Telematics, GPS & Driver App Policy

1.1 Location. To record your route during a shift the app needs location permission, including background location so it keeps working while the screen is off or another app is in front:

• Android: fine and coarse location, background location, a location foreground service (which shows a persistent notification while a shift is active), permission to run while the screen is off, a request to be excluded from battery optimisation, and permission to restart tracking after the phone restarts.
• iPhone: location access set to “While Using” or “Always”, with background location. While tracking is active iOS shows its blue location indicator.

1.2 Camera and photos. Used only when you choose to take or attach a photograph (see Clause 5).

1.3 Notifications. Used for reminders and notices from the app, for example that tracking has stopped or a policy action was applied. The app uses notifications generated on your phone; it does not use a third-party push-notification service.

1.4 Motion sensors (iPhone). While you are clocked in, motion data is used on the phone itself to tell whether the vehicle is moving or parked, which keeps your route accurate and saves battery. It is not sent to us or to your employer.

1.5 Operating system control. Your phone’s operating system, not the app, controls the location hardware and the permission prompts. You can withdraw a permission in your phone’s settings at any time, but the app may then be unable to record a shift (see Clause 7).

2.1 Shift-bound. Location tracking starts when you clock in and stops when you clock out. The app does not track your location before you clock in or after you clock out.

2.2 What is recorded. Latitude, longitude, speed, accuracy and the time. The app keeps the phone’s location running during the shift so that it works reliably in the background, but sends one position to the server about every three minutes. The phone may also record a position at the moment you submit a receipt, a delivery photo or a signature.

2.3 Restart. If your phone restarts or the app is closed during a shift, the app tries to resume tracking so the shift is not lost. Tracking stops for good when you clock out.

2.4 What you will see. While tracking is on, Android shows a notification (“Shift active. Tracking location in background.”) and iPhone shows its blue location indicator, so you can always tell tracking is on.

2.5 Depot checks. The app compares the phone’s position with the depot locations your employer has set up, for example to show whether you are within range of a depot when you clock in.

2.6 Outside a shift. Every position the app records belongs to a shift. The live map shows drivers who are currently clocked in, and your employer’s administrators can look back at the route of earlier shifts until that data is deleted. The app does not collect location outside a shift. Your phone and your other apps may collect location under their own settings, which the Tachyo Driver app does not control.

3.1 Things outside our control. Accuracy, continuity and timeliness of location depend on:

• signal blockage in tunnels, underground or covered loading bays, large metal buildings and built-up areas;
• phone battery-saving features such as Low Power Mode, Doze and manufacturer memory managers;
• mobile signal and data, including roaming;
• the phone, its operating system and its settings; and
• the phone being switched off, out of battery, or the app being force-closed.

3.2 Not a continuous record. Because positions are sent about every three minutes, a route drawn from them is an approximation. It does not show exact paths, stops or speed between points.

3.3 Tachograph takes precedence. Any driving-time or working-time counter in the app is an estimate for convenience. The digital tachograph and driver card are the legal record; if they differ, they take precedence under the drivers’ hours rules. Tachyo is not responsible for a drivers’ hours infringement caused by an inaccurate estimate, a lost position or a flat battery.

3.4 Errors. Location and sensor data can be wrong. An employer must not rely on it alone to decide pay or discipline (see Clause 8 and Clause 9 of the Customer Terms).

Depending on the employer’s plan and settings, administrators can use location and shift data to:

• see clocked-in drivers on a live map and review the journey history of a shift;
• check that a delivery proof, signature, fuel receipt or parking claim was submitted near where it should be;
• receive an alert if a vehicle has been stationary for longer than the employer’s idle threshold;
• receive an alert if no location has arrived from a clocked-in driver for longer than the employer’s threshold (“GPS offline”); and
• receive an SOS alert, with your location, if you press SOS in the app.

4.1 Actions the employer can switch on. The employer can choose what happens after an idle or GPS-offline alert. By default it is only an alert. The employer can instead choose to deduct the idle or offline stretch from paid hours, and for GPS-offline events to end the shift automatically at the last received position after a set time. The app can tell you in the app when this happens, if the employer leaves that notice on, and you should ask your employer which settings apply to you.

4.2 Human decisions. These actions follow rules the employer chose; Tachyo does not decide to discipline or pay anyone. See the Driver Privacy Notice for how to ask for a review.

4.3 SOS. SOS notifies your employer’s dispatch team and sends your location. It does not call the emergency services. In an emergency, call 999.

5.1 Only when you choose. The camera opens only when you tap to take a photograph for a walkaround defect, fuel or AdBlue receipt, dashboard reading, parking receipt or proof of delivery. The app has no background access to the camera, does not record video or audio, and does not use facial recognition. Where you attach an existing picture, the app can read only the picture you choose.

5.2 What is stored with a photo. The photograph, the time it was taken or submitted and, for receipts, deliveries and signatures, the phone’s location at that moment. Photographs are kept in private storage that only you and your employer’s authorised users can open.

5.3 Receipts. You type in the litres, cost, vendor and odometer reading for a fuel or AdBlue receipt and attach the photographs; the app does not currently read figures from the photograph automatically. Your employer reviews the claim; a claim not reviewed within 10 hours is approved automatically. Check what you enter, because errors can affect your employer’s records.

5.4 Signatures. Where a recipient signs on your phone, the app records their first name, last name and drawn signature. Please only ask them to sign for a delivery, and tell them it is kept by your employer.

6.1 Your account is personal. Do not share your PIN or let anyone else use your account or your phone while you are clocked in under your name.

6.2 Vehicle details. You are responsible for choosing the right vehicle and trailer when you start a shift.

6.3 Tampering. Do not use mock-location or GPS-spoofing tools or try to alter the app or its data. The app rejects locations that the phone reports as simulated and may stop an action when it detects spoofing. Your employer may treat tampering as misconduct, and Tachyo may suspend access in line with the Customer Terms. Rooted or jailbroken devices may not work reliably.

6.4 Honest records. Walkaround checks, receipts and delivery proofs must be genuine and made at the time they describe.

• You can clock out to stop tracking.
• You can withdraw location permission in your phone settings. The app may warn you, may be unable to start or continue a shift, and your employer may see that tracking stopped.
• You can ask your employer to see, correct or delete your data, and you can ask the app to delete your account (Delete Your Account).
• You can ask us a question about the app at privacy@tachyo.co.uk, and you can complain to the Information Commissioner’s Office (ico.org.uk).

Employers must tell drivers about location monitoring before they use the app, have a lawful basis, carry out any required impact assessment, choose pay-related settings lawfully and explain them to drivers, and act on alerts. These duties are set out in Clause 8 of the Customer Terms and Clause 8 of the Data Processing Addendum.