Privacy Notice

What this system stores about you

Your name, email address, mobile number, staff ID, role and account status. If you are a driver, it also stores the trips assigned to you, the status updates you make, and any petty cash claims, leave applications and expense reimbursements you submit, including documents you attach to them.

Sign-in records

Successful and failed sign-in attempts are recorded with a timestamp, your IP address and your browser’s user-agent string. This is used to protect accounts against brute-force attempts and to let an administrator investigate access problems. Passwords are stored only as a bcrypt hash and are never recorded in these logs.

Who can see it

Administrators can see and edit all accounts. Directors can view the user roster and approve claims and leave, but cannot change accounts. Drivers see only their own record and their own trips and submissions.

Sharing

Approved payroll and finance records are intended to be pushed to Richland Group’s AutoCount accounting and payroll system. Trip status notifications are intended to be sent to customers over WhatsApp. Both integrations are not yet active. To be completed by Richland Group: retention period, data subject requests, and the contact point for privacy questions.