This notice covers the Aegis Transport Compliance mobile app and web platform, including the Driver and Operations & Management workspaces. It applies to company users, drivers and other people whose information is included in work records.
Who is responsible
Aegis Transport Compliance Limited, company number 17289679, provides the platform. Our registered office is C/O Wainwrights Accountants, Faversham House, Old Hall Road, Bromborough, Wirral, CH62 3NX. Our privacy lead is Liam Gafoor: Liam@aegistransportcompliance.co.uk.
Your employer or the company providing your workspace normally controls its workforce, fleet and operational records. Aegis processes those records to provide the service on that company’s instructions. Ask your company for its workforce privacy notice, legal grounds and retention requirements. Aegis controls its own customer-account administration, billing, support and service-security information.
Information handled by the workspaces
- Account and contact details: name, email address, company, role, login information and any profile details supplied, such as telephone number, address or date of birth.
- Driver and fleet records: vehicles, jobs, routes, driving-hours reports, walkaround checks, defects, declarations, training, exam results and policy or briefing acknowledgements.
- Evidence you or your company provide: delivery records, signatures, documents, photos, videos, audio recordings, messages, incident reports and debriefs. These can include information about delivery contacts, witnesses or other people.
- Management records where used: employment, leave, health and safety, licence or medical information, financial records, invoices and imported bank statements. Some records may include sensitive health information or information about alleged offences.
- Location and technical information: location used for navigation or a recorded activity, route information, device/network information, session information and records of significant activity needed for security and accountability.
Information comes from you, your company and its authorised users, people included in work evidence, and enabled service integrations. Features and the information available to you depend on your company’s configuration and your permissions.
Why information is used
The platform uses work records to provide company workspaces, plan and record work, maintain transport and safety evidence, deliver training, communicate instructions, prepare reports and support authorised enquiries. Your company determines the purposes and legal grounds for its records, including any additional conditions needed for sensitive or offence-related information.
For processing Aegis controls, we use account and billing information to perform our customer contracts, keep required business records to meet legal obligations, and use necessary service and support information for our legitimate interests in providing a reliable service, protecting accounts, investigating misuse and resolving enquiries. Where we rely on consent for a particular optional use, you may withdraw it.
Core account information is needed to sign in and use an authorised workspace. Other information may be needed for the specific task or your company’s duties. Ask your company about any employment or legal obligation to supply it. Device permission can be refused, although the feature needing that permission may then be unavailable.
Camera microphone and location
The app requests access when a feature needs it, such as taking evidence photos or recording audio. You can change permissions in your device settings. Location is used by navigation and location-related work features while you use them. Map and routing providers may receive your network address, map area, coordinates or route details when those features are used. Only include other people in evidence when necessary and authorised.
Translation AI and scores
Translation and AI assistance send the text and relevant context needed for the selected feature to Anthropic. Submitted reports may retain both original wording and an English translation for your company. Avoid including unnecessary confidential or sensitive information in an AI request.
Translations, generated documents, guidance and internal risk scores can be wrong and require human review. They do not establish legal compliance or replace professional judgement. Your company remains responsible for decisions about its people and operations; contact it about how a score or recommendation is used.
Who receives information
Work records are available to authorised users in your company according to their roles, and to Aegis personnel who need access for authorised support or service operation. Your company may export records or instruct delivery of evidence, reports or messages to designated recipients. Recipients may also include advisers, insurers or authorities where instructed or legally required.
Service providers include Vercel for platform hosting and private file storage, Neon for the PostgreSQL database, Anthropic for enabled AI and translation, Stripe for platform billing, and email-delivery services for instructed messages. Map features use OpenStreetMap resources and TomTom routing where enabled. Web fonts and map resources can also make requests to Google Fonts or unpkg. Apple, Google and Expo support app distribution and builds under their own applicable notices.
Storage and international processing
The production database and private uploaded-file store are configured in London. This does not mean all processing stays in the UK: service providers, their support operations and subprocessors may process information in other countries, including the United States. Contact our privacy lead for information about the providers, processing locations and applicable transfer arrangements relevant to your records.
How long records are kept
Work records are retained according to the company controller’s instructions and the purpose of the record, applicable transport, employment, tax and safety requirements, investigations and legal claims. Supporting evidence follows the record it supports. Aegis retains its own account, billing and support records for the relevant contract, legal, security or enquiry purpose. Contact us or your company for the period or criteria applying to a particular record.
Closing access or uninstalling the app does not automatically erase work evidence. Retention and deletion requests require a review of the relevant records, authority, legal obligations and any hold. We do not promise immediate or automatic deletion of every record.
Database recovery is configured with seven days of point-in-time history and daily scheduled snapshots that expire after 35 days. Manual snapshots and isolated recovery copies are reviewed separately and do not have automatic expiry by default. These database settings do not establish the retention of uploaded files or every supplier log. Backup copies may therefore remain after live access ends; ask us about the copies relevant to an erasure request.
Cookies and information on your device
The website uses session cookies for sign-in and stores preferences such as language and appearance. The native app stores its sign-in session using secure device storage. Signing out removes the app’s saved session; it does not delete server records. We do not use workforce records for advertising or cross-app tracking.
Your choices rights and requests
Depending on the circumstances, you can request access, correction, erasure, restriction or portability, and object to relevant processing. Rights are subject to their legal conditions and do not require erasure of records that must lawfully be kept. Where consent is the basis, you may withdraw it without affecting earlier lawful processing.
Use our account and data request page to request account closure, deletion or other rights without signing in. We verify identity and company authority where needed and refer company-controlled records to the responsible controller. You can also raise a concern with your company or our privacy lead and complain to the Information Commissioner’s Office.
Changes to this notice
We update this notice when the service or its processing changes. The date above identifies this version. Material changes affecting your records should be read alongside your company’s workforce notice.