Last updated: [DATE]
[COMPANY NAME] ("we," "us," "our") operates this logistics management system for the exclusive use of our personnel and contracted drivers. This policy explains what information we collect, why we collect it, and how it is used and protected.
1. Who This Applies To
This system is for internal use only by:
- Logistics personnel and management (admin/office staff)
- Contracted or employed drivers using the mobile app
It is not intended for use by the general public.
2. Information We Collect
- Account information: name, employee/driver ID, contact number, email, role
- Location data: real-time and historical GPS location while on active duty or delivery, for dispatch, tracking, and route optimization
- Delivery records: proof of delivery (photos, signatures), timestamps, order/assignment details
- Device information: device type, app version, OS version (for support and troubleshooting)
- Usage data: login times, actions taken within the system, for security and audit purposes
3. Why We Collect It
- To assign, dispatch, and track deliveries
- To verify proof of delivery and resolve disputes
- To optimize routes and fuel usage
- To maintain accountability and security (audit logs)
- To communicate with personnel and drivers about assignments
4. Location Tracking
Drivers are tracked only while on duty / during active delivery hours, unless otherwise specified. Location tracking supports dispatch, safety, and route optimization. Drivers will be asked to explicitly consent to location tracking within the mobile app before it is enabled.
5. Who Has Access
Access is restricted to authorized personnel based on role (e.g., dispatch managers can view driver locations; drivers can only view their own assignments). Data is not sold or shared with third parties outside of service providers necessary to operate the system (e.g., cloud hosting, maps API).
6. Data Retention
We retain personal and delivery data for as long as necessary for operational, legal, and audit purposes, currently set at [RETENTION PERIOD — e.g. "24 months from the date of collection"]. Data may be retained longer if required by law or an ongoing investigation.
7. Your Rights
Personnel and drivers may request to:
- Access the personal data we hold about them
- Correct inaccurate data
- Request deletion, subject to legal/operational retention requirements
Requests can be made to [CONTACT EMAIL / PERSON].
8. Data Security
We apply reasonable technical and organizational measures (role-based access control, authentication, encrypted storage/transmission) to protect data from unauthorized access, loss, or misuse.
9. Cookies
This system uses strictly necessary cookies (e.g., to keep you logged in). See the cookie banner shown when you first visit the site for details and choices around non-essential cookies.
10. Changes to This Policy
We may update this policy from time to time. Material changes will be communicated to personnel and drivers through the system.
11. Contact
Questions about this policy can be directed to: [CONTACT NAME / DEPARTMENT] [CONTACT EMAIL] [CONTACT PHONE]
This document is a starting template and should be reviewed by legal counsel familiar with applicable regulations (e.g., the Philippines Data Privacy Act, RA 10173) before publishing.