Privacy Policy

1. About this policy

1.1 This policy explains how TrakkHQ (ABN to be confirmed) ("TrakkHQ") handles personal information.
1.2 TrakkHQ is used by transport businesses ("Customers"). For information a Customer puts into TrakkHQ about its own drivers, staff and customers, the Customer decides why and how it is used, and we handle it on the Customer's behalf. Questions about that information are best directed to the Customer first.

2. What we collect

• Account details: names, emails, mobile numbers, roles, and hashed passwords or PINs of users.
• Business and billing details: company name, ABN, billing contact. Card details are collected and held by Stripe; we only see the card brand, last 4 digits and expiry.
• Operational data: jobs, pickup and delivery addresses, customer contacts, vehicle registrations, timesheets, pre-start check answers, photos and proof-of-delivery images, signatures.
• Location data: GPS positions of vehicles from trackers, and of drivers' phones while the driver app is in use during work.
• Emails: if the AI email booking module is on, the booking emails the Customer forwards or connects.
• Technical data: log-in times, IP address, device and browser type, error logs.

3. How we use it

• To provide TrakkHQ: scheduling, tracking, notifications, invoicing, reports.
• To bill Customers and keep tax records.
• To keep the service secure, fix problems and provide support.
• To tell Customers about changes to the service. We do not sell personal information and do not send marketing to drivers or our Customers' customers.

4. Who we share it with

We use service providers to run TrakkHQ, under contracts that limit their use of the data:

• Stripe (payments), our hosting provider (servers and backups), Google (maps, routing, and email where connected), our AI providers (reading booking emails, answering questions), the Customer's own accounting software (for example Xero) when the Customer connects it, and messaging providers for SMS, WhatsApp or Telegram notifications the Customer turns on.
• Some of these providers may store data outside Australia, including in the United States.
• We disclose information where the law requires it.

5. Location tracking

5.1 Vehicle trackers report location while the vehicle is powered. The driver app reports location only while a driver is clocked on or on a job.
5.2 Customers must tell their workers about tracking as workplace surveillance laws require. See the Terms of Service.

6. Security and retention

6.1 We protect data with access controls, hashed passwords and PINs, encrypted connections, encrypted backups, and per-company separation of data.
6.2 We keep a Customer's data while its account is active and for 90 days after it ends, then delete it, except where the law requires longer retention.
6.3 If a data breach is likely to cause serious harm, we will notify affected people and the OAIC under the Notifiable Data Breaches scheme.

7. Access, correction and complaints

7.1 You can ask for access to, or correction of, personal information we hold about you by contacting us through trakkhq.com. We will respond within 30 days.
7.2 If you have a complaint, contact us through trakkhq.com. If you aren't satisfied with our answer, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

8. Changes

We may update this policy and will show the date of the latest version at the top.