Privacy Policy

Scope of this policy

This Privacy Policy applies to the School Van Tracking website, parent and driver applications, school administration tools, and related support services (together, the “Services”).

Schools use the Services to manage their transport operations. A school may provide or manage information about its students, parents, drivers, vehicles, routes, stops, attendance, and trips. Where a school determines why and how that information is used, the school is responsible for its own privacy obligations and we process the information to provide the Services on its behalf.

Information we collect

Information you or your school provides

• Account details: name, email address, phone number, password, role, school association, and preferred language.
• Student and family details: student name, class and section, parent or guardian relationship, pickup and drop-off details, emergency contacts, and safety or medical notes a school chooses to record.
• Driver and transport details: driver profile and contact details, licence information, assigned vehicle, route, stops, schedules, and trip attendance.
• Support communications: information included when you contact a school or request support.

Information collected when you use the Services

• Trip and location information: GPS coordinates, timestamps, speed, heading, accuracy, route progress, and pickup or drop-off events during an active trip.
• Device and technical information: device type, operating system, app version, IP address, device or notification token, and diagnostic logs.
• Usage information: sign-in activity, notification preferences, feature interactions, and service events needed to operate and protect the Services.
• Subscription information: plan, payment status, transaction reference, and renewal or cancellation dates. Payment providers process payment credentials under their own privacy terms; we do not need to store full card details.

How location data works

During an active trip, the van’s location is compared with the school’s saved pickup points to notify linked parents when the van is nearby or has arrived. For new morning trips, the driver confirms which children boarded at the pickup stop. If an expected child is left unconfirmed, their linked parent receives a warning to contact the driver. GPS proximity alone does not confirm boarding. The app also uses location to detect school arrival after the scheduled pickups are resolved.

The driver application uses precise device location to show the van’s position during a school trip. With the driver’s permission, this may continue in the background when the app is not open or the screen is off. Location sharing is connected to the van’s trip—not intended to track a driver outside work.

Live van location is made available only to authorised school staff and eligible parents or guardians connected to students on that route. Depending on the service plan, historical route and trip information may also be available to authorised school administrators.

How we use information

We use information to:

• create accounts, verify access, and provide role-based features;
• display live van location, estimated arrival information, route progress, and trip history;
• send pickup, drop-off, delay, route, safety, and account notifications;
• help schools manage students, drivers, vehicles, routes, attendance, and transport operations;
• provide support, troubleshoot problems, and improve reliability and accessibility;
• protect users and the Services, prevent misuse, and maintain audit and security records;
• administer subscriptions and comply with legal obligations.

We do not use precise trip location or student information for third-party advertising.

How information is shared

We share information only as needed for the Services:

• Within your school community: authorised school staff see school transport information; drivers see information needed for assigned routes; and parents or guardians see information connected to their own children.
• With service providers: carefully selected hosting, mapping, notification, email, support, analytics, and payment providers may process limited information for us.
• For safety and legal reasons: we may disclose information when reasonably necessary to protect a person, investigate misuse, comply with law, or respond to a valid legal request.
• Business changes: information may transfer as part of a merger, financing, acquisition, or sale, subject to appropriate confidentiality and privacy protections.

We do not sell or rent personal information, including student or precise location information.

Data retention

We retain information for as long as needed to provide the Services, meet the school’s instructions, maintain safety and audit records, resolve disputes, and comply with law. Retention periods vary by information type. For example, active account and route information may be kept while a school uses the Services, while diagnostic records are generally needed for a shorter period.

When information is no longer required, we take steps to delete or de-identify it. Backup copies may remain for a limited period before being overwritten.

How we protect data

We use administrative, technical, and organisational safeguards designed to protect information. These include account authentication, encrypted network connections, school-level data separation, role-based access controls, access logging, backups, and review of service providers.

No service can guarantee absolute security. Please use a strong, unique password, protect access to your device, and promptly notify your school or our support team if you suspect unauthorised access.

Your choices and rights

Depending on your relationship with the Services, you can:

• review and update certain profile information;
• manage push notification and location permissions;
• request access, correction, or deletion of personal information;
• object to or request limits on certain processing where applicable;
• cancel a subscription according to its plan terms.

Parents, guardians, students, and drivers should normally send requests concerning school-managed records to their school first. The school can verify the request and work with us where needed. Some information may need to be retained for safety, recordkeeping, or legal reasons.

Children's privacy

The Services are designed for use by schools, authorised drivers, and parents or guardians. Students do not create accounts or submit personal information directly through the Services. Schools and parents or guardians are responsible for providing appropriate notices and obtaining any permission required for student information.

Student information is used to coordinate school transport and safety. It is not sold, used for behavioural advertising, or shown to parents who are not linked to that student.

Changes to this policy and contact

We may update this policy as the Services or privacy requirements change. We will post the updated version here, revise the “Last updated” date, and provide additional notice when a change is significant.

For a question, concern, or privacy request, contact your school’s transport administrator or use the support option provided in the School Van Tracking app. Please do not include passwords or unnecessary sensitive information in your message.