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Data protection

PII handling, data residency, retention, and subject rights.

2 min readLast updated 13 Apr 2026

Customer and contact data is legally regulated in most jurisdictions. The platform ships with controls for GDPR, CCPA, UK DPA, and similar frameworks.

PII inventory

Per-tenant inventory of where PII lives:

  • Customer contacts (names, emails, phones).
  • Driver profiles (licence numbers, DOB, medical data).
  • Consignee contacts captured on shipments.
  • Portal-user credentials.
  • Payment references (no full card numbers).

Available at /app/admin/data-inventory (COMPLIANCE role).

Data residency

Tenant can choose primary region:

  • EU (Frankfurt / Dublin).
  • US (Virginia / Oregon).
  • APAC (Singapore / Mumbai).
  • UAE (Dubai).

All production data (DB, attachments, backups) pinned to region. Selected at onboarding; migration possible but non-trivial.

Encryption

  • At rest: AES-256 per-region keys.
  • In transit: TLS 1.2+ internal and external.
  • Key rotation: annual + on suspected compromise.

Retention

  • Core business records: per tenant policy, typically 7 years.
  • Audit logs: 7 years.
  • Session logs: 90 days.
  • Attachments (photos, PODs): same as their parent record.
  • Deleted-but-recoverable bin: 30 days.
  • Hard deletion after grace.

Subject rights (GDPR / similar)

  • Access — export all data about a data subject on request.
  • Rectification — edit erroneous data.
  • Erasure — delete personal data subject to legal retention exceptions (you can't erase a tax record prematurely).
  • Portability — machine-readable export.
  • Objection — stop processing (e.g. marketing).

Request workflow at /app/admin/privacy-requests. SLA tracking built in.

For optional processing (marketing emails, portal convenience tracking), consent captured and revocable. Audit trail of consent events.

Data processing agreement

Standard DPA available; signed at onboarding. Sub-processor list maintained publicly at compliance.yourvendordomain.com.

Breach notification

Contractual SLA for breach notification (typically 72 hours for EU-relevant breaches). Incident playbook includes customer-comms templates.

Data minimisation

Only collect what's needed. Sensitive fields (driver medical expiry, driver DOB) visible only to roles that need them. Fields configurable per tenant; default minimal.

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