Trajenda Privacy Policy
Last updated: 4 October 2026 · Version: 1.1
This is a translation. The Dutch version at trajenda.com/privacy is the binding text for Dutch customers.
Trajenda v.o.f., Gasthuisstraat 27, 5931 NT Tegelen, Netherlands, Chamber of Commerce (KvK) 42185785, branch number 000066918065, VAT ID NL870091487B01 ("Trajenda", "we") provides software that transport companies use to plan trips and communicate with their drivers.
This policy covers two different situations, and the difference matters:
- If you are our customer (a transport company, or a planner working there), we are the controller for your account data.
- If you are a driver at a company that uses Trajenda, your employer is the controller for your data. We are a processor: we process only on your employer's instructions. Questions about your data go to your employer first; we help them answer.
1. What we process
About users (planners and drivers)
| Data | Why |
|---|---|
| Name, email address, phone number | Signing in, and so a planner knows who to call |
| Role (planner or driver) and company | Determines what someone may see |
| Preferred language | Instructions and messages are translated into it |
| Sign-in and session data | Security and abuse detection |
About trips
Destinations, addresses, contacts at the customer, time windows, arrival and departure times, cargo data (weight, items, temperature, ADR class, seal number), documents (consignment notes, proofs of delivery, signatures) and issue reports.
Driver location
Only where the driver has given explicit consent, and only while a trip is running. Consent is per driver, off by default, and can be withdrawn at any time with one button ("Stop met delen") with no consequence for the trip.
We never infer trip status from location. A status changes only because the driver pressed a button. That is deliberate: the gap between "the truck is at the gate" and "the driver has arrived" is exactly the kind of inference nobody wants drawn about them.
Chat and voice messages
Text is translated into the recipient's language. Voice messages work: recorded, sent and played back. Automatically transcribing a voice message to text is switched off today. If we ever turn that on, the original audio will always remain available alongside the transcript, because a transcript can be wrong and the recipient must be able to hear what was actually said.
2. Legal bases
| Processing | Basis |
|---|---|
| Account, trips, communication | Performance of the contract with the transport company |
| Driver location | Consent of the driver, separate and withdrawable |
| Retaining documents (7 years) | Legal obligation (Dutch retention requirement) |
| Security, abuse detection, billing | Legitimate interest |
Location consent is deliberately separated from everything else. Consent you cannot withdraw is not consent, which is why the withdrawal button sits on the driver's own screen rather than in an employer settings menu.
3. Retention
| Data | Period |
|---|---|
| Driver location | 30 days (carrier may set 7 – 30) |
| Chat and voice messages | 1 year (30 days – 3 years) |
| Status and problem reports | 2 years (90 days – 7 years) |
| Duty time and odometer readings | 2 years (2 – 7 years, statutory minimum) |
| Access log | 1 year (180 days – 3 years) |
| Link between a fine and a driver | 1 year (90 days – 2 years) |
| Push notification registration | 180 days without use |
| Translation memory (messages and instructions translated before, so the same sentence is not translated again) | 180 days after last use |
| Documents (CMR, proof of delivery, signature) | 7 years (legal requirement; carrier may set 1 – 7 years) |
| Account data | Up to 6 months after termination |
| Billing records | 7 years |
For a traffic fine, only the LINK to the driver expires. The fine itself stays as a cost against the vehicle — that is administration. The link is information about how an employee performs, and that should not become a file kept for years. The 90-day floor exists so an objection period and a payroll cycle fit inside it.
Thirty days for location is a deliberate choice: long enough to settle a dispute about a delivery, short enough to explain to a works council. No screen in the app looks back further than thirty days, so keeping it longer serves no purpose.
4. Who we share with
We never sell data. We use these processors:
| Party | For | Location |
|---|---|---|
| Supabase | Database, authentication, document storage | EU (Sweden, Stockholm) |
| Vercel | Application hosting | EU (Sweden, Stockholm) |
| Resend | Sending email | EU |
| DeepL | Translating instructions and messages | EU |
| Stripe | Payments and billing | Not yet established |
| OpenAI | Transcribing voice messages (switched off today) | United States |
Processing by OpenAI would be a third-country transfer under the European Commission's Standard Contractual Clauses, if that feature is ever switched on — it is off today. If a customer requires all processing to stay in the EU, we can switch to an EU alternative — tell us.
A current list is at trajenda.com/en/subverwerkers. Customers are informed in advance of a new processor and may object.
5. What a public tracking link does and does not show
A planner can share a per-trip link with the shipper. Anyone holding that link sees: the stops, the town, the agreed times, and arrival and departure times.
What the link does not show, and why:
- The driver's location. The driver consented to their employer tracking them for dispatch. That is not consent to be visible to arbitrary third parties through a link that can be forwarded.
- Street addresses (town only), chat, documents, issue reports, internal notes, the driver's name and phone number, the vehicle, cargo data, and anything about other trips.
A link is per trip, off by default, and revocable at any time. Revocation takes effect immediately.
6. Security
Data belonging to different transport companies is separated at row level in the database (row level security), not only in the application. We test that separation automatically on every change: a dedicated test suite actively tries to reach one company's data from another.
Traffic is over TLS. Documents live in private storage reachable only through short-lived signed links.
7. Your rights
You have the right of access, rectification, erasure, restriction, objection and portability.
If you are a driver: direct your request to your employer. They are responsible; we carry it out for them. You can withdraw location consent yourself, directly in the app.
If you are a customer: email contact@trajenda.com. We respond within 30 days.
You may also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
8. Changes
We inform customers in advance of substantive changes. The date at the top of this policy indicates the current version.
Questions: contact@trajenda.com