are entered with our payment processor (Razorpay), and we never receive or store them.
• Technical and security data: IP address, browser and device type, pages and actions in the service, sign-in times, and error reports. These are used to keep the service secure and working.
• Communications: emails you send us, and records of the automated emails the service sends (for example shipment updates sent to a workspace's customers).

3. How we use information

• To provide the service: dispatching loads, live tracking for the workspace and for customers it shares a tracking link with, proof of delivery, invoicing, driver pay, reports (including IFTA fuel-tax reports built from GPS distances), notifications and email.
• To create and secure accounts, including confirming email addresses at sign-up and preventing abuse.
• To process subscriptions and payments.
• To provide support, send service and account messages, and tell you about important changes.
• To monitor performance, fix errors, and keep the platform secure.
• To meet legal obligations, such as tax and accounting records for our own invoices.

We do not sell personal information. We do not use workspace data, including driver locations, for advertising, and we do not use it for any purpose other than running and securing the service.

4. Legal bases (UK, EEA and similar laws)

Where these laws apply, we rely on: contract (to provide the service you or your employer signed up for), legitimate interests (security, fraud prevention, improving the service), legal obligation (tax and accounting), and consent where it is required, for example the location and notification permissions you grant on your phone or browser. You can withdraw these at any time in the device settings. For driver data, the workspace company is responsible for having a lawful basis to track its drivers during work trips and for informing them.

5. Who we share information with

Only with the service providers needed to run Optrix TMS, each under its own data protection terms:

• Hosting provider: the servers that run the application, databases and backups.
• Cloudflare: DNS, network security and SSL.
• Resend (with Amazon Web Services): email delivery. A workspace may instead send email through its own provider.
• Google Firebase Cloud Messaging: push notifications to the driver app.
• Browser push services (Google, Mozilla, Microsoft, Apple): desktop notifications. These services receive only an empty "check now" signal, never the notification's contents.
• Razorpay: subscription payments.
• OpenStreetMap tile servers: map images on tracking maps. Your browser requests the map tiles for the area shown.

Within a workspace, information is visible to that company's users according to the roles the company sets. Customers who receive a tracking link see only the shipment's status, route cities, and live position while it is moving. They never see prices, internal notes or driver details. We may disclose information if required by law or to protect the rights and safety of our users or the public.

6. International transfers

Our servers and some providers may process data outside your country. Where the law requires it, we rely on appropriate safeguards such as the providers' standard contractual clauses.

7. How long we keep information

• Workspace data (including GPS trails and proof of delivery) is kept while the workspace is active, so the company can use its history, reports and audits. Workspace admins can delete records they no longer need.
• If a workspace is closed, its data is kept for 30 days so it can be recovered or exported, then permanently deleted.
• Backups are kept for up to 7 days and then overwritten.
• Unconfirmed sign-ups are deleted after 24 hours.
• Technical logs are kept for a limited period for security and troubleshooting.
• Billing records are kept as long as tax law requires.

8. Your rights and choices

Depending on where you live (for example the UK and EEA under GDPR, California under the CCPA/CPRA, Canada under PIPEDA, and India under the DPDP Act), you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict some uses, and to complain to your data protection authority.

• Drivers: you can stop location sharing at any time by not starting a trip, completing the delivery, signing out, or turning off the location permission in your phone's settings. Ask your employer or the carrier you work with about data in their workspace.
• Notifications: you can turn off push and desktop notifications in your phone or browser settings, or in your notification settings in Optrix TMS.
• To exercise a right, email [email protected]. We will respond within the time the law requires, and we may need to confirm your identity first.

9. Cookies

We use only cookies that are needed to run the service: keeping you signed in and protecting forms against forgery. We do not use advertising or cross-site tracking cookies. To understand how our public website and demo workspace are used, we count page views without cookies: we record the page, the country, the referring website and the device type, and identify repeat visits by a one-way code made from the IP address and browser, which cannot be turned back into the IP address. These statistics are kept for up to 13 months and are never collected inside customer workspaces.

10. Security

We protect data with HTTPS encryption, a separate database for every company, hashed passwords and app tokens, encrypted storage of sensitive settings, access controls, and daily encrypted backups kept in a second location. No system is perfectly secure; if a breach affects your personal information, we will notify you and the authorities as the law requires. See our Security page.

11. Children

Optrix TMS is a business service and is not intended for anyone under 18.

12. Changes to this policy

We may update this policy as the service changes. We will update the date above and, for significant changes, notify workspace admins by email before they take effect.

13. Contact

Questions or requests about privacy: [email protected]