Privacy notice
Last updated 4 November 2026
1. Who we are
WagonWise is run by WagonWise Ltd (company number 17530209, registered in England and Wales, registered office 5 Portland Terrace, Hexham NE46 3DT). It provides a route planning and job app for HGV drivers, and a web portal for the companies they drive for. You can contact us about your data at [email protected].
We are in two roles:
- We are the controller (we decide how your data is used) for the driver app itself: your sign-in, your vehicle profiles and routes, hazard reports, places you mark, and feedback.
- We are the processor (we handle data on a company's instructions) for the job information a company puts into the portal, where a driver is while doing one of that company's jobs, the walk-round checks a driver completes for it, and the SOS alerts sent to it. That company is the controller.
2. What we collect, why, and how long we keep it
| What | Why | How long |
|---|---|---|
| Your email address or phone number | To sign you in and send one-time codes | While your account is open. When you delete your account it is scrubbed. |
| Your name, if you choose to give one | So the companies you drive for can tell their drivers apart. A company can also give you its own label in its portal. | While your account is open. You can change or remove it in the app. When you delete your account it is deleted, along with any label a company gave you. |
| Your vehicle profiles (height, width, length, weight, fuel use) | To plan a route that suits your vehicle | While your account is open |
| Routes you plan (start, destination, the route) and trips you start | To show your route, warn you about hazards, and tell you if you leave it | 30 days after you plan them |
| Your position while you are on a trip | To warn you about hazards ahead, notice if you leave the route, and suggest a faster one | Used as it arrives and not stored. (The route you planned is kept, see above.) |
| Your position while you are on a company job (every 30 seconds or so, only while the job is on the road and the app is open) | So the company's dispatcher can see where the job is | Deleted after 30 days |
| Job details the company enters (reference, stops, times) and the steps you tap through (accepted, loaded, delivered) | To run the job for the company | The company decides; deleted or returned when the company's contract with us ends |
| A proof-of-delivery photo, if the company asks for one | So the company has proof the delivery was made | The company chooses how long photos are kept, from 1 to 120 months (12 months unless it changes that) |
| An SOS alert, only if you hold the SOS button: your name, how you sign in (your email or number), your vehicle and job, your position and the three words for it, and the time | To tell the company you drive for where you are, by email and a red alert in its portal, so someone can ring you. We do not contact the emergency services: the app has a Call 999 button for that. If you drive for no company, nothing is stored or sent. | Deleted 30 days after the alert is closed (dealt with, or cancelled by you). An open alert stays until the company deals with it. Deleted too if you delete your account. |
| Hazard, traffic and parking reports you make (where, what, a short note) | To warn other drivers. They see the report, never your name. | Hazards expire or are removed; parking spots stay until removed |
| Places you mark (a name, the spot, a note), for you, your company, or everyone | So you, or the company you chose, can find them again. If you choose Share with all drivers, every WagonWise driver sees the place on their map, never your name. Other drivers can report a shared place; three different drivers' reports hide it from everyone else until we look. | Until you remove it, or make a shared place private again. Places you marked for yourself are deleted if you delete your account. A place marked for a company stays the company's. |
| A change you suggest to a parking spot (a name, how many spaces, what is there, or that it is closed) | To keep the map right. We check each one before it shows; other drivers never see who suggested it. | Linked to your account only until we approve or turn it down, then deleted; deleted too if you delete your account |
| What you say when you make a spoken report, or answer "was it still there?" after passing a hazard (you can turn the questions off in the app) | The words are turned into text by your phone. For a report, the text is read by an AI service to sort it into a hazard report; for a "still there?" answer, only yes or no is kept. We do not keep the audio. | The text is kept with a report. A yes or no only counts for or against the hazard. |
| Your position, or the middle of the part of the map you are looking at, while the app is open, for what is near it | To show hazards, traffic reports, parking and fuel stations on the map, and weather warnings (the weather position is rounded to about 10 km first) | Used as it arrives and not stored |
| If you register your interest on this website: your email, and your name, role, company and number of vehicles if you give them | To write to you about testing WagonWise. We never share or sell it. | Until you ask us to remove it (use the link at the foot of the home page, or email us) |
| Your driving-hours clock and break settings | To show your hours and plan breaks. This is a guide, not a legal record. | On your phone. If you choose to share it with a company, they see only your current status and the driving time you have left, while you are on one of their jobs. Each update replaces the last, and it is deleted when your shift ends or after 12 hours. |
| A walk-round check you complete (the vehicle, your answers, any defects and photos, and the time) | So the company has a record that the check was done, and can deal with a defect | The company decides: it chooses how long checks are kept, from 1 to 120 months (12 months unless it changes that), and keeps a check with an unresolved defect until it is dealt with. The company keeps its check records if you delete your account. |
| Feedback you send us | To improve the app | While your account is open |
| A code for your phone (push notification token) | To send you alerts, such as a route change or a new job | Until you delete your account or sign out of the phone |
| For company staff: name, work email, password (stored scrambled), authenticator setup (stored encrypted), a record of what you did in the portal, and your mobile number if you ask for reminders by text | To let you in securely, keep a log of changes, and send the reminders you choose | While the account is open; the log is kept for the company's records. You can remove your mobile number at any time. |
3. Your location
We take location seriously because it is the most personal thing the app handles.
- The app only uses your location while it is open on your screen. It does not track you in the background.
- While the app is open, it sends your position (or the middle of the part of the map you are looking at, if you have moved the map away from you) to our servers so it can show hazards, traffic reports, parking and fuel stations there, and weather warnings for your area (rounded to about 10 km). We use it as it arrives and do not store it.
- While you are on a trip, it also sends your position so we can warn you about hazards ahead, notice if you leave the route, and suggest a faster one. We do not store it. Road locations rounded to about 500 metres go to TomTom for live traffic.
- Your position is kept, and shown to a company, only while you are on one of that company's jobs that is on the road. Those positions are deleted after 30 days. The company cannot see where you are at any other time.
- If you hold the SOS button, your position at that moment goes to the company you drive for, with your name and how you sign in, so someone can ring you. It is sent once, when you press it, and the app does not keep sending it. The three words for your position come from what3words, which is sent the position and nothing about you.
- When you file a hazard, traffic or parking report, the place of the report is saved with it, without your name.
- If you drive for a company, that company can see where you are during its jobs. Your employer or contractor should tell you about this too.
4. Why we are allowed to use your data
- To provide the app you asked for (signing in, planning routes, warning you about hazards): it is needed to do what you signed up for.
- For company jobs: the company relies on its own lawful basis, usually that it has a legitimate interest in knowing where its vehicles and goods are, balanced against your rights. We act on its instructions.
- For location and hazard reports: you agree when you first open the app, and you can say no or delete your account.
- For SOS: you ask for it, by holding the button. We pass your details to the company you drive for so it can help you.
- To keep the service safe and working (logs, fixing faults): our legitimate interest in running a secure service.
5. Who else handles your data
We use these services to run WagonWise. Each only gets what it needs.
| Service | What it does | What it sees |
|---|---|---|
| DigitalOcean (London) | Hosts our servers and database | Everything we store, as our hosting provider |
| MapTiler | Map pictures and address search | The addresses you search for, which part of the map you look at, and your device's internet address |
| TomTom | Live traffic, used to suggest faster routes | Road locations rounded to about 500 metres. Never your name, account or route. |
| what3words | Turns a position into three words, and three words into a position | A position (when you hold SOS), or the three words you type on Where to? or a company types on a job. Never your name or account. |
| DVSA | Looks up a vehicle's MOT history when a company asks in the portal | The vehicle's registration number only |
| Anthropic | Sorts the text of a spoken report into a hazard report | The text of the report only, with no name or account details |
| Resend and ClickSend | Send sign-in codes and maintenance reminders by email and text message, and SOS alerts to a company by email | The email address or phone number, and what the message says (for an SOS, what the SOS row in section 2 lists) |
| Expo | Sends push notifications and delivers app updates | A code for your phone |
| Google and Apple | Distribute the app through their stores. On Android, the phone's own speech recognition (Google's) turns what you say into text; on iPhone it is Apple's. | The stores: that you installed the app. Speech: what you say, handled by your phone's own service under its maker's terms. |
We also read open data: weather warnings from the Met Office, road closures from National Highways, fuel prices from GOV.UK and road data from OpenStreetMap. We fetch it for everyone, so none of your data is sent to them.
We do not sell your data, and we do not use it for advertising.
Some of these services may handle data outside the UK. Where they do, we use an approved transfer arrangement, such as the UK's adequacy regulations or the UK addendum to the standard contractual clauses.
6. How we keep it safe
- Everything sent between the app and our servers is encrypted.
- Companies can only see their own data. This is enforced in the database itself, not only in the app.
- Sign-in tokens last 15 minutes. Passwords are stored scrambled and refresh tokens are stored hashed.
- Company staff must use a second step (an authenticator app) to sign in.
- Changes made in the portal are logged.
7. Your rights
You can ask us to:
- show you the data we hold about you,
- correct it,
- delete it,
- stop using it in a particular way, or give it to you in a usable form.
To delete your account: open the app, go to More, and choose Delete account. This removes your sign-in details, name, vehicle profiles, routes, trips and feedback, signs you out everywhere and removes the phone from our list. Hazard, traffic and parking reports you made stay, with nothing linking them to you. See also how to delete your account. For the other rights, or if you can't use the app, email [email protected] and we will answer within one month.
If you drive for a company, a request about job data may need to go through that company, because it controls that data. We will tell you if that is the case.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113). We would like the chance to put it right first.
8. Safety
WagonWise is a planning aid. It does not replace road signs, official restrictions or your own judgement. Hazards reported by other drivers can only make a route more cautious. They never override a restriction or sign you can see on the road. Faster-route suggestions are only offers: they never change your route unless you choose to switch.