1. Information We Collect

When you use our TMS, website, driver application, or related services, we may collect information necessary to provide transportation management, trip management, driver management, safety, compliance, communication, and reporting services.

Depending on how you use the TMS, we may collect:

• Personal Information: Name, email address, phone number, account information, contact details, and other information provided during registration or account management.
• Driver Information: Driver name, driver identification information, license information, qualification information, training information, medical or compliance information where required for the transportation services.
• Vehicle Information: Vehicle registration information, vehicle identification information, vehicle model, maintenance information, fuel information, equipment information, and related records.
• Trip Information: Trip assignments, trip status, routes, stops, trip times, work orders, trip expenses, trip activities, trip logs, incidents, violations, inspections, and other information associated with transportation activities.
• Location Information: GPS/location information from the driver's mobile device, including latitude, longitude, movement/location updates, and location timestamps when location services are enabled and permitted.
• Device Information: Device type, operating system, application version, device identifiers where applicable, network information, and technical information required to operate and secure the application.
• Usage Information: IP address, browser type, application activity, access times, log information, error information, and interactions with our services.
• Communication Information: Information provided when contacting support or communicating with us regarding your account, trips, vehicles, or services.

2. Location Information and GPS Data

Our TMS driver application may access your device's location information to provide transportation management, trip tracking, driver safety, route monitoring, operational visibility, and related services.

Location information may include your device's latitude, longitude, location accuracy, movement-related information, and the date and time associated with location updates.

Location access is requested through the permissions provided by your mobile device's operating system. Location information is accessed only in accordance with the permissions granted to the application and the functionality enabled for your account.

3. Background Location Access

The driver application may collect and process location information while the application is running in the background when background location functionality is enabled and required for an active transportation or trip-management function.

Background location access may be used to maintain location visibility during an active trip even when the driver temporarily minimizes the application, locks the device, or switches to another application.

Background location may be used for purposes including:

• Monitoring the progress of an active trip.
• Providing current or recent vehicle/driver location to authorized users.
• Supporting route and trip monitoring.
• Recording trip-related location history.
• Supporting transportation operations and dispatch activities.
• Supporting driver safety and compliance processes.
• Providing accurate trip status and operational information.
• Supporting incident investigation and operational records.

Background location collection is not intended to provide general personal tracking unrelated to the transportation services. Location collection may be limited or stopped when the relevant trip, service, or account functionality no longer requires it, subject to the configuration of the TMS and applicable operational requirements.

4. How We Use Location Information

Location information collected through the TMS may be used to:

• Track and monitor active transportation trips.
• Display driver or vehicle location to authorized transportation-management users.
• Monitor trip progress and operational status.
• Support route planning, navigation, and trip management.
• Verify or assist with trip-related events, stops, and timestamps.
• Support driver safety and transportation compliance.
• Investigate incidents, complaints, disputes, or operational events related to a trip.
• Generate operational reports and transportation analytics.
• Detect unauthorized or abnormal use of the transportation management system.

5. When Location Information Is Collected

Depending on the functionality enabled by the transportation provider or organization, location information may be collected when the driver is using location-based TMS features and, where enabled, while an assigned or active trip is running.

Certain location functionality may continue while the application is operating in the background so that trip monitoring can continue when the application is not visible on the device screen.

The availability and frequency of location updates may depend on device settings, operating-system restrictions, GPS availability, network connectivity, battery-saving settings, and permissions granted by the user.

6. Location Permissions

The mobile application requests location permissions through the device operating system when location-based functionality requires access to location information.

Depending on the device and operating system, users may be able to allow location access while using the application or allow background/continuous location access where supported and required by the application.

If location permission is denied, disabled, restricted, or revoked, certain TMS features such as trip tracking, location monitoring, route monitoring, or related functionality may not operate correctly.

7. How We Use Your Information

Information collected through the TMS may be used to:

• Provide, maintain, and improve our TMS services.
• Manage drivers, vehicles, organizations, and trips.
• Enable trip scheduling and transportation management.
• Provide vehicle and driver location monitoring.
• Generate operational, safety, and compliance reports.
• Process trip expenses and related records.
• Send important account, trip, safety, and system notifications.
• Provide customer and technical support.
• Prevent unauthorized access, fraud, misuse, or security threats.
• Maintain system records and audit logs.
• Comply with applicable legal and contractual requirements.

8. Sharing of Information

We do not sell or rent personal information for monetary consideration. Information may be shared or made available when necessary to operate the TMS and provide requested services.

Information may be shared with:

• Authorized Organization Users: Depending on account permissions, authorized users within the transportation organization may access driver, vehicle, trip, and location information required for operational management.
• Service Providers: Technology providers supporting hosting, GPS/location services, maps, email, notifications, payment processing, analytics, security, or other TMS functionality.
• Legal Authorities: Government agencies, regulators, courts, or law-enforcement authorities when disclosure is required or permitted by applicable law.
• Business Operations: Information may be processed by authorized personnel and service providers who need the information to operate, maintain, secure, or support the TMS.

9. Google Maps and Location Services

Certain TMS features may use mapping, geolocation, routing, or location-related services provided by third parties, including mapping and location service providers.

These services may process location information as necessary to provide mapping, routing, geocoding, navigation, or related functionality.

The use of third-party mapping or location services is also subject to the privacy policies and terms of those providers.

10. Data Security

We implement reasonable technical, administrative, and organizational measures designed to protect personal, vehicle, driver, trip, and location information against unauthorized access, alteration, disclosure, loss, or destruction.

Security measures may include authentication controls, authorization controls, encrypted communications, access restrictions, logging, monitoring, and other security practices.

However, no method of electronic storage, processing, or transmission is completely secure, and we cannot guarantee absolute security.

11. Location Data Security

Location information is treated as sensitive operational information and access may be restricted according to user roles, organization permissions, and TMS access controls.

We take reasonable measures to protect location information from unauthorized access or disclosure. Access to location information may be recorded through system logs and security monitoring.

12. Data Retention

We retain information for as long as reasonably necessary to provide the TMS services, maintain operational records, satisfy contractual requirements, resolve disputes, maintain security records, and comply with applicable legal or regulatory requirements.

Location history may be retained as part of trip, operational, safety, compliance, or audit records for the period required by the applicable organization or legal requirements.

When information is no longer required, it may be deleted, anonymized, or securely disposed of in accordance with our applicable retention procedures.

13. User Rights and Controls

Depending on applicable law and the user's relationship with the organization operating the TMS, users may have rights regarding their personal information and location information.

• Request access to personal information held about them.
• Request correction of inaccurate information.
• Request deletion of information where legally permitted.
• Request information regarding the processing of their data.
• Manage device location permissions through device settings.
• Contact us regarding privacy or data-processing concerns.

Please note that disabling location permissions may prevent certain TMS features from functioning, particularly features requiring active trip or vehicle location monitoring.

14. Cookies & Tracking Technologies

Our web platform may use cookies, local storage, session technologies, and similar technologies to maintain sessions, remember preferences, improve functionality, monitor system performance, and enhance security.

You may manage cookies through your browser settings. Disabling certain cookies may affect the functionality of portions of the web platform.

15. Account and Authentication Information

We collect and process authentication information necessary to create and secure user accounts, including email addresses, authentication credentials, verification information, login activity, and security-related records.

Authentication and security information may be used to prevent unauthorized access and protect TMS accounts.

16. Notifications and Communications

We may send account-related, trip-related, safety, operational, security, and service notifications through email, push notifications, or other supported communication methods.

Some notifications may be necessary for the operation of the TMS and may not be disabled while using certain services.

17. Third-Party Services

Our TMS may integrate with third-party services such as mapping providers, GPS services, cloud infrastructure, email services, notification services, payment processors, analytics services, and other technology providers.

Third-party providers may process information according to their own terms and privacy policies. We encourage users to review the privacy practices of third-party services where applicable.

18. Children's Privacy

Our TMS is intended for business and transportation-management purposes and is not directed toward children. We do not knowingly collect personal information from children where prohibited by applicable law.

19. Account Deletion

Users may request deletion or termination of their account, subject to applicable contractual, legal, regulatory, security, financial, transportation, and record-retention requirements.

Deleting an account may not immediately remove information that must be retained for legal, regulatory, operational, audit, or dispute-resolution purposes.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or data processing practices.

Updated versions will be published on this page with the applicable effective date. Continued use of the service after an update may constitute acceptance of the revised policy where permitted by applicable law.

21. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, personal information, or location information, please contact us:

Email: support@ojasys.com

We will review privacy-related requests and respond in accordance with applicable law and our internal procedures.