Privacy Policy - Route Record

Introduction

Route Record LLC, a Wisconsin limited liability company ("Route Record," "we," "our," or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application and mobile application (collectively, the "Service").

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Information You Provide

We collect information you provide directly to us, including:

Account Information: Name, email address, phone number, and company/organization name when you create an account
Trip Data: Information about bus trips, including dates, times, locations, driver assignments, and passenger counts
Driver Information: Names and contact information for drivers in your organization
Communication Data: Information you provide when contacting us for support or inquiries

Information Collected Automatically

When you use our Service, we may automatically collect:

Device Information: Device type, operating system, and browser type
Usage Data: Pages visited, features used, and time spent in the application
Log Data: IP address, access times, and referring URLs
Product Analytics & Session Recordings: We use third-party product analytics services (currently PostHog) that may record how you interact with the Service, including page views, clicks, navigation paths, and session replays that reconstruct your interactions to help us understand usage and improve the product. We configure these recordings to mask text entered into form fields and other sensitive inputs.

Mobile Application

Our driver companion mobile app may collect additional information with your permission:

Push Notifications: Device tokens for sending trip updates (optional)

The driver app does not collect your device's GPS location or track your movements.

How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our Service
Process and manage trip scheduling and driver assignments
Generate driver sheets and reports
Send you trip updates, notifications, and administrative messages
Respond to your comments, questions, and support requests
Monitor and analyze usage patterns to improve user experience
Detect, prevent, and address technical issues or security threats

Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

With Your Organization: Trip and scheduling data is shared within your organization's account as necessary for the Service to function
Service Providers: We may share information with third-party vendors who assist us in operating the Service, such as cloud hosting providers, product analytics and session-recording providers (e.g., PostHog), and communication tools. These providers process information on our behalf and are bound by obligations to protect it.
Legal Requirements: We may disclose information if required by law or in response to valid legal requests
Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred

Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit and at rest
Regular security assessments and updates
Access controls limiting who can view your data
Secure authentication mechanisms

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Cookies and Similar Technologies

We and our analytics providers use cookies, local storage, and similar technologies to keep you signed in, remember your preferences, understand how the Service is used, and recognize you across our website (routerecord.org) and application. These technologies help us measure traffic, improve performance, and diagnose problems.

Most browsers let you refuse or delete cookies through their settings. Disabling cookies may affect the functionality of the Service. We do not use cookies to serve third-party advertising.

Data Retention

We retain your information for as long as your account is active or as needed to provide you with the Service. We may also retain certain information as required by law or for legitimate business purposes, such as:

Compliance with legal obligations
Resolving disputes
Enforcing our agreements

You may delete your account and associated personal data at any time directly within the app, under Settings. You may also request deletion by contacting us at the email address below.

Your Rights

Depending on your location, you may have certain rights regarding your personal information:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Data Portability: Request a copy of your data in a machine-readable format
Opt-Out: Opt out of certain data processing activities

To exercise these rights, please contact us using the information provided below.

Children's Privacy

Our Service is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us so we can take steps to delete such information.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service after any changes indicates your acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Route Record LLC
Email: contact@routerecord.org