Privacy policy

1. Who we are

TruckAgent provides fleet operations software for transport companies. This policy explains what personal information we collect through the application and website, why we collect it, and how we look after it. We process personal information in line with the Protection of Personal Information Act, 2013 (POPIA) and other applicable laws in the countries where our customers operate.

2. Information we collect

We collect account information such as names, email addresses and phone numbers of the people your company invites to the system. We store the operational data your company enters, including trips, fuel and cost records, vehicle details, driver documents, compliance documents and invoices. Photographs of documents submitted by drivers are stored so they remain available against the records they created.

Location. Where the tracking feature is used, we record a vehicle's location while a driver is actively using the app — when they open it, and when they capture a document. We do not track location in the background, we do not record it once the app is closed, and we do not record it more than once every fifteen minutes. A driver can switch location sharing off inside the app, under Account, at any time and without losing any other function. Locations are visible only to staff of their own company.

Camera and photos. The mobile app uses the camera and photo library only when you choose to photograph or attach a document or a vehicle photo. It does not use the microphone.

Notifications. If you turn notifications on in the mobile app, we store a notification token for your device so we can send you work alerts, such as expiring documents and overdue trips. We send no marketing. Notifications are delivered through Expo, Apple and Google.

Crash reports. When the mobile app crashes or hits an error, a technical report (the error, the app version and the type of device) is sent to our error-monitoring provider, Sentry, so we can fix it. These reports do not include your documents or business records, and they are not used for advertising or tracking.

3. How we use information

Information is used solely to provide the service: operating the application, generating reports and invoices, sending alerts your company configures (such as document expiry warnings), and keeping an activity log of who created or changed records. We do not sell personal information, and we do not use your operational data for advertising.

4. Automated document reading

Photographs of fuel slips, invoices and delivery notes are processed by an AI service to extract the details shown on the document. Extracted data is always reviewed and confirmed by your office staff before it is treated as final.

5. Storage and security

Data is stored in a managed database with encryption in transit and at rest. Access is controlled per user with role based permissions, so drivers can only submit documents and office staff access is limited to your company's own records. We keep backups for disaster recovery.

6. Sharing

We share information only with the service providers needed to run the application, such as hosting, email delivery and document reading, push notification and error-monitoring services, and only to the extent necessary. We may disclose information where required by law.

7. Your rights

You may request access to, correction of, or deletion of your personal information. Account holders can manage most information directly in the application, and you can delete your own account from the mobile app under Account, then Edit profile, then Delete account, or on the web at truckagent.co.za/delete-account (a company owner first hands ownership to someone else, or contacts us to close the company). For anything else, contact us through the contact page and we will respond within a reasonable time.

8. Changes to this policy

If this policy changes, the updated version will be published on this page with a new date at the top.