Privacy Policy

QED Trucking (“we”, “us”) provides transport operations software for UK and Ireland hauliers. We are the data controller for personal data you supply when you register your company, and the data processor for the driver and job data you enter into the app on behalf of your fleet.

What we collect

When an operator signs up:

• Name, email address, company name, WhatsApp number, password
• Stripe customer and subscription identifiers (billing data itself stays with Stripe)

When drivers and operators use the app we store:

• Driver name, phone number, PIN hash, role, active status
• Vehicle registration, make, model, assignment
• Walkaround check responses, defect notes, and photos of defects or fuel gauges / odometers
• Mileage readings, fuel logs (station, litres, cost), breakdown reports (fault category, description, photo, GPS), activity logs (driving / break / off-duty timestamps), job paperwork
• Jobs, proof-of-delivery records (signature, photo, GPS), messages sent and received via WhatsApp

Where it's stored

Data is stored in Supabase eu-west-1 (Dublin, Ireland). Photos live in private Supabase Storage buckets and are only accessible via short-lived signed URLs. Application hosting is on Vercel lhr1 (London).

Who we share it with

Only the subprocessors required to deliver the service:

• Supabase — database, auth, storage
• Vercel — application hosting
• Stripe — billing and subscription management
• Twilio — WhatsApp Business API messaging to drivers
• Anthropic — AI parsing of voice input and photos (images and transcripts are not retained for training)
• Sentry — error monitoring (scrubbed of PII)
• PostHog — product analytics (anonymised)

We do not sell or rent personal data to anyone.

How long we keep it

Operational records (walkaround checks, fuel logs, activity logs, job and POD records) are kept for the life of your subscription plus two years, to meet DVSA / Traffic Commissioner retention expectations. When you close your account you can ask us to export everything as CSV and then delete it.

Your rights under UK GDPR

You have the right to access, correct, port or erase your personal data, and to object to or restrict our processing. To exercise any of these, email help@qedtrucking.co.uk. If you're not satisfied, you can complain to the Information Commissioner's Office (UK) or the Data Protection Commission (Ireland).

Cookies

We use strictly necessary cookies for authentication (Supabase session) and billing (Stripe). PostHog analytics cookies respect the Do-Not-Track header.

Changes to this policy

If we change anything material we'll email the primary contact on every active account at least 14 days before the change takes effect.