Privacy Policy

1. Who we are and what this policy covers

TARKiiZ Communications, Inc. (“we”, “us”, “our”) is the operator of The Routing Project (“TRP”), including its Web interface, organisation accounts and related location, reporting and sharing services. This policy explains how we handle personal information in providing those services and responding to enquiries.

An “Org” is an organisation or group within TRP. Its authorised administrators can manage members, vehicles and settings. TRP Locator and other connected applications supply information to the Web service; this policy explains how that information is handled by TRP. External applications and service providers may also have their own privacy notices.

For personal-information questions, requests or complaints, use the TRP Contact Us page and mark your message “Privacy”. We will route it to the person responsible for privacy matters.

This policy describes our practices. It is not blanket consent to track someone, disclose their information or use it for unrelated purposes.

2. Information we collect

Account, organisation and contact information

We collect information supplied through registration, account management and contact forms. Depending on your role and enabled features, this can include your name, user ID, email address, phone number, authentication information, language preference, Org membership, administrator role, vehicle details and account settings.

Org administrators may supply or update information about members, vehicles, parents or guardians and operational contacts. Support enquiries may include attachments and information about another person. Provide only information you are authorised to submit and that is needed for the request.

Locations, routes and activity

TRP can receive precise latitude and longitude, timestamps, vehicle or user identifiers and related movement records from a connected device. Depending on the feature, we also process route history, selected map views, saved markers, proximity-alert settings, location-sharing permissions and their start and end times.

Organisation features can include present or absent status, notification recipients, SMS records, location-based messages and replies, and the time and coordinates associated with sending or responding to a message. Location history may reveal routes, visits and routines associated with a vehicle or person.

Purchases and technical information

When you purchase or register a membership, we receive information needed to identify and fulfil it, such as purchaser and registered email addresses, receipt or transaction identifiers, amount, currency, payment status and Org registration details.

We also process technical information needed to operate and protect the site, such as IP addresses, browser and device information, request times, authentication or session data, error records and security logs. Information you send through a contact form includes the supplied name, email address, message and attachments.

3. Location collection and your controls

We use location information to display participating users or vehicles, provide route replay and reports where available, support sharing, evaluate proximity settings and deliver location-based features.

Using the Web interface and transmitting location are different activities. A connected locator application may continue transmitting while the Web page is closed. Signing out of the website does not necessarily stop the connected app from sending coordinates.

The browser may request location permission for features that need your current position. A connected app may have foreground or background location permissions of its own. Collection frequency and continued operation depend on the app, device permissions, connection and relevant account or Org settings.

Review the controls in your locator app, browser and device settings. Where permitted, stop the locator service or revoke location permission to stop new collection from that device. Some Org settings affect whether a user can stop tracking through TRP controls; they do not replace the need for lawful authority to track that person.

Stopping future transmission does not erase previously received information. Contact us about access or deletion of retained location data. An organisation may also need to act on records it controls.

4. Who can see locations and organisation records

Public Orgs

A public Org may allow a person who knows its Org ID to join and see the locations and information made available to members. “Public” does not necessarily mean indexed on the open Web, but it does mean joining may not require individual approval. Do not treat an Org ID as a sufficient safeguard for sensitive location information.

Private Orgs and administrators

A private Org provides controls over membership and access. Authorised administrators may manage members, vehicle details and settings, view reports and, where enabled, replay historical routes. The information a member sees depends on their role, Org configuration and the features used.

A private Org is not a promise that information is visible only to you. Administrators and other authorised members may have access. Administrators must use access only for legitimate, disclosed purposes and must keep membership and permissions appropriate.

Location shares

Sharing features can grant another person access to location information for a specified period or on an ongoing basis. Depending on your selection, access may be limited using a recipient identity or a sharing password. A share without those restrictions may be accessible more broadly to someone with the relevant details.

Check the recipient, time period and access settings before sharing. Expiry or a later access change does not remove screenshots, downloaded reports or information a recipient has already copied. Do not forward another person’s share or use it beyond the permission given.

5. How and why we use information

• Provide TRP: create and authenticate accounts, manage Orgs, display locations, process shares, produce requested reports and operate account settings.
• Deliver requested notifications: send operational messages, absence notifications, proximity alerts and location-based communications to the recipients configured for the relevant feature.
• Manage purchases: reconcile payments, register memberships, provide purchased features and answer billing questions.
• Support and security: respond to enquiries, investigate faults and misuse, protect accounts and resolve complaints.
• Maintain the service: assess performance and improve reliability, using aggregated or anonymised information where practical.
• Meet legal duties: keep required records, respond to lawful requests and establish or defend legal claims.

We process information with appropriate consent or another basis permitted by the law applicable to that activity, such as providing an agreed service or meeting a legal duty. An Org administrator must establish the authority needed for information they submit or use; an administrator’s choice alone is not proof of another person’s consent.

Information required for authentication, a location feature or a purchase is needed for that activity. You can decline optional information, but we may be unable to provide a feature without the information it requires. We will obtain a separate choice where legally required for an optional or unexpected use. A policy update is not a substitute for that choice.

6. Payments, service providers and other disclosures

We do not sell, rent or trade your personal information. We disclose it only for the purposes described in this policy and as lawfully permitted.

Hosting, database, mapping, email, SMS, payment and other operational providers process the information needed for their respective services. This can include hosted account or location records, map coordinates, search requests, message content and recipient contact details.

We remain responsible for information handled on our behalf and require appropriate safeguards and use restrictions. Some providers also act independently under their own legal obligations and privacy notices.

TRP uses Stripe for the checkout flow offered through the service. A legacy purchase or another expressly offered payment option may involve a different processor. Payment-card details entered into a processor’s checkout are handled by that processor; TRP receives the payment and registration information needed to fulfil the purchase rather than the full card number. Do not send card numbers or payment passwords through our contact form. See Stripe’s Privacy Policy and, if you use a PayPal payment option, PayPal’s Privacy Statement.

Map and browser services may receive information directly from your device when loaded. External services you choose to use are governed by their own privacy terms as well as any applicable obligations we have.

We may disclose relevant information to courts, regulators, law enforcement or another authorised recipient when required or otherwise permitted by law, including for a necessary safety response or legal claim. We limit disclosure to the lawful purpose.

If a merger, sale or reorganisation requires information to be reviewed or transferred, we require appropriate confidentiality and legal safeguards. A successor must respect applicable privacy obligations. We will give any required notice and obtain any consent required before materially different uses begin.

7. Cookies, sessions and browser storage

The Web service uses authentication and session mechanisms and may store information in cookies or browser storage to maintain access, remember relevant settings and support security. Device and browser settings affect how this information is stored and removed.

Blocking or clearing session information may sign you out or prevent account features from working. Shared devices may retain session data, browser history, reports or access details; sign out and protect those records appropriately.

If we introduce optional analytics, advertising or other non-essential tracking that requires consent, we will describe it and provide the required choice before enabling it. Accessing an essential feature does not provide blanket consent to unrelated tracking.

8. Retention and deletion

We retain identifiable information only as long as reasonably needed for its stated purpose or as required or otherwise permitted by law. The period depends on the type of record, Org arrangements, feature settings, account activity and any specific legal requirement.

Request account closure or deletion through our contact page, identifying the account and Org concerned. We may need to verify identity or refer an Org-controlled record to its authorised administrator. We will explain any lawful reason for retaining particular records or declining part of a request.

Closing an account, leaving an Org or stopping tracking does not automatically erase information already held by other users, included in reports or required for a legal purpose. Unneeded information should be deleted or irreversibly anonymised. Backup copies remain protected and are removed through the applicable backup cycle; necessary deletion restrictions must be reapplied if a backup is restored.

Ask us for the retention information relevant to a particular record or feature. A dispute or legal hold is limited to relevant information and does not justify retaining all account data indefinitely.

9. Your choices, access and privacy rights

Depending on the law that applies, you may request access to your information, correction, deletion, restriction of processing, withdrawal of consent or an objection to certain uses. Other rights, including portability or review of a significant automated decision, may apply in particular circumstances. These rights are subject to applicable legal conditions and exceptions.

Use the TRP Contact Us page, describe your request and identify the relevant account. We will use proportionate verification and respond within the applicable legal deadline. Do not send a password, login token or unnecessary identity document. If we cannot comply fully, we will explain the reason and available review or complaint routes.

Where consent is the basis for processing, you can withdraw it for future activity. Withdrawal does not invalidate earlier lawful processing or remove a separate legal retention requirement. Some requested features may no longer be available.

If your school, employer or another Org controls the relevant information, you may also need to contact its administrator or privacy contact. You can raise concerns with us and with the privacy regulator or other authority that has jurisdiction. This policy does not restrict legal remedies.

10. Children, schools and workplace use

TRP can be used by schools, families and other organisations. Records may therefore concern children, parents, guardians, students, staff or drivers. A school or employer’s involvement does not remove the need to handle those people’s information lawfully.

Adults and Org administrators must provide appropriate notices, obtain parental or guardian permission where required, and establish a lawful basis for any monitoring. Children must use the service with appropriate adult or organisational supervision. Do not put children’s personal location information in a public Org or an unrestricted share.

Workplace monitoring must be transparent, proportionate and authorised under applicable law. Do not assume permission to monitor someone away from the agreed activity or hours. We may restrict misuse and investigate a report of unauthorised tracking.

11. Security and international processing

We use safeguards appropriate to the sensitivity of the information and the service, including access restrictions and account protections. No Internet service, device or transmission can be guaranteed completely secure. Keep passwords, sharing credentials and devices secure, and report suspected misuse through our contact page.

Our providers and authorised personnel may process information in countries other than where you live. The relevant destinations depend on the service and provider. Overseas information may be subject to lawful access by authorities in that jurisdiction. We apply the safeguards, notices and transfer conditions required by applicable law and do not treat acceptance of this policy as blanket consent to every transfer.

We investigate suspected personal-information incidents and notify affected people and relevant authorities where and when required by law. Contact us for information about the safeguards or destinations relevant to your records.

12. Policy updates and contact

We will post an updated version and effective date when this policy changes. For a material change, we will provide an appropriate prominent or direct notice before it applies where practicable. An urgent legal or security requirement may require a shorter notice period. A new purpose or disclosure requiring consent will not be authorised simply by posting a revised policy.

For privacy questions, access requests, corrections, deletion requests or complaints, contact TARKiiZ Communications, Inc. — The Routing Project using the TRP Contact Us page. Mark privacy matters “Privacy” and include a safe reply address.

See the accompanying Terms of Service for rules on accounts, tracking, sharing and organisation responsibilities.