Privacy Policy

1. Who We Are

RouteFlow is a product of Itua.io, a technology company based in the United Kingdom. We provide operational software to Amazon Delivery Service Partners (DSPs). For data protection purposes, your DSP operator is the data controller for driver personal data, and Itua.io acts as the data processor.

Contact: hello@routeflow.uk

2. What Data We Collect

We collect and process the following categories of personal data:

• Driver identification data — first name, last name, and a unique 4-digit PIN used for portal login
• Contact information — mobile phone number (used for SMS notifications)
• Operational data — van check submissions including vehicle registration, odometer readings, fuel level, and submission timestamp
• Vehicle photos — photos of vans taken during pre-route inspections, stored securely via Cloudinary
• Availability and schedule data — days submitted as available to work and manager-approved working schedules
• Maintenance reports — vehicle issue descriptions and photos submitted by drivers
• Holiday notices — dates and notes submitted by drivers indicating planned absence
• Manager account data — name and email address used for dashboard login

3. How We Use Your Data

We use the data collected solely to provide the RouteFlow service. Specifically:

• To authenticate drivers and managers when logging into the platform
• To record and display van check compliance submissions
• To send automated SMS notifications (shift reminders, PIN delivery)
• To enable managers to view driver status, submission history, and fleet condition
• To support AI-assisted vehicle damage detection using submitted photos
• To facilitate driver availability management and scheduling

We do not sell, rent, or share personal data with any third parties for marketing purposes.

4. Legal Basis for Processing

We process personal data on the following legal bases under UK GDPR:

• Legitimate interests — operational compliance, fleet management, and driver safety
• Contract performance — delivery of the RouteFlow service to the DSP operator
• Legal obligation — where required to comply with applicable law

5. Data Storage and Security

Driver and operational data is stored in Google Sheets, hosted on Google's infrastructure. Vehicle photos are stored via Cloudinary, a cloud-based media storage service. Both services operate within secure, industry-standard environments.

Access to data is restricted to authorised managers of your DSP and Itua.io personnel responsible for operating and maintaining the platform. All data in transit is encrypted via HTTPS.

6. SMS Communications

We use Twilio to send SMS messages to drivers. These messages include PIN delivery on registration, shift reminders, and operational alerts. By registering on the platform, drivers consent to receive these messages. Drivers can opt out by contacting their station manager.

7. Data Retention

We retain personal data for as long as the DSP operator's subscription is active. Van check records and photos are archived weekly and retained for audit and compliance purposes. On termination of a subscription, data can be exported on request within 30 days, after which it will be permanently deleted.

8. Your Rights

Under UK GDPR, individuals have the following rights regarding their personal data:

• The right to access data held about them
• The right to correct inaccurate data
• The right to request deletion of their data
• The right to object to processing
• The right to data portability

Drivers wishing to exercise these rights should contact their station manager in the first instance, or contact us directly at hello@routeflow.uk.

9. Third-Party Services

RouteFlow uses the following third-party services to operate:

• Google Sheets & Apps Script — data storage and backend processing
• Cloudinary — vehicle photo storage
• Twilio — SMS delivery
• Netlify — web hosting
• Anthropic Claude API — AI-assisted vehicle damage detection

Each of these providers operates under their own privacy policies and data processing agreements.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify DSP operators of material changes by email. Continued use of the platform following notice of changes constitutes acceptance of the updated policy.

11. Contact

For any privacy-related queries or to exercise your rights, contact us at hello@routeflow.uk.