Simpian Privacy Policy

01Who we are

SIMPIAN CONSULTING INC. is a process-automation consulting and software company based in Toronto, Ontario, Canada. "Simpian", "we", "us" and "our" mean SIMPIAN CONSULTING INC., 333 Wilson Ave, Toronto, Ontario, Canada. You can reach us about privacy at [email protected].

02What this policy covers

This policy applies to:

• our website, simpian.com;
• the QTD Driver mobile app for iPhone and Android (and its web version), used by delivery drivers; and
• the Simpian platform that powers it, including the client portal at portal.simpian.com used by our business customers' staff.

Websites and apps we link to or open for you (for example Google Maps or Apple Maps when you tap an address) have their own privacy policies.

03Our role for business customers

Simpian provides its platform to businesses, such as distributors, wholesalers and retailers, that run deliveries. The QTD Driver app is used by drivers who work for, or deliver on behalf of, one of those businesses (the "Business").

• Driver accounts are created by the Business or by Simpian at the Business's request. You can't sign up for an account inside the app.
• Order, customer and delivery information in the app belongs to the Business. We process it on the Business's behalf to provide the service, following its instructions and our agreement with it.
• If you're a driver or a delivery recipient and have a question about how a Business uses your information, you can contact that Business directly or email us and we will help or pass your request on.

04Information we collect

Driver account information

To sign in, a driver uses an email address and password set up for them. We also keep basic account and profile details such as the driver's name, phone number, the Business and routes they're assigned to, and sign-in times. After sign-in, the app stores a secure sign-in token on the device (in the iOS Keychain or Android secure storage) so you stay signed in. If you use "Forgot password", we send a reset link to your email address.

Location (only while working a route)

• The app asks for location permission "while using the app". It does not request background or "always" location.
• Before a route starts, the app may use your location on your device to centre the map on where you are. This use stays on your device and is not sent to dispatch.
• Your location is sent to dispatch only while the app is in the foreground and you have an assigned or active route. During that time, the app sends your device's precise location (latitude, longitude, accuracy and time) to our servers about every 30 seconds so dispatch can see delivery progress.
• When you complete, fail or update a stop, a delivery or a van sale, the app attaches the latest available location to the delivery record. This may be a GPS reading taken a little earlier, for example when you opened the stop, rather than at the exact moment you finish.
• You can turn off location permission in your device settings at any time, but some delivery steps may not work without it.

Proof of delivery: photos, signatures and notes

• Camera: the app uses the camera only when you choose to take a proof-of-delivery or return photo. It does not access your photo library or other photos on your device.
• Signatures: drivers and recipients can sign on screen. We store the signature image, the signer's role (driver, recipient or other) and, if entered, the signer's name.
• Notes you type about a stop, such as delivery issues or returns.

Delivery and business information

To run a delivery day, the app shows and updates information that the Business provides, such as routes and stop order, order numbers and items, delivery addresses, customer and company names, customer phone numbers, delivery time windows, stop status, returns, vehicle stock and loading checks, van sales, and payments collected at a stop (the payment method, such as cash, cheque, card or e-transfer, and the amount). The app does not ask for or store full payment card numbers.

Information stored on your device

So the app keeps working with a weak signal, it saves route data, pending updates, and photos and signatures waiting to upload in an on-device database. These are sent to our servers when you're back online. Signing out removes your sign-in token from the device, and uninstalling the app removes all of this on-device data. The app also saves settings such as your language choice.

Device and technical information

When the app or website talks to our servers, we and our service providers automatically receive standard technical information such as IP address, device and operating system type, app version and the time of the request. We use it to deliver the service, keep it secure and fix problems.

Bluetooth printers (Android)

On Android, the app can print receipts and invoices to a Bluetooth printer that you have already paired with your device. It uses Bluetooth only to send the print job and does not collect information about other nearby devices.

What the app does not collect

• No contacts, microphone, calendar, health or photo-library access.
• No background location.
• No advertising identifiers, and no third-party advertising, analytics or crash-reporting tools in the app.

When you contact us

If you email us or use the contact form on simpian.com, we keep the information you send, such as your name, company, email address, phone number (if you give it) and your message, so we can reply about your enquiry.

05How we use information

• To create and manage driver accounts and let drivers sign in, including password resets.
• To provide the delivery workflow: routes, stops, loading, proof of delivery, returns, van sales, collections, invoices and receipts.
• To show dispatchers and the Business live delivery progress and a record of each completed delivery.
• To keep the platform secure, prevent misuse and fix bugs.
• To answer questions and send service messages about an account.
• To understand, in aggregate, how our website is used so we can improve it.

We do not use app data for advertising, and we do not sell or rent it.

06Sharing and service providers

We do not sell personal information. We share it only:

• With the Business the driver works for. Its authorized staff can see the routes, delivery records, photos, signatures, notes and driver location linked to its deliveries.
• With service providers that host and run our services for us, under agreements that limit how they can use the data:

  Provider	What it does for us
  DigitalOcean	Cloud servers, databases and file storage that host the Simpian platform, the app's server and simpian.com
  Cloudflare	Delivers simpian.com securely and quickly
  Email service provider	Sends account emails such as password resets
  OpenStreetMap tile servers	Map images shown in the app. Your device requests the map tiles for the area being shown.
  Formspree (website only)	Receives messages sent through the simpian.com contact form
  Google Analytics (website only)	Aggregate statistics about visits to simpian.com (see Cookies)

• When you choose to open a map app: if you tap an address for directions, the address is passed to Google Maps or Apple Maps on your device.
• When required by law, or to protect the safety, rights or property of our customers, users, staff or the public.
• If Simpian's business is transferred, in which case this policy will continue to protect the information.

07Ads and tracking

08Website cookies and analytics

simpian.com uses Google Analytics 4 to count visits and see which pages are popular. Google Analytics uses cookies and receives information such as pages viewed, approximate location derived from your IP address, and device or browser type. We use these reports in aggregate only. Our hosting and security provider may also set a short-lived cookie to protect the site from abuse. You can block or delete cookies in your browser settings, or install the Google Analytics opt-out add-on. Google Analytics is not part of the QTD Driver app.

09Storage, security and retention

• Where it's stored. Information is stored with the service providers above, whose servers may be located in Canada, the United States or other countries. Information stored outside Canada may be subject to the laws of those countries.
• Security. We use encrypted connections (HTTPS) between the app, website and our servers, require sign-in to see delivery information, store sign-in tokens in the device's secure storage, and limit access to people who need it. Photo and signature evidence is generally shared through short-lived links; some older links created before this change may remain valid longer. No system is perfectly secure, but we work to protect your information and will notify affected people and authorities of a breach as required by law.
• Retention. We keep driver accounts while they are active, and delivery records (including proof-of-delivery photos, signatures and locations) for as long as the Business needs them for its operations and its legal, tax and record-keeping obligations, or as our agreement with the Business requires. When information is no longer needed, we delete it or make it anonymous.

10Your rights (Canada)

Simpian is based in Ontario and follows Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). You can:

• ask what personal information we hold about you and get a copy;
• ask us to correct anything that is wrong or out of date;
• withdraw consent (this may mean we can no longer provide some services); and
• ask us to delete your account and its information.

Email [email protected]. We may need to confirm your identity first. Where the information belongs to a Business, we will work with that Business to respond. We aim to respond within 30 days. If you're not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.

11Deleting an account and its data

You can ask us to delete a QTD Driver account and its associated personal data at any time:

1. Email [email protected] with the subject "Account deletion request", from the email address you use to sign in to the app.
2. Include your name and the company you deliver for.
3. We will confirm the request, then delete the account and the personal information linked to it from the app, our platform and our service providers, and let you know when it's done.

Your employer or the Business can also ask us to close a driver account. Delivery records the Business must keep for legal, tax or contract reasons (for example signed proof of delivery and payment records) may be kept for that period, with the driver's account removed. Copies in backups are removed as those backups expire.

12Children's privacy

Simpian's services are business tools meant for adults in a work setting. They are not directed to children, and we do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, contact [email protected] and we will delete it.

13Changes to this policy

We may update this policy as our services change. We will post the new version on this page with a new effective date, and if the changes are significant we will tell users or our business customers before they take effect.

14Contact us

SIMPIAN CONSULTING INC.
333 Wilson Ave
Toronto, Ontario, Canada
Email: [email protected]