Privacy Policy

Effective Date: 1 November 2026

1. Introduction

This Privacy Policy describes how PIT Solutions Limited (“VectraRide”, “we”, “our”, or “us”) collects, uses, processes, and protects personal data through the VectraRide transport and fleet management platform, including its web dashboards and mobile applications (together, the “Platform”).

VectraRide powers corporate employee transport, school transport, cab and fleet operations, and on-demand service requests. Because these services depend on live location, trip and passenger data, we are committed to handling that data transparently and in compliance with applicable laws, including the Digital Personal Data Protection Act, 2023 (DPDP Act) and the rules made under it.

By accessing or using the Platform, you agree to the terms of this Privacy Policy.

2. Scope of This Policy

This Policy applies to:

  • Client organisations: companies, schools, transport operators and fleet owners that subscribe to VectraRide
  • Passengers: employees, students and customers whose trips are booked, routed or tracked through the Platform
  • Parents and guardians: users of the parent-facing app who track a child’s trip
  • Drivers and vendors: drivers, escorts and transport vendors who operate vehicles or receive payouts through the Platform
  • Website visitors and support users

VectraRide acts as a Data Processor, while the client organisation acts as the Data Fiduciary under applicable data protection laws. The client decides what data is collected about its passengers, drivers and vendors, and for what purpose.

3. Information We Collect

The data we process depends on which VectraRide modules a client uses. The table below maps each feature to the data it relies on.

Platform feature

Data collected

Live vehicle and route tracking

Real-time GPS coordinates of vehicles, speed, heading, trip start/end times, route history, geofence entry and exit events

Route configuration, mapping and optimisation

Passenger pickup and drop addresses, shift or school timings, stop sequences, route assignments

Trip booking and requests (cab, shuttle, tow requests)

Requester name, contact details, pickup/drop location, requested time, vehicle type, trip status and history

Auto-allocation and smart dispatch

Vehicle capacity and availability, driver availability, allocation decisions, pit stops and split allocations

Driver and vendor management

Driver name, photo, phone number, licence details, vehicle registration, compliance documents, vendor profile and payout rates

Fleet compliance and maintenance

Vehicle permits, insurance, fitness certificates, service and maintenance records, expiry dates

Parent app and student transport

Student name, school, class or grade, pickup point, assigned route, parent or guardian contact details, live trip status

Customer live-tracking links

Recipient phone number, trip ETA, driver name and contact option shared for that trip only

Safety features

SOS alerts, emergency contacts, incident reports, drop confirmations

Billing and invoicing

Rate cards, trip-level charges, employee and vendor invoices, payment status, billing contact details

Personal information: name, email address, phone number, employee or student ID, designation, department, home or pickup address.

Usage and technical data: IP address, device identifiers, operating system, app version, login activity, timestamps, error logs and diagnostic data.

Communication data: support requests, in-app notifications, SMS and email messages, feedback and trip ratings.

4. How We Use Your Information

We use personal data only to run and improve the transport services a client has subscribed to:

  • Trip planning and routing: to generate routes per shift or time slot, sequence stops and optimise travel time and distance
  • Dispatch and allocation: to match requests with suitable vehicles and drivers by location, time and capacity
  • Live tracking and ETAs: to show vehicle positions and arrival times to transport admins, passengers, parents and customers
  • Passenger safety: to raise SOS alerts, monitor geofences, confirm drops and investigate incidents
  • Fleet and compliance management: to track vehicle documents, driver licences and maintenance schedules, and flag expiries
  • Billing and payouts: to apply rate cards, calculate trip charges, issue invoices and settle vendor payouts
  • Notifications: to send trip confirmations, allocation updates, delays and tracking links by app, SMS or email
  • Reporting and analytics: to give clients aggregated insight into fleet utilisation, route performance and on-time rates
  • Platform improvement, security and support: to fix issues, prevent unauthorised access and respond to queries
  • Legal compliance: to meet applicable laws and regulatory requirements

We do not use personal data for purposes beyond those specified without appropriate consent, and we do not use location data for advertising.

5. Legal Basis for Processing

We process personal data based on:

  • Contractual necessity (delivering transport and fleet services to the client)
  • Legitimate uses permitted under the DPDP Act, including passenger safety
  • Legal obligations (for example, transport and labour regulations)
  • Consent, where required, including verifiable parental consent for children’s data

6. Location and Route Tracking

Location data is central to VectraRide, so we limit when it is collected and who can see it.

  • Driver and vehicle location is collected through GPS devices or the driver app only while a driver is on duty or a trip is active. It is not collected when the driver is logged out or off shift.
  • Passenger location is used only as needed to book a trip, confirm pickup or drop, or trigger an SOS alert. We do not continuously track passengers outside a trip.
  • Live tracking visibility is role-based: transport admins see the fleet; passengers and parents see only their own trip; customers receiving a tracking link see only that trip’s vehicle, driver and ETA.
  • Tracking links expire automatically once the trip is completed or cancelled.
  • Route history is kept for billing verification, safety investigations, dispute resolution and service reporting, for the retention period set out in Section 10.
  • Device permissions: users can manage location permissions in their device settings. Disabling location may prevent tracking, ETAs and safety features from working.

7. Children’s Privacy (School Transport)

VectraRide’s school transport module processes data about students who may be under 18. This data is collected by the school or its transport provider, which acts as the Data Fiduciary.

  • The school or transport provider is responsible for obtaining verifiable consent from a parent or lawful guardian before a child’s data is entered on the Platform.
  • Student data is used only to plan routes, track the student’s trip for safety, confirm pickup and drop, and notify parents.
  • Live trip location is shared only with the child’s registered parents or guardians and authorised school or transport staff.
  • We do not use children’s data for profiling, behavioural monitoring unrelated to transport safety, or targeted advertising.
  • Parents and guardians can request access, correction or deletion of their child’s data through the school or by contacting us.

Outside the school transport module, the Platform is not intended for individuals under 18.

8. Data Sharing and Disclosure

We do not sell or rent personal data.

We may share data under the following conditions:

  • With client organisations: authorised transport admins, HR or school staff can access data for their own organisation
  • Between trip participants: passengers see the assigned driver’s name, photo, vehicle number and live location; drivers see passenger names, pickup points and contact options needed to complete the trip
  • With transport vendors: trip, route and payout data needed to fulfil allocated trips and settle invoices
  • With service providers: cloud hosting, mapping and geolocation, SMS and push notification, analytics and support partners bound by confidentiality obligations
  • With emergency services: when an SOS alert or safety incident requires it
  • With legal authorities: when required by law, regulation or legal process

9. Cookies and Third-Party Services

We use cookies and similar technologies on our website and web dashboards to maintain user sessions, improve platform performance and analyse usage patterns. Users may control cookie preferences through browser settings.

The Platform integrates third-party services such as mapping, GPS hardware, telecom and messaging providers. These services are governed by their own privacy policies, and we are not responsible for their data handling practices.

10. Data Storage and Retention

  • Data is stored securely on cloud infrastructure with industry-standard safeguards.
  • Personal data, including GPS and route history, is retained only as long as necessary for service delivery, billing and dispute resolution, safety investigations, and legal and regulatory compliance.
  • Live tracking data shared through customer links is not retained beyond the trip, except as part of the client’s trip record.
  • Upon termination of a client’s subscription, data may be deleted or anonymised as per contractual terms.

11. Data Security

We implement appropriate technical and organisational measures, including:

  • Encryption of data in transit and at rest, including location streams
  • Role-based access control (RBAC) across admin, vendor, driver, passenger and parent roles
  • Time-limited, trip-specific tracking links
  • Audit logs of allocation, trip edits and access to sensitive records
  • Regular security monitoring and audits

While we strive to protect data, no system can guarantee absolute security.

12. International Data Transfers

VectraRide serves clients in multiple countries. If data is transferred outside India or outside the client’s country, we ensure appropriate safeguards are in place in accordance with applicable data protection laws.

13. Your Rights

Subject to applicable law, users may have the right to:

  • Access their personal data, including their trip and route history
  • Request correction of inaccurate data, such as a pickup address or contact number
  • Request deletion of data
  • Withdraw consent, where applicable, including location permissions
  • Nominate another person to exercise these rights on their behalf, where the law allows

As VectraRide acts as a Data Processor, we may direct requests to the relevant client organisation and support them in responding. Requests can be made through the contact details below.

14. Changes to This Policy

We may update this Privacy Policy periodically, for example when new features are added to the Platform. Updated versions will be published on the Platform with a revised effective date. Continued use constitutes acceptance of the updated Policy.

14. Contact

For any privacy-related queries or requests:

contact@vectraride.com