Privacy Policy

1. Who is responsible for your data

This policy explains how Aetrify handles personal data when you use our website, company portal or driver app. You can contact us about this policy or your personal data through our Support page.

Companies using Aetrify may be separate controllers for their recruitment, assignments, workforce management and statutory records. Where we process data only on a company’s instructions, that company is responsible for explaining its use of the data and we act as its processor.

2. What we collect and where it comes from

Account and profile information includes contact details, role, company affiliation, experience, qualifications and availability. Verification information may include identity documents, driving licences and taxi permits.

Work records include job and shift details, assignments, pickup and return information, vehicle identifiers, mileage, odometer readings, shift reports and related communications. We may receive this information from you, your company, a fleet partner or an authorised verifier.

When you use the service, we receive technical information such as device and app details, IP address and security logs.

We identify information required for registration, verification or individual functions when requesting it. If you do not provide required information, we may be unable to open or verify your account or enable the relevant function.

3. Why we use personal data

We use account and shift information to provide requested platform services, such as managing an individual driver’s account and showing their assignments. Where objectively necessary to perform a contract with you or to take requested precontractual steps, the basis is contract. Where you act for a company and are not personally party to that contract, the basis for administering business accounts and communicating with you is our legitimate interest in operating the service.

We use information for service security, misuse prevention and dispute handling where our legitimate interests in protecting accounts, users and legal rights are not overridden by your rights. Where a specific legal obligation applies to us, we process the information required to meet it. Where we rely on consent, such as for optional tracking technologies that require it, you can withdraw consent without affecting prior lawful processing.

4. Location and matching

The app may use location to show nearby work or support active shift coordination.

Companies can search and filter driver profiles using information such as qualifications, location and availability.

5. Who receives personal data

Information is shared with authorised company staff, drivers or fleet partners when needed to coordinate the relevant assignment, vehicle or rental. Service providers may process information for hosting, support, verification, mapping, notifications or payment services where used. We may disclose information to competent authorities where legally required or otherwise lawfully permitted.

6. How long we keep personal data

We retain personal data for the purposes described in this policy and for applicable legal obligations and claims. Account closure does not necessarily erase records that must still be kept, including records held separately by your company.

7. Cookies and app permissions

The website and app may use technologies needed to operate sessions and maintain security. For optional technologies that require consent, we ask before enabling them and allow you to change your choices. Device permissions can be managed in your operating system settings.

8. Your rights and how to exercise them

Subject to applicable conditions, you can request access, correction, deletion, restriction and portability. You can object to processing based on legitimate interests and object at any time to direct marketing. You can withdraw consent where we rely on it.

Send requests, including requests to delete your account, through our Support page. We may request information to verify your identity. We generally respond within one month; where the law permits an extension, we will notify you within that first month. For data controlled by a company, contact that company; we will assist as required when acting as its processor.

You can complain to a competent supervisory authority, including Finland’s Office of the Data Protection Ombudsman (tietosuoja.fi), or the authority in the EU Member State where you live, work or believe an infringement occurred.

9. Updates

We will post the current policy on this page and explain significant changes through the appropriate service channel. If we intend to use your data for a new purpose, we will provide the information required by law before doing so.