Privacy Policy

Effective Date

Last Updated: 18/03/2026

At Routemizer, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our field service management and route optimization platform. Please read this policy carefully to understand our practices.

1. Information We Collect

1.1 Information You Provide

We collect information that you voluntarily provide when using our services:

Account Information: Name, email address, phone number, job title, company name, and billing details
Business Data: Service locations (addresses, coordinates), task details, customer information, technician profiles
Usage Data: Route optimization requests, task assignments, completion status, and operational metrics
Communications: Support requests, feedback, and correspondence with our team
Integration Data: Information from third-party systems you connect to Routemizer

1.2 Automatically Collected Information

Device Information: IP address, browser type, operating system, device identifiers
Location Data: GPS coordinates from mobile devices (with permission) for route tracking and optimization
Log Data: Access times, pages viewed, features used, and errors encountered
Cookies & Tracking: Session data, preferences, and analytics information

1.3 Information from Third Parties

We may receive information from third-party services you integrate with Routemizer, such as CRM systems, accounting software, or SSO providers (e.g., Google Workspace).

📍 GPS Location Tracking (Field Technicians)

For field technicians using our mobile application, we collect real-time GPS location data during route execution:

What we collect: GPS coordinates (latitude/longitude), accuracy, timestamp, speed, and heading
Why we collect it: Route tracking, proof of service delivery, arrival detection, and operational optimization
When we collect it: Only during active routes and working hours (configurable, typically every 60 seconds)
Your control: Can be disabled at any time through the mobile app settings
Retention: Automatically deleted 90 days after route completion
Access: Only visible to organization administrators and the technician

GPS tracking is essential for route verification but respects your privacy with automatic deletion and user control.

2. How We Use Your Information

We use the collected information for the following purposes:

Service Delivery: Provide route optimization, task management, and field service coordination
Platform Functionality: Enable GPS tracking, real-time updates, and mobile app features
AI-Powered Features: Generate route optimizations, analytics, and operational insights
Account Management: Create and manage user accounts, process payments, and handle subscriptions
Communication: Send service updates, technical notices, security alerts, and support responses
Platform Improvement: Analyze usage patterns to enhance features and fix issues
Security: Detect and prevent fraud, unauthorized access, and security threats
Legal Compliance: Meet regulatory requirements and respond to legal requests
Custom Integrations: Develop and maintain custom integrations as requested by enterprise clients

3. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

3.1 Within Your Organization

Information is shared among users within your organization account based on role-based access controls.

3.2 Service Providers

We work with trusted third-party service providers who assist in:

Cloud hosting and infrastructure (data centers, servers)
Payment processing and billing
Email delivery and communications
Analytics and performance monitoring
Customer support tools

Specific Third-Party Processors:

Sentry (Functional Software, Inc.) - Error monitoring and performance tracking (anonymized data only)
Microsoft Clarity - Website analytics and user experience insights
Google Cloud - Maps, geocoding, and route optimization services
Amazon Web Services (AWS) - Email delivery (SES), SMS notifications (SNS), and file storage (S3)

These providers are bound by Data Processing Agreements (DPAs) and Standard Contractual Clauses (SCCs) where applicable for international data transfers. They only process data as instructed and maintain appropriate security measures.

3.3 Legal Requirements

We may disclose information if required by law, court order, or governmental request, or to protect our rights, property, or safety.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.

3.5 With Your Consent

We may share information with third parties when you explicitly authorize us to do so.

4. Data Security

We implement industry-standard security measures to protect your information:

Encryption: Data in transit (TLS/SSL) and at rest (AES-256)
Access Controls: Role-based permissions, multi-factor authentication, and audit logs
Infrastructure Security: Firewalls, intrusion detection, and regular security audits
Data Backups: Regular automated backups with disaster recovery procedures
Employee Training: Security awareness and confidentiality requirements for all staff
Monitoring: 24/7 security monitoring and incident response protocols

Note: While we implement strong security measures, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials.

5. Data Retention

We retain your information for as long as necessary to:

Provide our services to you
Comply with legal obligations (tax, accounting, audit requirements)
Resolve disputes and enforce agreements
Maintain business records as required by law

Specific Retention Periods:

Account Data: Deleted or anonymized within 90 days after account termination
GPS Location Data: Automatically deleted 90 days after route completion
Audit Logs: Retained for 12 months for security and compliance purposes
Authentication Tokens: Deleted 30 days after expiration
Billing Records: Retained for 7 years as required by tax law
Support Communications: Retained for 2 years or as long as necessary to resolve issues

Upon account termination, we will delete or anonymize your data within 90 days, except where retention is required by law or for legitimate business purposes (e.g., billing disputes). You may request immediate deletion of your data by contacting us at [email protected].

6. Your Privacy Rights

Depending on your location, you may have the following rights:

Access & Portability

Access Portability Desc

Correction

Correction Desc

Deletion

Deletion Desc

Restriction

Restriction Desc

Objection

Objection Desc

Opt-Out

Opt Out Desc

To exercise these rights, contact us at [email protected] or through your account settings. We will respond within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Essential Cookies: Required for platform functionality (authentication, security)
Performance Cookies: Analytics to understand usage and improve our service
Functional Cookies: Remember preferences and settings

You can manage cookie preferences through your browser settings or our cookie management tool. Note that disabling certain cookies may limit platform functionality.

8. International Data Transfers

Routemizer operates globally. Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place:

Standard contractual clauses approved by regulatory authorities
Data processing agreements with service providers
Compliance with applicable data protection laws (GDPR, CCPA, etc.)

9. Children's Privacy

Routemizer is a business service not intended for children under 16. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately for deletion.

10. Third-Party Links and Integrations

Our platform may contain links to third-party services or support integrations with external systems. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes via email or platform notification at least 30 days before the changes take effect. Your continued use of the service after changes constitutes acceptance.

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12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices:

Routemizer

Email: [email protected]

Support: Available through your account dashboard

Response Time: We aim to respond within 5 business days

Regional Privacy Rights

California Residents (CCPA): You have additional rights including the right to know what personal information we collect, sell, or disclose, and the right to opt-out of sales (we do not sell data).

European Union Residents (GDPR): You have the right to lodge a complaint with your local supervisory authority if you believe we have not adequately addressed your concerns.

UK Residents: Similar rights to GDPR. Contact the ICO (Information Commissioner's Office) for complaints.