1. Who we are
This Privacy Policy explains how TruckWys (Pty) Ltd, registration number 2025/773091/07 ("TruckWys", "we", "us"), collects, uses, shares and protects personal information in connection with the TruckWys platform, in compliance with the Protection of Personal Information Act 4 of 2013 ("POPIA").
TruckWys is the responsible party for personal information processed through our platform, except where we process information on behalf of a customer (a fleet operator) as an operator, as described in section 7.
- Registered address: 12 Keurboom Road, Claremont, Cape Town, 7800, Western Cape
- Information Officer: Grant McEvoy: grant@truckwys.com, 084 704 1120
This policy covers the TruckWys web dashboard and the TruckWys mobile app for iPhone, which is available in South Africa. An Android app is not available yet. Where a practice applies only to the mobile app, we say so.
2. Who this policy is for
TruckWys is a business platform. Accounts are created for staff by their company's administrator: there is no public sign-up in the mobile app. If you are a driver, dispatcher or manager using TruckWys at work, your employer decides what operational information is entered about you, and this policy explains what we do with it.
3. Personal information we collect
3.1 Account and company information
- Company name, registration number, VAT number and billing address
- Names, job titles, email addresses and phone numbers of company contacts and platform users
- Account credentials, and the one-time codes used to verify a sign-in
3.2 Driver and vehicle information
- Driver names, contact details, licence number and expiry, medical certificate expiry and emergency contact details, entered by the fleet operator
- Vehicle registration, axle configuration, and route and trip data used for quoting and toll calculation
- Where the fleet operator connects a vehicle tracking system (Cartrack or CtrlFleet) or sends trip updates through our API: vehicle location, heading, speed and ignition status. This comes from the tracking system, not from your phone
- Proof of delivery documents, signatures and the name of the person who received the load
3.3 Invoicing and financial information
- Invoice line items, trip profitability data, and customer or shipper billing details
- Payment card data, tokenised and processed by our payment gateway, Paystack: TruckWys never receives or stores full card numbers. We hold only a token, the card type and its last four digits
- Your company's bank details, which you add so that they appear on your invoices
3.4 Technical information
- Sign-in and usage logs, IP address, device and browser information. Activity logs that record IP addresses are deleted after 30 days
- If you switch on browser notifications, the push subscription your browser issues
3.5 Mobile app data
The TruckWys mobile app collects the following, and only for the purposes described:
- Photos you choose to upload. The app asks for photo library access when you attach a proof of delivery, a profile picture or a company logo. We receive only the images you explicitly select. We do not browse, scan or index your photo library.
- Voice recordings, if you use voice quoting. The app asks for microphone access only when you tap to record. The recording is transcribed into quote details and then discarded: it is never written to our storage, never used to identify you, and never used to train any model. See section 6.
- A push notification token. An anonymous device identifier issued by Apple or Google so we can deliver operational alerts. It is tied to your account, deleted when you sign out, and deleted automatically once the platform reports the app uninstalled.
- Device model, operating system and app version. Used for troubleshooting and to know which build a device is running.
- Messages you type to Copilot. Sent to our language-model provider to generate a reply. See section 6.
The mobile app does not collect your device location. It never requests location permission. Pickup and delivery addresses come from what you type into a quote, not from your device. The app contains no advertising or analytics tracking SDKs and does not track you across other apps or websites.
4. Why we process this information
- To provide the quoting, invoicing and trip profitability features of the platform
- To charge the 0,25% invoice fee and manage subscription billing via Paystack
- To calculate routes, distances and tolls, using third-party routing data where needed
- To work out pooled market rates and train our win probability model from quote outcomes across customers, without customer or company names (see section 6)
- To show vehicle locations, where a customer connects a tracking system
- To send transactional and collections communications
- Once available, to sync invoicing data with accounting platforms such as Xero or QuickBooks, where a customer connects their account
- To secure accounts, including one-time sign-in codes, and fraud and card-health monitoring
- To comply with legal, tax and regulatory obligations
Our lawful basis for processing is primarily performance of the SaaS agreement with the customer, together with consent (for optional integrations such as Xero, Cartrack or CtrlFleet) and legitimate business interests (such as fraud prevention, service security, and improving price suggestions with pooled quote outcomes).
6. Price suggestions, models and Copilot
Quote costs (diesel, tolls and your own rates) are calculated by formula, not by a model. Other features use models, as follows:
- Market rate. We pool accepted quotes on the same route across TruckWys customers. A pooled rate is shown only where at least five quotes from at least two different operators exist, so no single operator's prices can be identified
- Win probability. Our own model, run on TruckWys systems, estimates how likely a quote is to be accepted. It is trained on quote outcomes pooled across TruckWys customers, using quote features such as route, vehicle type, price and timing, without customer or company names, and on your own outcomes once there are enough of them
- Price suggestion. Where it is switched on, a language model (OpenAI) receives the cost breakdown, market rate and suggested price range for the load, and may adjust the suggestion within 10%, never below cost
- Copilot uses a language model (OpenAI) to answer questions from your company's data and to propose changes. It never changes data on its own: a change is carried out only when you approve it
- Voice quoting sends the audio clip to OpenAI's speech-to-text service
- We send only the data needed for the request, for example route, vehicle type and cost inputs for a price suggestion, or the audio clip for a transcription
- Under our agreements with these providers, your data is not used to train their models
- Voice recordings are transcribed and not retained for any other purpose
- Model output is a decision-support suggestion, not advice. You remain responsible for the pricing and operational decisions you make
7. When TruckWys acts as an operator
Where a customer uploads or processes personal information about its own drivers, employees or customers through the platform, TruckWys generally acts as an "operator" (equivalent to a processor) on that customer's instruction, and the customer remains the responsible party for that information. The terms governing this relationship are set out in our Data Processing Agreement.
If you are a driver or employee of a TruckWys customer and want to access or correct information your employer has entered about you, please raise it with your employer first, as they control that record. You may also contact our Information Officer and we will assist.
8. Cross-border transfers
Our primary infrastructure is hosted in South Africa, in Amazon Web Services' Cape Town region (af-south-1), so your platform data is stored locally by default.
These providers listed in section 5 process information outside South Africa: OpenAI and Anthropic (language-model and speech-to-text features), Google Firebase Cloud Messaging, the Apple Push Notification service and browser push services (notifications), Resend (email), TomTom, MapTiler and the OpenStreetMap services (maps and routing), Xero and QuickBooks (accounting sync, once available and where connected), Vercel (web dashboard pages, this website and its analytics) and FormSubmit (website enquiries). Paystack may also process payment information outside South Africa.
We transfer personal information to them under section 72 of POPIA: where the recipient is bound by law, binding corporate rules or an agreement that provides an adequate level of protection, or where the transfer is necessary to perform our agreement with you or you have consented to it.
9. Security safeguards
- All traffic between the apps and our servers is encrypted in transit over TLS
- Stored credentials and integration tokens, such as accounting-platform sign-in tokens, are encrypted
- Card data is tokenised by Paystack; no full card numbers are stored on TruckWys systems
- Every new account confirms its email address with a one-time code, and each user can switch on a one-time sign-in code in addition to their password
- On iPhone, your session token is held in the device keychain rather than in general app storage
- Access controls limit internal access to personal information on a need-to-know basis
No method of transmission or storage is completely secure. If a security compromise affects your personal information, we will notify you and the Information Regulator as required by POPIA.
10. Data retention
We retain personal information for as long as necessary to provide the service and to meet our legal, tax and accounting obligations. Financial, invoicing and company records are retained for 7 years, in line with the Companies Act 71 of 2008, which sets the longer of the applicable statutory retention periods: the Tax Administration Act separately requires 5 years for tax-related records.
We do not yet delete these records automatically when the retention period ends. Activity logs that record IP addresses are deleted automatically after 30 days. For anything else, you can ask our Information Officer to delete or de-identify personal information we are no longer required to keep, and we will do so, or tell you why we cannot.
11. Deleting your account
You can deactivate your account yourself, without contacting us:
- Mobile app: More → Settings → Security → Delete account. You confirm with your password
- Web dashboard: Settings → Security → Delete my account. You confirm with your password
This deactivates your account immediately and signs you out of every device. Your email address is replaced with a marked copy, so you can sign up again with the same address. It does not erase your other personal information: your name, phone number, address, job title, profile photo, notification registrations and Copilot history stay stored, and your company's administrator can reactivate the account.
To have your personal information erased, email our Information Officer at grant@truckwys.com. We will erase or de-identify everything we are not required to keep, and tell you what we must retain and why (see section 10). Deactivating your own user account does not close your company's TruckWys account. Full details are on our account deletion page.
12. Your rights under POPIA
Subject to POPIA, you have the right to:
- Be notified that your personal information is being collected
- Access the personal information we hold about you
- Request correction or deletion of your personal information
- Object to the processing of your personal information, in certain circumstances
- Lodge a complaint with the Information Regulator
To exercise any of these rights, contact our Information Officer using the details in section 1. To lodge a complaint, contact the Information Regulator of South Africa at complaints.IR@justice.gov.za.
13. Children's privacy
TruckWys is a business platform intended for use by people aged 18 and over in the course of their work. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact our Information Officer and we will delete it.
15. Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it was last revised, and material changes will be communicated to registered users.
16. Contact us
For any privacy question, or to exercise a right under section 12, contact our Information Officer, Grant McEvoy, at grant@truckwys.com or 084 704 1120. General privacy enquiries can also be sent to privacy@truckwys.com, and app support to support@truckwys.com.
TruckWys (Pty) Ltd, 12 Keurboom Road, Claremont, Cape Town, 7800, Western Cape, South Africa.