GPS Tracking and Driver Consent Policy

This policy explains how location tracking works in Handova, what drivers are told and agree to, and what every company must do before it tracks people or assets. It forms part of the Terms and Conditions. Each company remains responsible for tracking lawfully in the places where it operates.

Part A – For drivers and other users

1. When your location is collected

• From your phone: only while your shift is on. Location sharing starts when you press Start shift and stops when you press End shift (or your manager ends the shift). Handova does not collect your phone's location outside a shift, on your days off, or after you log out.
• Your phone asks for your permission to share location. You can see that sharing is on from the "GPS on" indicator in the app.
• From a tracker fitted in a company vehicle or machine. A tracker records the asset's position whenever it is powered, including outside shifts. It tracks the asset, not your phone. Your company must tell you which assets have trackers.

2. What is collected

Position (latitude and longitude), accuracy, speed, direction, time, the vehicle and the shift. Handova does not collect your contacts, messages, photos, calls, microphone or camera, and does not read other apps on your phone.

3. Why it is used

• Showing where company assets are on a live map, and the route driven during a shift.
• Calculating distance driven, checking reports, and planning work.
• Alerts your company has switched on, such as entering a no-go area or speeding.
• Safety and recovery of stolen or broken-down assets.

Location must not be used to watch you outside working time, to follow you to private places, or for any purpose that is unlawful or discriminatory (see the Acceptable Use Policy).

4. Who can see it, and for how long

Your company's managers can see it. Handova staff can see it only to support your company, keep the Service secure, or when the law requires. Location points are deleted automatically after 365 days (your company may ask for a shorter time).

5. Your choices and rights

• When you sign up, and again every time you start a shift, you are asked to confirm that you have read this policy and agree that your location is shared while that shift is on. We keep a record of each confirmation.
• You can stop sharing at any time by ending your shift or turning off location permission. Your company may need location for some work, so speak to your manager first; the company decides what work needs it, in line with the law.
• Depending on where you live, you can ask to see, correct or delete your information. Because your company controls this information, contact your company first; you may also write to privacy@myhandova.com and we will pass your request on and help.
• You will not be treated unfairly by Handova for asking about or using your privacy rights.

Part B – For companies (what you must do)

Before tracking any person or asset with Handova, the company must:

1. Have a lawful basis and a clear purpose. Track only for legitimate business purposes such as safety, asset protection, dispatch and checking work records, and only as much as needed. In the EU, UK and many other places, employers usually cannot rely on an employee's consent alone because of the imbalance of power; use another lawful basis (such as legitimate interests or legal obligation) and complete a data protection impact assessment where required.
2. Tell people in writing before tracking starts, what is tracked, when, why, who sees it and for how long. Keep a signed or electronic acknowledgement where the law requires it, for example New York Civil Rights Law §52-c (notice on hiring, acknowledged, and posted), Connecticut General Statutes §31-48d, Delaware Code title 19 §705 and Maine's employee-surveillance notice law. Handova's sign-up and start-of-shift consent steps help, but they do not replace notices that your own law requires.
3. Get consent where the law requires it, and always before fitting a tracker to a vehicle or device that the company does not own or lease. In many places (for example California Penal Code §637.7, Texas Penal Code §16.06 and Illinois law) tracking a vehicle without the consent of its registered owner, lessor or lessee is a crime.
4. Consult workers' representatives (works councils, unions) where the law or a collective agreement requires it before introducing tracking.
5. Not track outside working time on personal phones, and switch off or disclose trackers in assets that workers may use privately.
6. Keep location only as long as needed, limit who in the company can see it, and use it fairly. Give workers a chance to explain before taking action based on location data.
7. Answer workers' privacy requests and tell Handova if you need help.
8. Never use Handova to secretly track a person, to track anyone under 18, to stalk or harass, or to track anyone who is not working for or with the company.

The company is responsible, and will indemnify Handova as described in the Terms, if it tracks without the notices, consents or lawful basis required. Handova may suspend tracking features if we reasonably believe they are being misused.

Part C – Driver acknowledgement

When a driver ticks the box at sign-up and at the start of every shift, they confirm: "I have read the GPS Tracking and Driver Consent Policy. I understand and agree that my location is shared with my company while my shift is on, and that trackers fitted in company assets may record the asset's location at other times." The date, time and policy version are recorded.