This Privacy Policy explains how Routvio Ltd collects, uses, discloses, and safeguards your personal information when you use our zone-based orders planning and route optimization platform. We are committed to protecting your privacy and ensuring transparent data practices. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

1. Introduction

Welcome to Routvio. Routvio Ltd ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or use our B2B SaaS platform, and tell you about your privacy rights and how the law protects you.

This privacy policy is provided in a layered format so you can easily understand what data we collect, why we collect it, and what we do with it. This is important; we hope you will take time to read it carefully. We also provide our service in compliance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

2. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name, username or similar identifier, title, and company name.
Contact Data includes billing address, delivery address, email address, and telephone numbers.
Financial Data includes bank account and payment card details (processed securely via our third-party payment providers).
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Usage Data includes information about how you use our platform, routes generated, geographic zones drawn, agent assignments, and dispatch operations.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

3. How Is Your Personal Data Collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you apply for our products or services, create an account on our website, subscribe to our service or publications, request marketing to be sent to you, enter a competition, promotion or survey, or give us feedback or contact us.
Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources, including analytics providers such as Google based outside the EU, advertising networks, search information providers, contact, financial and transaction data from providers of technical, payment and delivery services.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We use your data to register you as a new customer, process and deliver your order, manage our relationship with you, enable you to partake in a prize draw, competition or complete a survey, administer and protect our business and this website, deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you, use data analytics to improve our website, products/services, marketing, customer relationships and experiences, and make suggestions and recommendations to you about goods or services that may be of interest to you.

5. Disclosures of Your Personal Data

We may share your personal data with the parties set out below for the purposes set out in Section 4 above.

Internal Third Parties: Other companies in the Routvio Group acting as joint controllers or processors.
External Third Parties: Service providers acting as processors based in the EU or US who provide IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

100% GDPR Compliant: All data is securely encrypted and hosted exclusively within European Union (EU) data centers, ensuring strict adherence to the General Data Protection Regulation. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

8. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain scenarios.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

9. Cookies Policy

Our website uses cookies and similar tracking technologies to distinguish you from other users. This helps us provide you with a good experience when you browse our website and allows us to improve our site. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree.

We use the following types of cookies: strictly necessary cookies required for the operation of our website, analytical or performance cookies that allow us to recognise and count the number of visitors and see how visitors move around our website, and functionality cookies used to recognise you when you return to our website.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. For more information about the cookies we use, please contact us.

10. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personally identifiable information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us so that we can take the necessary actions.

11. International Data Transfers

We primarily store and process your data within the European Union. However, some of our third-party service providers may be based outside the EU. Whenever we transfer your personal data out of the EU, we ensure a similar degree of protection is afforded to it by implementing appropriate safeguards such as Standard Contractual Clauses approved by the European Commission, or by relying on adequacy decisions where available.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "last updated" date at the top. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our Service after any modifications to the Privacy Policy will constitute your acknowledgment of the modifications and your consent to abide by the modified Privacy Policy.

13. Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact our Data Protection Officer at:

Routvio Ltd
London, United Kingdom
Email: contact@routvio.com

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.