Driver Privacy Notice

1.1 Your employer decides. You use this app because the company you drive for (“your employer”, even if you are agency or self-employed) uses Tachyo to run dispatch, shifts, checks and pay. Your employer decides what is collected and why. In data protection law your employer is the “controller”.

1.2 Tachyo runs the app. Tachyo provides and looks after the app and the systems behind it on your employer’s instructions. In data protection law Tachyo is the “processor”. Tachyo has no contract with you about your work, your pay or how you are managed.

1.3 Your first contact. For questions about why your data is collected or how it is used, ask your employer first. Tachyo will help your employer answer.

• You: your name, driver ID, phone number and company code, as set up by your employer; a PIN you choose (stored only in scrambled form that nobody at Tachyo can read); and when you accepted the app terms.
• Your shifts: when you clock in and out, the depot, the vehicle and trailer you chose, and any loads or notes you add.
• Your location during a shift: see Clause 3.
• Checks and reports: your walkaround check answers, defect notes and photographs, and any incident reports.
• Fuel, AdBlue and parking claims: what you type in (litres, cost, vendor, odometer), photographs of the receipt and your dashboard, and where your phone was when you sent it.
• Deliveries: proof-of-delivery photographs, with the time and place, and where a recipient signs on your phone, their first name, last name and signature.
• Rota and holidays: shifts you are rostered for, whether you confirmed them, and holiday requests.
• Alerts: idle or GPS-offline events during a shift, and SOS alerts you send.
• Pay: your employer may record your pay rates and extras in Tachyo, and Tachyo works out pay figures from your hours and those rates.

The app does not use your face to identify you, does not record sound or video, and does not read your contacts, messages or other apps. Notes on checks and incident reports are seen by your employer, so only include what is needed to describe what happened.

• Location is collected only while you are clocked in. It starts when you clock in and stops when you clock out.
• The app records latitude, longitude, speed, accuracy and the time, and sends one position about every three minutes.
• While tracking is on, Android shows a notification and iPhone shows a blue location indicator.
• Your phone’s motion sensors (iPhone) are used on the phone only, to tell if you are moving or parked. That is not sent to your employer.
• The full details are in the Telematics & GPS Policy.

Your employer’s office staff can use the app’s data to:

• see where clocked-in drivers are and review the route of a shift;
• dispatch and confirm loads and deliveries;
• check vehicle safety checks and defects;
• review and approve fuel, AdBlue and parking claims;
• get alerts if a vehicle is idle for longer than their limit, or if your phone has stopped sending location while you are clocked in, or if you press SOS; and
• work out hours, pay and the cost of running vehicles.

4.1 Pay-related settings. Your employer can choose to switch on settings that deduct idle time or time without GPS from your paid hours, or end your shift automatically after a loss of GPS signal. These are off unless your employer turns them on, and your employer should tell you which apply. A fuel or parking claim that is not reviewed within 10 hours is approved automatically.

4.2 People make the decisions. Tachyo does not decide to discipline, dismiss or pay you. Alerts and flags (for example a fuel entry marked as unusual) only point your employer to something to look at. They are not proof that you did anything wrong. If an automatic calculation affects your pay or your job, you can ask your employer to have a person review it, to explain it, and to listen to your side.

4.3 SOS. SOS tells your employer’s dispatch where you are. It does not call the emergency services. In an emergency call 999.

• Your employer’s authorised staff through the Tachyo admin dashboard.
• Tachyo staff do not look at your data as a matter of routine. They may access it to give your employer support, to keep the service working and secure, or where the law requires it, and are bound by confidentiality.
• Tachyo’s service providers that host and run the service, listed in our Privacy Policy. Your data is stored in the UK.
• Mapping services receive your device’s IP address and the map area when a map is shown in the app.
• Authorities such as DVSA, the police or a court, only through your employer or where the law requires.
• Apple or Google handle your download and updates of the app under their own privacy policies.

We do not sell your data or use it for advertising.

Your employer decides how long it keeps each kind of record, and records are kept in its Tachyo account until your employer deletes them or the account ends. Tachyo does not automatically delete shift or location records on a fixed timetable. Your employer may have to keep some records for legal reasons: vehicle safety and defect records for at least 15 months, working-time records for two years, and pay records generally for six years. Ask your employer how long it keeps yours. When an employer’s account ends, its data is deleted as set out in our Customer Terms.

6.1 Photographs. Photographs and files you upload (defect and walkaround photographs, delivery proofs and receipts) can form part of those records. They are kept in restricted private storage for 24 months from the day they were uploaded, even if your account or your employer’s account is deleted, and are then deleted. After your account is deleted they are no longer linked to your profile in the app.

You have the right to ask to see your data, have it corrected, have it deleted in some situations, restrict or object to how it is used, and receive a copy in a portable form. You also have rights in relation to decisions made by automated means.

• How to ask: ask your employer, who is responsible for answering within one month. If you contact Tachyo instead, we will pass your request to your employer’s administrator within three business days and tell you we have.
• Deleting your account: you can send a deletion request from the app, signed in or from the sign-in screen, or see Delete Your Account.
• Complaints: you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. You can raise a concern with your employer first.

Your PIN is stored only as a scrambled value. New accounts are activated with a single-use code that expires after 48 hours. Repeated wrong PINs lock the account for increasing periods. Photographs are kept in private storage. Please keep your PIN to yourself and never let anyone else use your account. Questions about the app: privacy@tachyo.co.uk.