1. Introduction
Tralogit Inc. is a Canadian technology company that operates an AI-powered fleet management SaaS platform designed for road transport carriers. We are committed to protecting the privacy and security of all personal information we process in the course of providing our services.
This Privacy Policy applies to all users of the Tralogit platform, including fleet owners, fleet managers, dispatchers, drivers using the Tralogit mobile app, and any other personnel who access the platform under a business account.
By creating an account, activating the Tralogit OBD device, or using any part of our service, you acknowledge you have read and understood this Privacy Policy.
2. Information We Collect
Account & Business Information
- Full name, job title, and email address of account holders and invited users
- Company name, business address, and contact telephone numbers
- Account credentials (encrypted passwords)
- Billing address and subscription plan details
Vehicle & Telematics Data (OBD Device)
When the Tralogit OBD device is plugged into a vehicle's diagnostic port, it transmits the following data continuously in real time:
- GPS coordinates, speed, heading, and route history
- Engine fault codes (DTCs) and engine health status
- Fuel level, consumption rate, and anomaly flags
- Odometer readings (actual mileage), automatically updated
- Driving behavior events: harsh braking, harsh acceleration, harsh cornering, speeding
- Engine RPM, coolant temperature, battery voltage
- Geofence entry and exit events
Driver Data
- Driver name, license number, license class, and expiry date
- Certifications and training records with expiry dates
- Driving behavior scores and safety leaderboard rankings
- Trip assignment history and work records
- Daily Vehicle Inspection Reports (DVIR) submitted via the mobile app
- Mobile app location data while a trip is active (if permitted by applicable law)
- Internal messages exchanged between users of the same company through the in-app messaging feature, including subject, content, sender and recipient
Financial & Payment Data
- Trip revenue, expenses, and profitability records by vehicle, driver, and client
- Invoices generated from completed trips
- Payment method type (credit/debit card) and last four digits (stored by Stripe, not Tralogit)
- Subscription billing history and plan changes
Documents & Files
- Bills of Lading (BOL), Consignment Notes (CMR), and proof-of-delivery documents you upload
- Documents processed by our AI for automatic trip form completion
- Maintenance work orders, inspection photos, and compliance records
Usage & Technical Data
- IP address, browser type, and device information
- Pages visited, features used, and session duration
- Natural language queries submitted to the AI assistant, used solely to generate your requested response
- Error logs and diagnostic data
3. How We Collect Your Data
- Directly from you: when you create an account, fill in forms, or contact us
- Tralogit OBD device: continuously from the vehicle's diagnostic port once plugged in
- Tralogit driver mobile app: when drivers submit inspections, update trip status, or share location during active trips
- Document uploads: when you or your team uploads files for AI processing
- Automatically: through cookies, server logs, and analytics when you use the web platform
- From our payment processor (Stripe): transaction confirmation and billing status
4. How We Use Your Data
- Providing and operating the Tralogit fleet management platform
- Real-time GPS tracking and fleet map display
- AI-powered automatic trip form completion from uploaded documents
- Predictive maintenance alerts based on vehicle telematics history
- Driver safety scoring and behavioral analysis
- Automatic generation of invoices from completed trips
- Financial dashboards and profitability reporting by vehicle, driver, and client
- Sending license and certification expiry alerts to administrators
- Processing subscription payments through Stripe
- Responding to support requests and account inquiries
- Improving platform features and stability through aggregated, non-identifiable usage data
- Complying with legal obligations
5. Legal Basis for Processing
Tralogit is subject to Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, for users in Quebec, the Act respecting the protection of personal information in the private sector (Law 25). For users in the European Union or United Kingdom, we also comply with the General Data Protection Regulation (GDPR).
We process your personal data on the following bases:
- Contract performance: to deliver the services described in your subscription agreement
- Legitimate interest: to improve platform security, prevent fraud, and enhance service quality
- Consent: for any optional processing not strictly required to deliver the service
- Legal obligation: when required to comply with applicable laws or regulatory requests
6. Data Collection, Hosting & Protection
Tralogit does not sell, rent, or trade your personal information. In the context of our fleet management services, we apply a strict transparency policy regarding the full lifecycle of your data, in compliance with Law 25:
Real-time telematics collection
GPS coordinates and vehicle technical parameters are captured in real time by our dedicated telemetry server, hosted in Canada (Toronto region).
Centralized persistent storage
All historical databases, user profiles, and fleet reports are stored securely on servers located in Canada (Toronto region).
Ephemeral application processing
The orchestration of our software interface and algorithmic calculations are executed on third-party cloud infrastructure (United States). This processing occurs entirely in volatile memory and no data is stored persistently outside Canadian territory.
Pseudonymization and AI assistant
Our platform includes a natural language AI assistant. Before any data is transmitted to a third-party AI API (United States) to generate a response, an automatic pseudonymization module replaces direct personal identifiers (driver names and license plate numbers) with neutral aliases. These queries are never used to train public models.
Document extraction for trip auto-fill
Transport documents uploaded by users (bills of lading, consignment notes) are temporarily transmitted to a third-party AI API (United States) as images for structured text extraction. These documents are processed in a streaming fashion: they contain raw personal information necessary for extraction, but are not stored persistently or used for training by the third-party AI provider, and are not retained beyond the contractually defined retention period of that provider.
Other third parties
- Stripe (Payment Processing): payment card data is processed directly by Stripe, Inc., a PCI-DSS Level 1 certified processor. Tralogit never stores full card numbers.
- Legal authorities: when required by law, court order, or government authority. We will notify you when legally permitted to do so.
- Business transfers: in the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity, who will be bound by this Privacy Policy.
- With your consent: for any other purpose with your explicit prior consent.
All third-party service providers are contractually required to protect your data and use it only for the purposes specified.
7. Data Retention
- Account data: retained for the duration of your subscription and for 90 days following account termination, after which it is permanently deleted or anonymized.
- Vehicle telematics and GPS history: retained for 6 months.
- Financial records and invoices: retained for 7 years to comply with Canadian tax and accounting regulations.
- Driver data and DVIR records: retained for the duration of the driver's employment record as configured by the fleet administrator, and for a minimum of 6 months for regulatory compliance purposes.
- Uploaded documents: retained as long as your account is active or until you delete them.
- Contact form submissions: retained for 12 months.
8. Your Rights
Depending on your jurisdiction, you may have the following rights with respect to your personal information:
- Access: request a copy of the personal data we hold about you
- Rectification: correct inaccurate or incomplete data
- Erasure: request deletion of your data, subject to legal retention requirements
- Portability: receive your data in a structured, machine-readable format
- Objection: object to certain types of processing based on legitimate interest
- Withdrawal of consent: revoke previously given consent for optional processing at any time
- Lodge a complaint: file a complaint with the Office of the Privacy Commissioner of Canada (OPC) or your local data protection authority
To exercise any of these rights, contact us at info@tralogit.com. We will respond within 30 days. Note that fleet administrators control what individual driver and employee data is collected and retained on their account. Drivers should direct requests to their employer in the first instance.
9. International Data Transfers
Tralogit is based in Canada. Your data may be processed by our cloud infrastructure and service partners in Canada, the United States, or other countries. Where data is transferred outside Canada, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions recognized under applicable privacy law.
10. Security Measures
We implement industry-standard technical and organizational security measures, including:
- TLS/HTTPS encryption for all data in transit
- Encryption at rest for sensitive data and documents
- Role-based access controls so users see only the data relevant to their role
- Complete data isolation between different company accounts
- Regular security assessments and vulnerability testing
- Multi-factor authentication (MFA) available for all accounts
In the event of a data breach affecting your personal information, we will notify you and applicable regulatory authorities as required by law.
11. Cookies & Tracking
Our website uses the following types of cookies:
- Essential cookies: required for login sessions, authentication, and core platform functionality
- Preference cookies: to remember your language and theme settings
- Analytics cookies: to understand how users navigate the platform and improve the experience (with your consent)
- Security cookies: Google reCAPTCHA to protect our contact forms from bot submissions
You can manage cookie preferences through your browser settings. Disabling essential cookies may impair platform functionality.
12. Changes to This Policy
We may update this Privacy Policy to reflect changes in our data practices, legal requirements, or service features. We will notify active account holders of material changes by email at least 30 days before the changes take effect. The "Last updated" date at the top of this page indicates when the policy was last revised. Continued use of the Tralogit platform after the effective date constitutes acceptance of the updated policy.
13. Contact Us
For any questions, access requests, or complaints regarding this Privacy Policy or our data practices, please contact our Privacy Officer:
Tralogit Inc.
Privacy Officer
Email: info@tralogit.com
We aim to respond to all privacy-related requests within 30 days.