Privacy Policy

1. Introduction

This policy covers users of the EasyRoad platform — fleet owners and the drivers they invite. It applies to any personal information that passes through the product, including information about people named in messages, inspection notes, or compliance records even if they aren't the account holder.

2. What information we collect

• Account information: name, email, phone number, role (owner/driver), company name.
• Vehicle information: VIN, registration plate history, make/model, category, and powertrain — this is vehicle data, not personal data, but it ties to the owner's account.
• Daily inspection data: odometer readings, checklist responses, notes, and any photos submitted by drivers. Photos may incidentally show a driver's location or surroundings.
• Messages: the content of owner-driver messages sent through the platform.
• Compliance data: CoF/WOF/rego/RUC/licence expiry dates entered by the owner, which may include a named driver's P endorsement expiry.
• Billing information: for card payments, our payment processor Stripe holds your card details directly — EasyRoad does not store full card numbers. For direct credit/bank deposit, we hold the bank account reference needed to reconcile your payment.
• Technical data: standard web/app usage data such as IP address, device/browser type, and log data. We do not currently use any analytics or tracking tools.

3. Why we collect it

• To provide the core service — compliance tracking, inspection records, and messaging.
• To send notifications: expiry reminders, missed-inspection alerts, and defect flags.
• To maintain and improve the service.
• To meet our own legal obligations, such as keeping billing records.

4. Who we share it with

We share personal information with the third-party service providers necessary to run the platform, such as hosting/infrastructure providers and Stripe for payment processing. Notifications (expiry reminders, defect flags, messages) are currently delivered inside the platform itself rather than by a third-party email or SMS service. We do not sell personal information, and we do not share it with third parties for their own marketing purposes.

We may also disclose information where required by law, such as a lawful request from a New Zealand regulatory or law enforcement body.

Stripe processes and stores information outside New Zealand as part of providing payment services — see Stripe's privacy policy for details of how they handle your information.

5. How we protect it

We use access controls to restrict who can view your data — drivers and owners only see the vehicles, inspections, and messages tied to their own company account, and internal access to customer data is limited to what's needed to operate and support the platform. Connections to EasyRoad are encrypted in transit.

6. How long we keep it

Inspection and compliance records are retained for the duration of your subscription, plus 5 years after cancellation. We retain records for this extra period because historical inspection data can have ongoing value even after you stop actively using EasyRoad — for example, as evidence of reasonable practicable steps under the Health and Safety at Work Act.

7. Your rights

Under the Privacy Act 2020, you can request access to the personal information we hold about you and request that it be corrected. To make a request, contact us at hello@easyroad.nz. We will respond within the timeframe required by law.

8. Cookies / tracking

EasyRoad does not use advertising or analytics cookies, and does not track you across other sites. The driver/owner app keeps you signed in using a token stored in your browser, not a cookie. Our internal staff tools use a single strictly-necessary session cookie so authorised staff stay signed in — it isn't used for tracking or advertising, and it's not set in your browser unless you're logging in as staff.

9. Children's information

EasyRoad is a business tool for fleet owners and drivers. It is not directed at children, and we do not knowingly collect personal information from them.

10. Changes to this policy

We may update this policy from time to time. Changes will be posted on this page with an updated "last modified" date above.

11. Contact / complaints

For questions about this policy or how your information is handled, contact us at hello@easyroad.nz. If you're not satisfied with our response, you can also complain to the Office of the Privacy Commissioner at privacy.org.nz.