This policy explains what Dock to Route collects, why, who else handles it, how long we keep it, and what you can ask us to do with it. Short version: we collect what the product needs to run, the operational data belongs to the company that uses us, drivers are located at stop events and are tracked live only while on a route for a company that has turned live tracking on, and we do not sell data to anyone.
Who is responsible for what
Dock to Route is used by businesses (our "customers"). When a customer puts information about its drivers, stores, customers, vendors or carriers into the service, the customer decides what is collected and why, and we handle it on the customer's behalf as its service provider (a "processor"). The customer is responsible for having a lawful basis for that information and for telling the people concerned, including telling its drivers about location recording. A data processing agreement (DPA) is available on request.
We decide what happens to a small set of our own records: the people who hold accounts with us, enquiries sent through our website, and our security logs. For those, we are responsible directly.
If you are a driver, a store contact, a vendor or a carrier and want to see, correct or delete information about you, the quickest route is the company that uses Dock to Route with you. You can also write to us at support@docktoroute.com; we will pass the request to that company and act on its instructions, and act on our own where the law requires it.
What we collect
- Account information: name, work email, role, company name, and a password stored only as a hash.
- Operational data the customer enters or imports: stores and customers with their addresses and contacts; orders with pallet, cube and weight figures; loads, routes and day plans; dock, door and trailer setup; rules and settings.
- Driver records: name, phone, email and notes the dispatcher enters; hours, timecards and hours readings received from other systems; time off.
- Driver location (see the next section for exactly when): a position attached to driver events, live positions while a route is running where the customer has turned live tracking on, and the phone's battery level when a new route version is first shown, where the phone's browser reports it.
- Yard and gate records: trailer numbers, carriers, the names of drivers checking in at the gate, times in and out, door and yard moves, and the position of the gate device at a check-in (see below).
- Photos and documents: bills of lading, seal photos, product and inspection photos, proof-of-delivery photos and signatures, and, where a customer's process asks for it, photos of a driver's licence. Proof-of-delivery photos carry the time, the stop and the phone's position when it was taken. Where a customer switches them on, a driver can also add a short video (up to 20 seconds) or voice note (up to 60 seconds) to a delivery; these are kept and deleted like photos. These are stored in our database.
- Appointments and contacts: receiving appointments and the vendor and carrier contacts (names, emails, phone numbers) attached to them, including the emails and texts they send to book by reply.
- Temperature readings from refrigerated trailers and loads.
- Text and email records: which numbers agreed to receive texts, when and how; opt-outs (STOP); email notification preferences.
- Website enquiries: what a prospect types into our contact form (name, company, email, phone, fleet size, message) and any file they attach.
- The truck counter (docktoroute.com/trucks): the email you give, your OK to email you the report (with the wording and the date), the trailer you pick, and what your load sheet says (trucks, stores, quantities and any names or addresses on it). Your browser reads the file and sends us only what is in it. Files you upload to the truck counter are deleted after 30 days and used only to make your report.
- Activity log: who did what in an account and when, including the IP address the action came from.
- AI memory: house rules a customer's users tell the AI assistant to remember.
- Server logs: time, request and IP address, kept for security and debugging and scrubbed of message bodies, email addresses, phone numbers and sign-in tokens.
We do not run advertising trackers, we do not use cross-site tracking cookies, and our live demo stays anonymous unless a visitor chooses to give their name. Your browser stores your own sign-in and settings locally so the app works.
Driver location: exactly when
The driver app records the phone's position once per driver event (starting a run, arriving, delivering, departing, reporting a short, refusal or damage, or adding a note), and only while the app is open. That position travels with the event so dispatch can see delivery progress.
Where the customer has switched on automatic arrival, the app also checks the phone's position about every 30 seconds while it is open, on the phone, to see whether the driver has reached or left the current stop. Those checks are not uploaded and do not form a trail; the only position sent is the one attached to the arrive or depart event a check creates. The app does not track location in the background or when it is closed.
Before the app asks for location the first time on a phone, it shows this notice and waits for the driver to acknowledge it: "Dock to Route records your location when you start, arrive, deliver or depart a stop, so dispatch can see delivery progress. It is not tracked continuously unless your company turns on live tracking, and this app tells you before that starts." Until then, events are sent without a position. The gate check-in screen shows a matching notice and records the gate device's position once per check-in, as a record of where it happened.
Live tracking, only where the customer turns it on. A customer can switch on live tracking for its drivers. It is off unless the customer turns it on. When it is on, the driver app sends the phone's position every 30 seconds to 5 minutes (the customer picks) only while the driver has a route started and the app is open on screen. It stops when the run is finished, when the app is closed, and when the driver switches to another app; it never runs outside a started route. Before the first live position is sent from a phone, the app shows this notice and waits for the driver to acknowledge it: "Your company has turned on live tracking. While you have a route started and this app is open on your screen, Dock to Route sends your location every 30 seconds to 5 minutes (your company picks), so dispatch can see where the truck is and give stores better arrival times. It stops when you finish the run, close the app or switch to another app. Your company keeps these positions for 30 days unless it set a different period." Dispatch sees each truck's last position and its age, and uses it to update arrival times, including the times a store sees on its tracking page. A summary position (at most one every 5 minutes) is also recorded in the customer's event history, which the customer's own connected systems can receive.
By default, the coordinates on driver events are removed after 180 days; the event itself (what happened, when) is kept. Live positions are deleted after 30 days by default.
How we use it
To provide, secure, and support the service; to send the texts and emails the customer's settings call for; to communicate with account holders about their account; and to meet legal obligations. We may analyze aggregated, anonymized usage to improve routing quality, never in a form that identifies a company or its numbers. We do not sell personal information and we do not use it for advertising.
Texts and email
- We text a number only when consent is on record for that company: the customer confirms the person agreed (recorded with who, when and how), or the person agrees on a booking page or by texting us. Numbers a customer already had on file before October 2026 were carried over as agreed, on the customer's word. Message and data rates may apply.
- The first text a company sends a number, and then at least every 30 days, says "Reply STOP to opt out." Replying STOP stops texts from that company (STOP sent to a number shared by several companies stops texts from all of them); START resumes them; HELP explains who is texting. Every text checks the company's opt-out list first, and we keep the opt-out record so you are not texted again.
- Texts are held during quiet hours (by default 9 PM to 8 AM in the company's time zone) unless they are time-critical, such as an appointment within two hours or a truck on its way.
- Every email other than sign-in and password emails names the company sending it, gives a postal address, and has a "Manage notifications" link to turn categories off or unsubscribe.
- Where a customer switches on booking by reply, vendors and carriers can book, move or cancel a receiving appointment by replying to an email or text. The AI service reads the message only to understand it; an appointment is booked only when the person replies YES to the specific slot offered.
Who else handles it (sub-processors and services)
- Railway: application and database hosting (United States). All of the data above is stored here.
- Cloudflare (R2): storage for our encrypted database backups. It holds only encrypted files and cannot read them.
- Vercel: delivery of our website and app pages, and privacy-preserving page-view analytics with the query string removed from each address before it is sent.
- Anthropic (Claude): the optional AI features. It receives only what a feature needs, when a customer's user uses it or an admin has switched on an automatic one: for example driver names and hours when asking for scheduling help, a photo of paperwork when asking it to read a bill of lading or a gate document, a store contact's question in the store chat on a delivery-tracking page, or a vendor's reply when booking by reply is on.
- Resend: sending email (and receiving replies, where booking by reply is on).
- Twilio: sending and receiving text messages.
- Geocodio or Google: turning store and customer addresses into map coordinates.
- OpenRouteService: road distances and route lines; it receives stop coordinates. Our server makes these calls; your browser does not call a routing or address-lookup service directly.
- Esri / ArcGIS: map tiles, fetched through our servers, so no customer data and no visitor's IP address is sent to Esri.
- Sentry: error reports, when we have error reporting switched on, with personal details scrubbed before sending.
- Have I Been Pwned: when a password is set, our server checks it against known breached passwords by sending only the first five characters of a hash of it, never the password.
- Stripe: payments, for the refundable pilot deposit and subscription billing. Card details are entered on Stripe's own checkout page and are never stored or seen by us. Subject to the Stripe Privacy Policy.
- U.S. Energy Information Administration: diesel prices. No customer data is sent.
- Weather (National Weather Service, Open-Meteo, RainViewer): the dispatcher's browser asks these directly for forecasts, alerts and radar, sending only approximate area coordinates (and, as with any web request, the browser's IP address).
Fonts are served from our own servers. When a driver taps "navigate," the phone opens the maps app the company chose (for example Google Maps, Apple Maps, Waze or a truck navigation app) with the stop's location; that app's own privacy policy applies. A customer can also connect its own systems (a TMS, WMS or other tool) to receive its data through our integration feeds; that data goes where the customer directs.
How long we keep it
We keep a customer's data while its account is active, except where these defaults remove it sooner. A customer's administrators can change the periods marked "per customer" in Data & privacy.
- Driver location on events: coordinates removed after 180 days; the event stays (per customer).
- Live truck positions (where live tracking is on): deleted after 30 days(per customer).
- Photos and document files: deleted after 730 days (2 years), except files on a "Money back" claim marked found or sent; a record that the file existed stays (per customer).
- IP addresses in the activity log: removed after 90 days; the activity record stays (per customer).
- AI memory (house rules): deleted after 365 days (per customer).
- Timecards and hours readings: deleted after 1,095 days (3 years); check your own payroll record-keeping rules (per customer).
- Deleted drivers and documents: restorable for 30 days, then removed for good (per customer).
- Website enquiries that did not become customers: deleted after 548 days (18 months).
- Truck counter files and reports: deleted after 30 days. Files you upload to the truck counter are used only to make your report. The headline numbers stay with your enquiry.
- Text opt-out records: kept, because they are what stops a number being texted again.
- Company exports: the download file is deleted after 24 hours.
We keep encrypted backups of the service's database for disaster recovery: a daily copy for 14 days and a weekly copy for 8 weeks. Backups are encrypted before they leave our servers and are stored with Cloudflare, Inc. Data you delete from the service is gone from our backups within 8 weeks (56 days).
Your choices and rights
- Export. A customer's administrators can download all of the company's data from Data & privacy at any time, as a ZIP file (kept 24 hours, up to three a day).
- Delete the company. The account owner can delete the company in Data & privacy by typing the company name and their password. The account is locked at once; for 30 days the owner can still export or cancel; then the data is permanently deleted, normally within an hour.
- Erase one person. An administrator can erase a driver (name, phone, email, notes and every location point removed; delivery events kept without name or location) or a store, vendor or carrier contact (found by email or phone). Either way, the texts and emails exchanged with that number or address, and its text consent record, are deleted; an opt-out (STOP) is kept.
- Correct. Customers can correct their data directly in the product.
- Ask us. Anyone can write to support@docktoroute.com to ask for access, correction or deletion. We will verify the request using details already on file and answer within 30 days. These tools are designed to support rights such as those under the GDPR and U.S. state privacy laws where they apply.
Security
- Connections are encrypted (TLS).
- Passwords, and the sign-in links we send to drivers, vendors, carriers and yard phones, are stored only as hashes; links can be revoked one at a time.
- Every request is checked on our server against the company it belongs to, so one customer cannot see another's data, and roles limit what each user in an account can do.
- Important actions are recorded in an activity log.
- We keep encrypted backups of the service's database for disaster recovery: a daily copy for 14 days and a weekly copy for 8 weeks. Backups are encrypted before they leave our servers and are stored with Cloudflare, Inc. Data you delete from the service is gone from our backups within 8 weeks (56 days).
No system is perfectly secure. If a breach affects personal information we hold, we will notify the affected customer without undue delay and as required by law, and help them notify anyone they need to.
Children
The service is for businesses and is not directed to children.
Changes
If this policy changes materially, we will notify account administrators by email or in-product notice before the change takes effect. The date at the top shows when it last changed.
Contact
Privacy questions and requests: support@docktoroute.com. Dock to Route, Massachusetts, United States.