ROADZ

Privacy Policy

Last updated: August 2026

At ROADZ, we are committed to protecting your privacy and handling your personal data transparently, securely and responsibly.

This Privacy Policy explains what personal information we collect when you use the ROADZ platform, why we collect it, how we use and share it, how long we retain it, and the rights available to you under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, where applicable.

By creating an account or using the ROADZ platform, you acknowledge that your personal information will be processed as described in this Privacy Policy.

1. Who We Are

ROADZ is a transport management and booking platform designed to help organisations, transport operators and other users manage coach and minibus transport services, including routes, bookings, contracts, passengers, bids, communications and related operational activities.

In this policy, “ROADZ”, “we”, “us” and “our” refers to the operator of the ROADZ platform.

Depending on how you use the platform, we may act as:

  • Data Controller for personal data relating to your ROADZ account, platform usage, communications and administrative activities.
  • Data Processor where we process personal data on behalf of a customer or organisation using ROADZ.
  • Data Controller or joint controller where ROADZ and another organisation independently determine how and why certain personal data is processed.

The organisation responsible for your personal data may therefore depend on the service or feature you are using.

For privacy-related questions or requests, please contact:

2. Personal Data We Collect

We collect information that is necessary to operate the ROADZ platform and provide its services.

A. Information you provide to us

Depending on how you use ROADZ, this may include:

  • Full name
  • Email address
  • Telephone number
  • Job title or role
  • Company or organisation name
  • Business address
  • Account login information
  • Profile information
  • Payment and billing information
  • Company registration or business information
  • Transport operator information
  • Vehicle and fleet information
  • Driver information
  • Route and journey information
  • Booking information
  • Contract information
  • Bid and quotation information
  • Passenger information
  • Pick-up and drop-off locations
  • Journey dates and times
  • Passenger numbers
  • Accessibility or special requirements
  • Notes, comments and operational instructions
  • Communications sent through the platform
  • Documents uploaded to the platform

Where passenger or student information is entered into ROADZ by an organisation, the organisation providing that information is responsible for ensuring that it has an appropriate legal basis for doing so.

B. Information collected automatically

When you use ROADZ, we may automatically collect technical and usage information such as:

  • IP address
  • Browser type and version
  • Device type
  • Operating system
  • Login information
  • Date and time of access
  • Pages and features accessed
  • Platform activity
  • Error and diagnostic information
  • Security and authentication logs
  • Cookies and similar technologies

This information helps us operate, secure and improve the platform.

C. Information from third parties

We may receive information from third parties where necessary to provide the ROADZ service, including:

  • Organisations using ROADZ
  • Transport operators
  • Customers or booking parties
  • Payment providers
  • Authentication providers
  • Integration partners
  • Communication providers
  • Other users of the platform

We do not purchase personal data from data brokers for the purpose of creating user profiles.

3. How We Use Your Personal Data

We use personal data for the following purposes.

A. Providing and operating ROADZ

We use information to:

  • Create and manage user accounts
  • Authenticate users
  • Manage organisations and permissions
  • Manage bookings and transport requirements
  • Create and manage routes
  • Manage passengers
  • Manage contracts
  • Facilitate operator bids and quotations
  • Coordinate transport services
  • Provide operational information to relevant users
  • Send booking and service updates
  • Generate invoices and financial records
  • Provide customer and technical support

B. Platform administration

We may use information to:

  • Manage user permissions
  • Maintain account security
  • Monitor platform activity
  • Troubleshoot technical issues
  • Maintain system reliability
  • Improve platform functionality
  • Develop new features
  • Analyse platform performance

C. Security and fraud prevention

We may process information to:

  • Detect and prevent unauthorised access
  • Detect suspicious activity
  • Prevent fraud or misuse
  • Protect users and the ROADZ platform
  • Investigate security incidents
  • Maintain audit and activity logs

D. Legal and regulatory purposes

We may process information where necessary to:

  • Comply with applicable laws
  • Respond to lawful requests from authorities
  • Maintain financial and accounting records
  • Resolve disputes
  • Establish, exercise or defend legal claims

We do not sell personal data.

4. Sharing Your Personal Data

We only share personal data where necessary to operate ROADZ, provide requested services, or comply with legal obligations.

Depending on the feature being used, information may be shared with:

A. Organisations and platform users

Information may be visible to authorised users within the relevant organisation based on their role and permissions.

B. Transport operators

Where a booking, route, tender or transport requirement is shared with an operator, relevant information may include:

  • Journey details
  • Pick-up and drop-off locations
  • Dates and times
  • Passenger numbers
  • Passenger requirements
  • Operational instructions
  • Relevant contact information

Only information necessary for the relevant transport service should be shared.

C. Customers and booking parties

Where appropriate, customers may receive information relating to:

  • Booking status
  • Transport operator
  • Vehicle information
  • Driver information
  • Journey details
  • Service updates
  • Relevant operational communications

D. Service providers

We may use trusted third-party providers for services such as:

  • Cloud hosting
  • Database infrastructure
  • Payment processing
  • Email delivery
  • SMS or communication services
  • Authentication
  • Analytics
  • Monitoring and error reporting
  • Customer support
  • Document storage
  • Accounting or financial services

These providers are permitted to process personal data only as necessary to provide their services to us or our customers.

E. Legal and regulatory authorities

We may disclose information where required by law, regulation, court order or lawful governmental request.

We do not sell or rent personal data to third parties.

5. Legal Basis for Processing

Where UK GDPR applies, we rely on one or more of the following legal bases:

Contract

Where processing is necessary to:

  • Create and manage your account
  • Provide ROADZ services
  • Manage bookings
  • Facilitate transport arrangements
  • Provide customer support
  • Process payments

Legitimate Interests

Where necessary for legitimate business purposes such as:

  • Maintaining platform security
  • Preventing fraud and misuse
  • Improving the ROADZ platform
  • Monitoring system performance
  • Maintaining operational records
  • Communicating with users about existing services

We consider the impact on individuals before relying on legitimate interests.

Legal Obligation

Where processing is necessary to comply with applicable laws, regulations or legal requirements.

Consent

Where consent is required, such as for certain optional marketing communications or non-essential cookies.

You may withdraw consent at any time where processing is based on consent.

6. How Long We Keep Your Data

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

Retention periods may depend on:

  • The type of information
  • The purpose for which it was collected
  • Whether you have an active account
  • Legal or regulatory requirements
  • Contractual obligations
  • Accounting and tax requirements
  • Dispute resolution requirements

For example:

  • Account information: generally retained while your account remains active and for a reasonable period afterwards.
  • Booking and operational records: retained as necessary for business, contractual and legal purposes.
  • Financial and invoice records: retained for the period required by applicable accounting and tax laws.
  • Security and audit logs: retained for an appropriate period for security, compliance and troubleshooting.
  • Marketing preferences: retained until you unsubscribe or withdraw consent.

When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of appropriately.

7. Your Data Protection Rights

Depending on the applicable law and circumstances, you may have the right to:

  • Access your personal data
  • Correct inaccurate or incomplete information
  • Request deletion of your personal data
  • Request restriction of processing
  • Object to certain processing
  • Request transfer of your personal data
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with the relevant data protection authority

If you have a ROADZ account, some information may be accessible directly through your account.

To exercise your rights or ask a privacy question, contact: info@roadz.co

We may need to verify your identity before processing certain requests.

8. Marketing Communications

Where permitted by law, we may send communications relating to ROADZ services, product updates, new features or other relevant information.

Where consent is required, we will obtain your consent before sending marketing communications.

You can unsubscribe from marketing communications at any time by:

  • Using the unsubscribe option in the communication; or
  • Contacting us directly.

Service-related communications, such as booking notifications, security alerts and important account messages, are not considered optional marketing communications and may continue where necessary to provide the service.

9. How We Protect Your Data

We use appropriate technical and organisational measures designed to protect personal data against:

  • Unauthorised access
  • Accidental loss
  • Destruction
  • Alteration
  • Disclosure
  • Misuse

These measures may include:

  • Encryption in transit
  • Secure hosting infrastructure
  • Access controls
  • Role-based permissions
  • Authentication mechanisms
  • Password protection
  • Security monitoring
  • Activity and audit logging
  • Regular software and infrastructure maintenance
  • Restricted access to sensitive information

No online service can guarantee absolute security. However, we take reasonable and appropriate measures to protect information processed through ROADZ.

10. Cookies and Similar Technologies

ROADZ may use cookies and similar technologies to:

  • Keep the platform functioning correctly
  • Maintain user sessions
  • Remember preferences
  • Authenticate users
  • Improve security
  • Analyse platform usage
  • Monitor performance
  • Improve the user experience

Where required by law, we will obtain consent before placing non-essential cookies.

You may also manage cookies through your browser settings.

A separate Cookie Policy may provide additional information about the cookies and tracking technologies used by ROADZ.

11. Third-Party Services and Links

ROADZ may integrate with or provide links to third-party services.

These services may have their own privacy policies and terms.

We are not responsible for the privacy practices of third-party websites or services that are not operated by ROADZ.

We encourage users to review the privacy policies of third-party services before providing them with personal information.

12. Children's Data

ROADZ is primarily a business and transport management platform and is not intended to be used directly by children.

Where information relating to passengers or students is entered into the platform, this should be done by an authorised organisation, school, parent, guardian or other responsible adult with an appropriate legal basis for processing that information.

Users are responsible for ensuring that any passenger or child-related information they upload to ROADZ is collected and processed lawfully.

13. International Data Transfers

ROADZ and its service providers may process or store personal data outside the United Kingdom or European Economic Area.

Where personal data is transferred internationally, we take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place.

These safeguards may include:

  • UK or EU adequacy decisions
  • Standard Contractual Clauses
  • UK International Data Transfer Agreements or Addendums
  • Other legally recognised transfer mechanisms

14. Data Processed on Behalf of Customers

Some organisations using ROADZ may use the platform to manage personal information relating to their own customers, passengers, employees, drivers or other individuals.

In these circumstances, the organisation using ROADZ may determine:

  • What personal data is collected
  • Why it is collected
  • How long it should be retained
  • Who should have access to it

ROADZ may process this information on behalf of that organisation as a Data Processor.

If you have questions about personal data that an organisation has uploaded to ROADZ, you may need to contact that organisation directly.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in applicable laws
  • Changes to ROADZ services
  • New features or functionality
  • Changes to how we process personal data
  • Improvements to our privacy and security practices

When we make material changes, we may notify users through the ROADZ platform or other appropriate means.

The “Last updated” date at the top of this policy indicates when it was most recently revised.

16. Contact Us

If you have questions about this Privacy Policy, your personal data, or how ROADZ processes information, please contact us: