Privacy Policy

DepotIQ is used by delivery depots. Responsibility splits in two, and which one applies to you depends on who you are:

Drivers: you do not have a DepotIQ login and we have no direct relationship with you. To see, correct or delete your data, contact your depot. If you contact us instead, we will pass your request to your depot and tell you we have done so.

Drivers and depot employees:

• Identity and contact details: name, phone number, email address, driver type (self-employed contractor or employee), status, start date.
• Work records: assigned routes and areas, daily stop counts, consignment numbers, proof-of-delivery records, on-road times, attendance derived from whether you appear in a day's manifest.
• Performance data: delivery performance metrics, failure reasons, and any notes depot staff record about you.
• Compliance documents: driving licence and manual-handling certificate numbers and expiry dates, and scanned copies where the depot uploads them.
• Payment data: calculated pay per stop, recorded payouts, deductions and fines, and commission attributed to your consignments.
• Where a depot uses them, sensitive identifiers such as PPS number, IBAN, BIC and VAT number. Access to these fields is restricted to the depot owner (and to managers only where the owner explicitly grants it) and every access is logged.
• Responses to linked Google Forms, where your depot uses them for onboarding or compliance.

Applicants (people who filled in a depot's application form):

• What you typed on the form: name, phone number, email address, address, date of birth, whether you are applying as a contractor or an employee, driving licence and manual-handling certificate details, vehicle registration, availability, uniform size, emergency contact, previous experience and how you heard about the depot. Only your name and one way of contacting you are required.
• The depot's notes on your application and whether it was shortlisted, unsuccessful or accepted.
• The time you gave consent, and a one-way fingerprint of your network address used only to stop the form being flooded. The address itself is not stored and the fingerprint cannot be turned back into it.

Depot staff users:

• Name, email address, role, depot assignment, password hash (if not using Google sign-in), last sign-in time.
• A Google refresh token, only where you have signed in with Google and explicitly consented to DepotIQ sending email as you.
• An audit trail of your actions: uploads, stop edits, payout entries, commission views and administrative changes.

People who receive or send parcels:

• The delivery or collection address, its eircode, the consignment number and the customer account it belongs to. This comes from the daily report the depot receives from head office and is what lets a stop be counted, paid and reconciled against commission.
• The name of the person who signed for a parcel is NOT stored. The daily report carries it and DepotIQ uses it while processing the file - to recognise that two parcels went to the same person on the same round - and then keeps only a one-way fingerprint of it, scoped to that depot and that day. The fingerprint cannot be turned back into a name and is never displayed.
• No phone numbers, email addresses or payment details of parcel recipients are received or stored.

For this category the depot is not usually the controller: the data arrives from head office, whose customers these people are. DepotIQ processes it only to count, pay and reconcile the depot's own work, and it is subject to the same retention rules as the rest of the operational data.

Technical data: IP address and failed sign-in attempts, held briefly for brute-force protection; and error diagnostics sent to our monitoring provider.

We do not use your data for advertising, we do not sell it, and we do not use it to train machine-learning models.

DepotIQ calculates figures automatically - pay from stops and rates, attendance from the manifest, performance rankings and outlier flags. These are inputs to decisions made by people at your depot. The platform does not itself make decisions about a driver that produce legal or similarly significant effects, and depots are contractually required not to use it that way without human review.

Where a depot enables Marshal, our optional AI assistant, an AI model processes that depot's operational data to answer questions its staff ask - for example why a particular day's figures look unusual. Marshal produces written answers for people to read; it does not decide anything, and every answer is labelled as AI-generated. It runs in the EU (Ireland), the data is not used to train the model, and it is never given driver PPS numbers, bank details or VAT numbers. Requests for a driver's personal contact details are refused and redirected to the driver's own record.

Access follows the role a person holds, and is enforced on every request rather than by hiding parts of the screen.

• Your own depot - the depot owner sees everything held about you. Managers see everything except commission earnings. Staff see what the depot has chosen to share with them, never the sensitive fields below.
• Sensitive fields - PPS number, IBAN, BIC, VAT number and home address are restricted to the depot owner, and to managers only where the owner has specifically granted it.
• Regional managers - a regional manager overseeing several depots sees, for drivers, name and handheld login only, together with depot-level totals such as parcels handled and performance scores. They are shown this so that head office's staff census can be checked against the depot's own records. They cannot see your contact details, address, date of birth, licence details, pay or commission, and their view is read-only.
• Head office- where a depot's network operator is given access, it is on the same basis as a regional manager: name, handheld login and depot-level figures. Financial information about a depot is never shared outside that depot.

All data is hosted in the European Union. The database and all uploaded files are stored in an EU region, encrypted at rest, with TLS-only connections and encrypted daily backups that are also EU-resident. Uploaded files are stored in private object storage and are never publicly accessible - they are served only through authenticated, tenancy-checked requests.

We use a small number of service providers. Each is bound by a data processing agreement, and where a provider has a non-EU parent, EU Standard Contractual Clauses are in place.

We will tell depot customers before adding or replacing a subprocessor, giving them an opportunity to object.

DepotIQ offers Google sign-in so depot staff do not need another password. If you use it, Google tells us your name, your email address and your Google account identifier, and nothing else. We never receive your Google password, and we cannot see your contacts, your calendar, your files or your mailbox.

Your role and which depot you belong to are held in DepotIQ, not taken from Google. Signing in with Google proves who you are; it does not decide what you can see.

Separately, and only if you choose to grant it, DepotIQ can ask for permission to send email as you (the Google gmail.send permission). This is used for one thing: sending drivers their own stop figures, at the moment you ask for them to be sent. It allows sending only - it cannot read, search, or delete anything in your mailbox, and it is never used to send anything you did not trigger. If you grant it, we store a Google refresh token so the send can happen; deleting it is described below.

Limited Use.DepotIQ's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell this data, we do not use it for advertising, we do not use it to train any AI model, and no human reads it except where you ask us to for support or where the law requires it.

You can withdraw either permission at any time at myaccount.google.com/permissions. Withdrawing the send permission stops DepotIQ emailing on your behalf and the stored refresh token is discarded; you can still sign in with a password if your administrator has set one.

Depot owners control purging from the Data & Retention screen, which enforces the statutory minimums above so financial records cannot be deleted early.

Under the GDPR you have the right to access your data, to have it corrected, to have it erased, to restrict or object to processing, and to data portability. Where processing relies on consent (for example the Gmail sending permission) you can withdraw it at any time without affecting processing that already happened.

• Drivers and depot employees: contact your depot. They can produce a complete export of everything held about you, and can anonymise your profile on request while keeping the financial ledger intact as the law requires.
• Applicants: contact the depot you applied to. They can delete your application outright on request - there is no financial record to keep - and it goes automatically in any case once the period above has passed.
• DepotIQ staff users: contact us at info@oxus.ie.
• We respond within one month. If we need longer for a complex request we will tell you why.

You can complain to the Irish Data Protection Commission (dataprotection.ie) or to the supervisory authority where you live.

Measures we apply are described in full in the Data Processing Agreement. In summary: encryption in transit and at rest; role and tenancy checks enforced server-side on every request; strict separation between depots; audit logging of uploads, edits, payouts and commission access; brute-force protection and session expiry on sign-in; restricted access to sensitive identifiers; and a documented breach notification process.

DepotIQ sets only strictly necessary cookies - a session cookie, a CSRF token, and a cookie recording which depot a master admin is viewing. There is no analytics, advertising or third-party tracking, which is why you are not asked for cookie consent. See the Cookie Notice.

We may update this policy. Material changes are published with a new version number and platform users are asked to acknowledge the new version on their next sign-in. Depots are responsible for passing relevant changes on to their drivers.

Oxus Technologies Limited, registered in Ireland, company number 818468.

Registered address: Greenhills Road, Walkinstown, Dublin 12, D12 DX80

Privacy and data protection enquiries: info@oxus.ie
General support: info@oxus.ie
Web: https://oxus.ie