Privacy Policy

1. Roles

The controller is Moneta Digi S.R.L., Str. Popa Tănase nr. 31D, Găești, jud. Dâmbovița, 135200, România, trade register J2026001579006, VAT RO53243922, email office@digiohs.com (Art. 13(1)(a) GDPR).

For account and billing data, we are the controller. For the operational data you upload about your drivers and contacts, you are the controller and we are the processor (see DPA).

2. Data we process

Account data (name, email, company, VAT id); authentication data (hashed passwords, TOTP secrets encrypted at rest); operational data (orders, vehicles, drivers incl. tacho card, positions, compliance records); technical logs (audit trail, IP, timestamps).

3. Purposes & legal bases

Providing the Service (contract); security and fraud prevention (legitimate interest); legal compliance (legal obligation); billing (contract/obligation). Driver GPS tracking is processed on your behalf under your legal basis.

Service statistics about PLACES AND PROCESSES, never about people (legitimate interest, Art. 6(1)(f) GDPR). We measure how long operations take at a loading or unloading site, how accurate our own estimates are, and how well our address lookups perform. This is how the estimated times we show you get better. We do not build profiles of, score, rank or evaluate drivers, and no product feature produces automated assessments of a person.

3a. Your data stays yours

The statistics above are computed from your own history and shown back to you. They are not pooled with other companies: today, no measurement of yours leaves your account. If we ever offer shared per-site figures, it will be opt-in, described here before it starts, and revocable at any time.

4. Retention

We keep data for the life of the account and as required by law. Raw track points record the vehicle, its coordinates, speed and time — not the driver. They are kept at full resolution and automatically thinned to one point every 15 minutes after 12 months. A customer company can ask for a shorter retention, which is then enforced for that company only and logged in its audit trail. Tacho files are retained per legal deadlines (e.g. 13 months); driving-time, posting and working-time records are kept for the periods required by transport and labour law.

5. Sub-processors

We use vetted sub-processors (hosting in the EU, email delivery, maps, geocoding and routing, AI document reading, voice calls, telematics connectivity, payment processing). The current list, with the purpose, data and location for each, is published at vectares.com/legal/subprocessors; the DPA governs their use.

5a. Cookies

We use only strictly necessary cookies: the sign-in cookie of the office app and the sign-in cookie of the customer portal. We use no analytics, advertising or tracking cookies. Details, including what your browser keeps locally: vectares.com/legal/cookies

6. Security

Row-level tenant isolation in the database, encryption in transit, secrets/PII encrypted at rest, hash-chained audit logs, least-privilege access. Mobile tokens are stored in the device Keychain/Keystore.

7. Your rights

Access, rectification, erasure, restriction, portability and objection under the GDPR. Requests: office@vectares.com (person responsible: Mochnacs Mihai). You may also lodge a complaint with your data protection authority.

7a. Deleting your data

Office users can download their account data (a JSON file) and delete their account themselves, in Settings → Your data — also after their access to a company has been revoked. Deleting the account asks for the password, and for the two-step code when two-step verification is on. Your email, password, two-step verification, preferences, sessions and notification devices are deleted, and your company memberships are revoked. Your name stays on the orders you worked on, as your company's record. The audit and security logs keep their entries, including those made before the deletion, because they are tamper-evident and cannot be edited; copies of emails we sent you stay in our sending log. If you are the only owner of a company, first make someone else an owner, or write to us to close the company.

Requests can also be sent to office@vectares.com (person responsible: Mochnacs Mihai), from the address associated with the account, or through your employer. We answer within one month, as required by Art. 12(3) GDPR.

The app does not create accounts: a driver account is created by the transport company that employs the driver. For everything that company uploads about its drivers, vehicles and trips, that company is the controller and we only act on its instructions — so a driver asking us directly will be pointed to their employer, and we will notify the employer of the request.

The employer can export a driver's file and records (a JSON file) and, once the driver is archived, delete the personal data, from Resources → Drivers. Deletion happens in two steps. Straight away: phone number (also on parking bookings), PIN and app access, app language, medical, ADR and CPC dates, notes, banned countries, rotation and crew. 60 months after the end of the month of the driver's last recorded activity: name, tachograph card number (replaced by a pseudonym in the working-time, activity and posting records too), driving licence, ID document, date of birth, nationality, address and contract details, the tachograph files, the link to an app account, and the name in handover reports, parking bookings and compliance alerts. Until then these stay on the tachograph, working-time, posting and settlement records that transport, labour, accounting and tax law require the employer to keep (payroll records: 5 years), and the second step then runs automatically. The employer can also ask for the second step at once. A driver whose data was deleted is not recreated from the telematics provider's driver directory.

Afterwards the company's settlements and accounting documents and the messages in order conversations remain under the anonymous label (or under the name of the driver's own app account, if the driver used one; that account belongs to the driver, who can delete it). Some copies are not removed: audit log entries made earlier (they may contain the name or phone number and cannot be edited), the card number inside a colleague's crew records, fuel-card transactions imported from the card issuer (with the name sent by the issuer), emails already sent, and data mirrored from a customer's own business-intelligence system, which follows that system's retention.

When a customer company closes its account, its operational data is deleted, except records we must keep by law (for example tachograph files and driving-time, posting and working-time records, which transport and labour law require us to retain for set periods). Backups age out on their own schedule.

8. International transfers

Data is hosted in the EU. Where a transfer outside the EEA is necessary, it is covered by appropriate safeguards (e.g. Standard Contractual Clauses).