Tracking & Location Policy

Keep this current. This tracking policy is a working draft written for an Indian packers-and-movers business. Before you go live, have it reviewed by your own legal adviser and replace the bracketed details with your registered particulars. Edit it in Admin → Pages, not in the source.

1. Two different things

It helps to separate them. Stage tracking is a timestamped list of milestones — packed, picked up, departed, in transit, arrived, unloaded, delivered — recorded by the crew as they happen. Location tracking is a periodic GPS position from a crew member's device. Stage tracking is on for every booking. Location tracking is not.

2. When location is recorded

Only when all three of these are true at the same time:

• the booking is active — not scheduled for next week, not closed yesterday;
• the operations team has enabled tracking for that specific job;
• the crew member has given explicit consent on their own device, with a clear explanation of what is being collected.

When any one of them stops being true, collection stops. There is no always-on background tracking of staff, and there is no tracking of anyone's device outside their working hours on an active job.

3. How often, and how precisely

The sampling interval is a configurable setting, not a fixed rate, and it is deliberately coarse — a position every few minutes is enough to tell a customer where their consignment is. Administrators can lengthen it, and should. Nothing in the system requires second-by-second positions.

4. Who can see it

The customer whose booking it is, while that booking is active. The operations and dispatch staff who need it to run the job. Nobody else — location is not exposed on any public page, is not included in exports available to other roles, and access to it is recorded in the audit log.

5. How long it is kept

Location history is retained for 90 days after a booking closes, so that a dispute about timing or route can be answered, and is then deleted automatically. The retention period is a setting an administrator can shorten. Deletion is permanent, not a flag.

6. Withdrawing consent

A crew member can withdraw location consent at any time from their own portal, without giving a reason and without it affecting their assignment to work. A customer can ask us to stop showing and recording live position on their booking; stage tracking continues, because it is how the job is run and invoiced. Either request takes effect immediately.

7. What we do not do with it

We do not use location data to monitor individual staff performance, to build profiles of anyone's movements, or for advertising. We do not sell it or share it with data brokers. We disclose it to an authority only where the law compels us to, and we record it in the audit log when we do.

8. Questions

Anything about this policy, or a request under it, goes to our Grievance Officer at [grievance@yourdomain]. Your rights over this data, including the right to a copy and the right to erasure, are set out in our Privacy Policy.