Privacy Policy

This Privacy Policy has been drawn up in accordance with the requirements of the GDPR and contains an agreement between You and Us regarding the processing and protection of Your personal data and is an integral part of the User Agreement.

1 Scope, Categories, and Data Sources

1.1. We may have the following information about you:

- information provided by you when registering an account and subsequent updating of registration data (last name, first name, patronymic, email addresses, phone numbers, addresses (physical and/or legal), and other data related to you and/or your activities);

- information provided by you in the course of your use of the Site and/or Services (including by placing information related to customers, drivers, loads, trips, invoices, settlements, and many more, contact & support forms, etc.);

- data automatically obtained as a result of your use of the Site and/or Services (date and time of registration of the account, dates and times of visits to the Site, data on the use of the Site: pages viewed, clicks on links, search queries, etc., data on technologies used by you to access the Site: your Internet service provider, IP address, characteristics and settings of electronic devices and software used to access the Site).

1.2 Mobile Application Data Collection

When you use the Trucking365 TMS Driver APP mobile application, we may collect additional information including:

Location Data:

- real-time location data when you enable location tracking in the mobile app

- foreground location data when the app is open and in use

- background location data when you have enabled location tracking, even when the app is closed or not in use

- location data includes GPS coordinates, timestamp, and reverse-geocoded location name (city, region, country)

Device Information:

- device type, model, and operating system version

- unique device identifiers

- mobile network information

App Usage Data:

- app features accessed

- trip status updates

- document uploads and photo captures

- push notification preferences and interactions

Permissions Data:

- camera access (for document and proof-of-delivery photos)

- photo library access (for uploading images)

- notification permissions

- location services permissions (foreground and background)

2 Cookies and Similar Technologies

Cookies are small text files placed on a storage device and read by a web server in the domain in which they were created. This data uniquely identifies your computer but may contain other information. Cookies and similar technologies allow us to store login parameters, study user actions, and analyze traffic to individual pages of the Site/Services. We treat data collected through cookies and other technologies as non-personal information.

3 The Purposes of Processing and the Procedure for Using Your Personal Data

3.1 We may use your data for the following purposes:

- ensuring the proper provision of the Services;

- assessment of the interest of Users in our Services, informing about new Services and updates to the Site;

- resolution of various kinds of non-standard situations;

- the creation of an information infrastructure to ensure the security of your activities on the Site;

- other purposes, about which we will additionally inform you, requesting your consent.

3.2 You agree to the storage and processing of Your personal data by Us during the entire period of existence of Your account, as well as within 1 (one) year after the specified period.

3.3 Location Data Usage

Why We Collect Location Data:

We collect and process your location data for the following specific purposes:

- Dispatch Coordination: To provide your real-time location to dispatch staff for efficient route planning and load coordination

- Trip Management: To track trip progress and provide accurate estimated arrival times

- Safety and Security: To assist in emergency situations and driver safety monitoring

- Compliance: To maintain accurate driver logs and meet regulatory requirements

- Service Improvement: To analyze route efficiency and improve service delivery

When Location Data is Collected:

- location tracking only occurs when you explicitly enable the "Location Tracking" toggle in the mobile app settings

- when enabled, location data is collected every 20 minutes while you have active trips (trip status 1-5)

- location tracking continues in the background even when the app is closed, as long as:

• the location tracking toggle remains enabled
• you have one or more active trips
• location permissions are granted

Who Has Access to Your Location:

- authorized dispatch personnel and operations staff at Trucking365 TMS

- fleet managers and administrators associated with your account

- your location data is not sold to third parties or used for advertising purposes

All internal personnel and any external parties who are granted access to your location or personal data are contractually required to uphold the same level of data protection as described in this Privacy Policy and as mandated by applicable law, including the GDPR.

Access is granted strictly on a need-to-know basis and is subject to enforceable confidentiality obligations.

Location Data Retention:

- active location data is retained for the duration of each trip plus 90 days for operational records

- historical location data is aggregated and anonymized after 1 year

- you may request deletion of your location history at any time by contacting info@trucking365.io

Your Control Over Location Tracking:

- you can enable or disable location tracking at any time via the in-app toggle in Profile settings

- disabling location tracking will stop all location data collection immediately

- you can manage location permissions through your device's system settings (Settings → Trucking365 → Location)

- a persistent notification will appear whenever location tracking is active to ensure transparency

4 Safety

4.1 We take technical, software, and organizational measures to protect your confidential information from unauthorized actions of third parties. From Our side, access to your personal data is available to a limited number of employees and authorized persons who need this information to process data on our behalf and for the purposes expressly provided for in this Privacy Policy. All of them undertake confidentiality obligations and in case of violation of the mentioned obligations will be subject, as applicable, to disciplinary, civil, administrative, and/or criminal liability.

4.2 Access to your confidential information can also be carried out through the usual authorization system using your login and password. If You neglect to independently ensure the security of Your account, third parties may gain unauthorized access to Your information, for which We are in no way responsible.

5 Access to Personal Data and Their Modification/Deletion

5.1. The user can at any time request access to his personal data that we process, their modification or deletion. To view and/or change your personal data, obtain information about how long the Site intends to store your personal data, or request information from us about whether we store and process any of your personal data on behalf of a third party, and also for other questions related to access to personal data, please contact e-mail. mail: info@trucking365.io

5.2. Account Deletion and Data Retention

Requesting Account Deletion:

You have the right to request complete deletion of your TMS account or Driver account and associated data at any time. To delete your Driver account:

1. Open the Trucking365 mobile app

2. Navigate to Profile → Delete Account

3. Follow the confirmation prompts

4. Your account will be permanently deleted

To delete your TMS account, you may request by emailing info@trucking365.io

What Happens When You Delete Your Account:

- your account access is immediately revoked

- all personal data associated with your account is permanently deleted within 30 days

- trip records, messages, and location history are deleted

- uploaded documents and photos are removed from our servers

- your account cannot be recovered after deletion

Data Retention After Deletion:

- for legal and regulatory compliance, we may retain data that cannot identify you

- financial records required for tax and accounting purposes may be retained for up to 7 years as required by law

- we do not retain any personally identifiable information beyond the 30-day deletion period unless legally required

6 Dissemination of Information by You

6.1 You understand and agree that when you provide information by you when registering an Account on the Site and within the Services (in particular, but not exclusively when placing information related to customers, drivers, loads, trips, invoices, settlements, and many more), some personal data (in particular, but not exclusively, names, addresses, telephone numbers, identifiers in messaging systems, etc.) are thereby legitimately distributed (transferred) to an unlimited circle of persons.

6.2 You acknowledge that the very essence of Our Site and Services provides for the main purpose of dissemination and exchange of various kinds of information, some of which falls under the definition of personal data; and that, accordingly, your registration of an Account on the Site and your use of the Services implies the dissemination of information primarily by you and in your interests, for which we provide a software and hardware platform.

6.3 Subject to the foregoing, you hereby represent and warrant your full consent - and where applicable, the duly informed consent of the relevant personal data subjects - to the public distribution of data described above, and in addition, taking into account the very essence of the Services and the public nature of the distribution data, confirm the understanding of the objective absence of the need, as well as the practical impossibility, of additional special notices from Us about the transfer of personal data described above to third parties.

7 Information Dissemination by Us

7.1 We may provide third parties with access to your personal data only in the following cases:

- with your express consent. For all cases not expressly provided for in the User Agreement, we will separately request your consent.

- within the framework of ensuring the security of all Users and the transparency of the use of the Site by all Users. We reserve the right to further implement such functions as they are reasonably necessary, exclusively with respect to all Users at the same time, with mandatory consultations with the widest possible number of Users of the Site.

- for external processing under Our control. We may grant access to our contractors, and trusted persons to process data solely for the purposes specified in this Privacy Policy, subject to such persons complying with confidentiality obligations and all necessary security requirements, under Our control.

- to comply with the rule of law and public order. We may provide access to information about you if we have reasonable grounds to believe in good faith that such use of information is reasonably necessary to: comply with legal requirements, orders of judicial or other government authorities that can be enforced; and/or detect, preventing and/or taking other measures against fraud, other unlawful and/or dishonest actions that pose a danger to the interests of Users, Trucking365.io and/or public order.

8 How We Use Collected Data

8.1 Through the data we collect, we can provide, maintain, protect, and develop existing Services and create new ones, as well as ensure the safety of the Site and Users.

8.2 The public data of your account and other data associated with it may be available to other Users of the Site and may be used by them for various purposes, including advertising.

8.3 From time to time, we send Users e-mail notifications about upcoming changes or improvements in the operation of the Site/Services, etc.

8.4 If we need to use your data for purposes not mentioned in this privacy policy, we always ask for prior consent to do so.

9 Transfer of Information

9.1 We share the information you provide as follows:

We may use third parties who may work with us to maintain the Site or Services, and such third parties may have access to the information you provide. Such third parties are required to protect this information and must not use this information for any purpose other than to perform the services they perform for us in the manner described in their privacy policy.

10 Changes to the Privacy Policy

10.1 This Privacy Policy may be subject to revision and updates. We will not fundamentally restrict your rights without your consent. Any changes to this Privacy Policy will be published on this page, and the User undertakes to independently follow the updates.

11 Children's Privacy

The Trucking365 Services are not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. The mobile application is designed exclusively for professional commercial drivers who are legally authorized to operate commercial vehicles.

If we become aware that we have collected personal information from a child under 18, we will take immediate steps to delete that information. If you believe we have collected information from a minor, please contact us at info@trucking365.io

12 Mobile Application Permissions

The Trucking365 TMS Driver App mobile application may request the following permissions:

Location Services (Required for Location Tracking Feature):

- "Allow While Using App" - Collects location only when app is open

- "Allow Always" - Enables background location tracking when feature is enabled

- you can change this permission at any time in your device settings

- location tracking can be disabled within the app even if permission is granted

Camera (Required for Document Uploads):

- used to capture photos of bills of lading, proof of delivery, and trip-related documents

- photos are uploaded to your trip records

- permission can be revoked in device settings

Photo Library (Optional):

- used to select existing photos from your device for document uploads

- we do not access your photo library without explicit permission for each upload

Notifications (Optional):

- used to send trip updates, message notifications, and location tracking status alerts

- you can manage notification preferences in the app and device settings

Storage (Required on Android):

- used to temporarily cache photos before upload

- required for document and proof-of-delivery features

You can review and modify all permissions at any time through your device's system settings.

13 Your Privacy Rights

Depending on your location, you may have additional rights under privacy laws such as GDPR (European Union), CCPA (California), or other applicable regulations:

Right to Access: Request a copy of all personal data we hold about you

Right to Correction: Request correction of inaccurate or incomplete data

Right to Deletion: Request deletion of your personal data (subject to legal retention requirements)

Right to Data Portability: Request your data in a machine-readable format

Right to Restrict Processing: Request limitation on how we use your data

Right to Object: Object to certain types of data processing

Right to Withdraw Consent: Withdraw consent for data processing at any time (such as disabling location tracking)

To exercise any of these rights, please contact us at info@trucking365.io. We will respond to your request within 30 days.

14 Data Security

We implement industry-standard security measures to protect your data:

- Encryption: All data transmitted between the mobile app and our servers is encrypted using TLS/SSL

- Secure Storage: Authentication tokens are stored securely using device-level encryption (iOS Keychain, Android Keystore)

- Access Controls: Location data and personal information are accessible only to authorized personnel

- Regular Audits: We conduct regular security assessments and updates

However, no method of electronic transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.