UK and US privacy
Privacy Policy
Effective: 22 August 2026 · Version 2026-08-22
1. Who we are
Trukfox is a business software service for trucking operations. The Trukfox provider identified on your order form, invoice, or subscription confirmation is responsible for the account and commercial information described in this Policy. Contact the privacy team at privacy@trukfox.com.
2. Our data-protection roles
For website visitors, company enquiries, platform administrators, account security, billing, and our own service operations, Trukfox normally acts as controller.
For personal data placed in a company workspace by a Customer, the Customer normally acts as controller and Trukfox acts as processor. This includes staff, driver, customer, route, order, note, and document information. Users should direct requests about that information to the trucking company first.
Where applicable, our data processing agreement forms part of the Customer contract. For US state privacy laws, Trukfox processes Customer Data as a service provider or contractor and will not retain, use, disclose, sell, or share it outside the contract and permitted business purposes.
3. Information we collect
Website and signup information
- Company and contact name, business email, phone number, fleet size, enquiry text, terms version, and acceptance time.
- Technical information such as IP address, browser, device, request time, referring page, and security events.
Account information
- Name, business email, role, company membership, account status, login time, and authentication records.
- Support conversations and administrator actions, including password-reset and account-change records. We do not store readable account passwords.
Customer operational data
- Order numbers, customers, phone numbers, pickup and delivery locations, cargo details, drivers, status, instructions, vehicle details, times, fees, notes, and audit history.
- Documents and metadata, such as invoices, proof of delivery, images, filenames, file type, uploader, and upload time.
Connected mailbox data
- Mailbox provider, server, username, folder, sender restrictions, connection status, message identifiers, subjects containing order numbers, and eligible attachments.
- Mailbox app passwords are encrypted at rest using authenticated encryption. They are not returned to the browser after saving.
- We do not intend to use message content for unrelated purposes. Messages without relevant order numbers may be recorded only as processed/ignored identifiers to avoid repeated processing.
4. Why we use information
| Purpose | Typical lawful basis |
|---|---|
| Respond to company enquiries and set up accounts | Steps before a contract and legitimate interests |
| Provide company workspaces, orders, documents, reports, and support | Contract; legitimate interests; processor instructions |
| Authenticate users, prevent misuse, investigate incidents, and maintain audit records | Legitimate interests and legal obligations |
| Process payments, invoices, tax, and accounting records | Contract and legal obligations |
| Improve reliability and usability | Legitimate interests, using aggregated or minimised data where practical |
| Send important service, security, legal, or account notices | Contract, legal obligations, and legitimate interests |
| Send optional marketing | Consent where required, or permitted business-to-business legitimate interests with an opt-out |
5. Who receives information
We may share information with vetted hosting, storage, email, security, monitoring, support, payment, accounting, and professional-service providers where needed. They may use it only under contract and for the agreed service. Company administrators and authorised staff can access data according to their roles.
We may disclose information to courts, regulators, law enforcement, insurers, advisers, or another party to a business sale where legally required or reasonably necessary to protect rights, safety, security, or the Service. We do not sell personal data.
6. International transfers
Trukfox may operate and use service providers in the United Kingdom, United States, and other countries. Information may therefore be processed outside the country where it was collected. Where UK data-protection law requires safeguards, we use an adequacy regulation, the UK International Data Transfer Agreement or UK Addendum, or another lawful mechanism, together with appropriate technical and organisational measures. Where US state law applies, we use information according to this Policy and applicable contractual requirements.
7. How long we keep information
- Signup requests are typically retained for up to 24 months after the last meaningful contact unless a longer period is needed for a resulting contract, dispute, or legal obligation.
- Account, subscription, invoice, and contract records are retained during the relationship and typically for up to 6 years afterward where needed for legal, tax, and accounting purposes.
- Customer Data is retained for the subscription and a limited exit or recovery period, then deleted or anonymised according to the agreement, backups, legal obligations, and documented Customer instructions.
- Security and technical logs are kept only as long as reasonably necessary for security, troubleshooting, and legal claims.
- Processed mailbox identifiers are bounded and pruned to prevent unneeded growth.
8. Security
Measures include password hashing, session revocation, role-based controls, tenant-scoped database access, protected file endpoints, encrypted mailbox credentials, audit records, input validation, and persistent storage controls. Access is limited to people and providers who need it. No system can guarantee absolute security.
9. UK privacy rights
Depending on the circumstances, the UK GDPR and Data Protection Act 2018 may give you rights to access, correct, erase, restrict, object to, or receive your personal data, and to withdraw consent. These rights can be limited by exemptions and the role Trukfox has for the data.
For information held in a trucking company workspace, contact that company first. For Trukfox-controlled data, email privacy@trukfox.com. We may need to verify identity. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk.
10. United States state privacy disclosures
Residents of California, Colorado, Connecticut, Delaware, Iowa, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, Virginia, and other states with applicable comprehensive privacy laws may have rights to confirm processing, access, correct, delete, or obtain a portable copy of personal information. Depending on the state, residents may also opt out of targeted advertising, sale, certain profiling, or sharing for cross-context behavioural advertising, and may appeal a denied request.
In the preceding 12 months, we may have collected the categories described in section 3: identifiers and contact details; internet or electronic activity; commercial and account records; professional or employment-related information; approximate location inferred from IP address; and contents of communications or documents submitted to the Service. We collect these categories from individuals, Customers, authorised users, connected mailboxes, devices, and service providers for the purposes in section 4, and disclose them to the recipients in section 5.
Trukfox does not sell personal information for money and does not currently share personal information for cross-context behavioural advertising or use it for targeted advertising. We do not knowingly sell or share personal information of people under 16. If these practices change, we will provide the notices and opt-out methods required by applicable law.
Some information, such as account credentials, precise document contents, and mailbox credentials, may be considered sensitive personal information under certain laws. We use it only to provide and secure the Service and do not use it to infer characteristics about individuals.
Submit a US state privacy request or appeal to privacy@trukfox.com. An authorised agent may submit a request where state law permits; we may require proof of authority and identity. We will not discriminate against you for exercising applicable rights. Rights and exemptions vary by state, and business-to-business or employee data may be wholly or partly exempt.
11. Customer responsibilities
Customers must provide appropriate privacy notices to staff, drivers, customers, and other individuals; use lawful bases; limit access; keep records accurate; and avoid uploading excessive or irrelevant personal data. Do not upload special-category, criminal-offence, medical, biometric, or highly sensitive data unless specifically agreed and lawfully protected.
12. Children
Trukfox is a business service and is not directed to children. Users must be at least 18 unless the Customer has lawfully authorised and supervised an older minor in a work context and applicable law permits it.
13. External resources
Our pages may load resources from providers such as Google Fonts, an image host, or a JavaScript content-delivery network. Those providers may receive technical request information such as IP address. Links to Gmail, Microsoft, Yahoo, or other websites are governed by those providers’ own privacy policies.
14. Changes
We may update this Policy as the Service, providers, or law changes. The latest version and effective date will be posted here. Material changes will be notified through the Service or by email where appropriate.
15. Contact
Email privacy questions or rights requests to privacy@trukfox.com. Security concerns should be sent to security@trukfox.com.