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GDPR Privacy Policy

Background

The company Routastic enables companies who deliver their own products using their own delivery service to optimise those deliveries.

Routastic
13 Priory Court
Stanford Avenue
Brighton BN1 6AB
United Kingdom

The purposes of this privacy policy are to explain what data is collected, how long it is held and how it can be deleted.

What personal information will be collected?

The categories of data that will be collected are:

  1. Contact details of the company using the service, name, contact name, email, phone number.

  2. Addresses of the companies depots where products are stored and loaded into the fleet.

  3. Name, mobile phone numbers and/or emails of company personnel delivering products.

  4. Details of the company delivery fleet.

  5. List of company products id and description.

  6. Orders with client name, order_name, email, phone number, address and latitude/longitude.

  7. Orders products including amount purchased and sku.

How will the information be collected?

The data and information will be collected both directly and indirectly through/by the following:

  1. Information 1, 2, 3, 4 will be entered by the company admin during the setup of the service.

  2. 5, 6, 7 will be loaded either from spreadsheets or via the remote service api (e.g. Shopify) on the instigation of the company admin.

How will the information be used (including shared/disclosed)?

We collect this data for the following reasons:

  1. So we can contact the company in the event of problems, changes, notices and updates.

  2. Send delivery routes and information to the staff delivering the products.

  3. To do the routing we need to know the locations for product pick up and where orders are to be delivered.

  4. Details of the delivery fleet are needed to work out how long delivery will take and what products can be carried.

  5. Delivery routes with addresses, other contact details and product lists are sent to the delivery personnel as a link in either email of as a text message. The link is unique to the person and the delivery route.

  6. Reports on the total products being delivered, products and orders for each deliverer can be generated as pdf and printed out.

  7. During route optimisation data is sent to Graphhoper GmbH via their api. The main identifiable data such as deliverers capabilities and products are tokenised so cannot be read. The data in the clear is latitude and longitude of start, end and delivery points of delivery together with times for start, end and break. Here is their privacy statement.

  8. If the latitude and longitude has not been supplied for the delivery address Google geocode api is used to find them at the users discretion.

How will the data be stored and secured (including security practices)?

Data submitted by the client will be stored in the following ways:-

  1. A MariaDB sql database is used to store the majority of the data with the client customer information such as email, phone number, address and lat/long information encrypted using two way encryption.

  2. Map data to be displayed to delivery personnel is stored in a file which is not stored in a public directory.

Changes to and retention of the data

  1. Routing data is stored for a maximum of 14 days to allow fault finding and other bug fixing activities.

  2. Temporary files such as the routing display files are stored for up to two days.

  3. Customers can change deliverer and other data needed for product delivery.

  4. Customers can delete their generated delivery routes at any time.

  5. On request all customer data can be removed within 7 days.

User’s rights including the right to object or withdrawal of consent

  1. All the data that the customer has entered can be removed at any time on request.

Opting out of communications

  1. The contact information supplied by the user is only used for processes involving the use of the site and not for marketing of any kind.

Right of complaint

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: www.ico.org.uk.

Information regarding international data transfer

All information is stored in servers in Germany.

Cookie policy

The only cookies used are memory resident and are needed to maintain state. These cookies will vanish on closing the browser.

Changes to the notice/policy

We reserve the right to make changes to this notice/template at any time to reflect updates to the law or changes to our data collection and security practices. We recommend that you review it regularly for your own knowledge and benefit.