- We collect only what it takes to run the service: your account, your operation and your documents.
- A driver's location is recorded only while a load is active.
- We do not sell data, we do not use it for advertising, and we do not train models on it.
- Each client company sees only its own data, and that separation is enforced in the database.
This policy explains what personal data we process at Empyrean Systems LLC, for what purpose, how long we keep it, who we share it with, and what you can do to control it. It covers our website, the technology and automation services we provide, and the applications we make available to our clients, including the driver application Navix. Event invitations also has its own notice.
Event invitations
Invitations is our platform for people who organize events. It has its own privacy notice with all the details: read it here. The key points:
- Guests: we keep their first and last name, cell number, language and their reply. The business organizing the event uploads them and decides who to invite.
- WhatsApp and SMS: the business sends the invitations from its own phone. We only prepare the message with each guest’s link. We never write to guests or use their numbers for anything else.
- Album photos and videos: guests and the business upload them. They are stored on Cloudflare and deleted 100 days after the event.
- How long: twelve months after an event is closed, the guests’ cell numbers are deleted.
- Payments: Stripe charges them. We never see or keep card details.
- If you are a guest: ask the business that invited you to see, correct or delete your data. You can also write to our contact email (section 9).
Who is who in this data
Our services run on platforms used by several companies at once, and each one sees only its own data. So it is worth being clear about each role, because it determines who decides about the data and who to approach.
| Who | Role | What it means in practice |
|---|---|---|
| The client company | Data controller | It decides what data about its team is entered, what it is used for, and how long it is kept. It is the one responsible for handling its workers' rights. |
| Empyrean Systems LLC | Data processor | We process data on behalf of the client company and following its instructions, not for our own purposes. We do not use it to sell or for advertising. |
| The worker | Data subject | The personal data is theirs. They can ask to see it, correct it, export it or have it erased, through their company or by writing to us directly. |
This applies equally when the client company is our own. The role does not change: the decision-maker is always the company the data subject works for.
1. What data we collect
| Category | What it includes | Purpose | Retention |
|---|---|---|---|
| Account | Name, email, phone, company, role | Grant access and apply permissions | While the account is active |
| Operations | Loads, stops, companies, rates, times | Provide the service | Three years from load closure |
| Documents | Bills of lading, proofs of delivery, rate confirmations, photos | Filing and delivery to the right party | Three years from delivery. This is the period required by transport regulations (49 CFR 379) and covers tax obligations |
| Location | Device latitude and longitude, accuracy and time | Record arrival and departure at each stop | Ninety days. The law does not require keeping it longer, so only the minimum needed to settle a question about a recent delivery is kept |
| Personnel | Name, driving licence, expiry dates, contact, assigned unit | Compliance and work assignment | As decided by the client company |
| Technical | IP address, device type, app version, access logs and crash reports: what the application was doing when it failed (the load, the stop and the name of the file being uploaded) and the driver record identifier | Security and fault diagnosis | 12 months |
| Web analytics | Pages viewed, source, country | Understand which content is useful | 14 months |
| Reports and support | What you write in “Report a problem” (the subject and the details), your name, the load you are carrying, the application version and the phone model and operating system | So that your dispatch office can answer you and fix the problem | For as long as the company keeps it as support history |
| Contact messages | Name, email, company and the message you write in the form | Reply to you | 18 months |
The “Report a problem” notice is saved in your support record and is also emailed to your dispatch office (with your name, the load, the application version and the phone model). It is not used for anything else.
The mobile application does not access contacts, messages or the microphone. It requests camera — to scan documents — and location, the latter also while the application is closed for as long as a load is active. And it opens the phone's photo gallery when a document already saved on the phone has to be attached. Nothing else.
2. What we use the data for
- Provide the service: show loads, calculate times, store documents and send them where the company instructs.
- Record arrivals: using the device location, know what time the vehicle reached each stop without anyone pressing anything.
- Security: detect unauthorised access and keep a record of who did what.
- Support: answer questions and diagnose problems.
- Billing: issue and collect invoices for the contracted service.
- Product improvement: using aggregated data that identifies no one.
3. What we do NOT do
- We do not sell or rent data to third parties.
- We do not use operations, rates or documents to train artificial intelligence models.
- We do not share one company's data with its competitors.
- We do not cross one company's data with another's.
- We do not track a worker outside their working time. With no active task, there is no location record.
- We do not use location for advertising or commercial profiling.
4. Who we share it with
Data is shared with very few parties, and always for a reason:
| With whom | What is shared | Why |
|---|---|---|
| The client company | Everything relating to its operations, its personnel and its documents | It is the controller and the one organising the work |
| The broker or end client | Only the documents for that operation and the data needed to identify it: order number, route and driver | It is what is required in order to get paid. Without those papers there is no payment. Only what the company instructs is sent, and only for that operation |
| Infrastructure providers | Hosting, database, outbound email, analytics | Providing the service. All under a processor agreement and located in the United States |
| The crash-reporting provider | The technical data of the failure: what the application was doing, the load, the stop, the name of the file being uploaded and the driver record identifier | Finding out that the application is failing and fixing it |
| Your phone's maps application or dialler | Only if you tap “Open in maps” or the phone number: the stop address, or the number | These are your own actions: the application sends nothing on its own |
Beyond that, we only share data where a competent authority lawfully requires it, and we notify the client company unless the law forbids it.
5. Location, in detail
It is the most sensitive data we handle, so here it is explained plainly.
When it is recorded
Only while a task is active. Specifically, while the operation is in one of these states: at pickup, loaded, out for delivery, or delivered. When the operation closes, recording stops.
Outside those states — and of course outside working time — the application records no position at all.
Why it is needed with the app closed
Because the person driving spends hours with the phone locked. If the application could only record position with the screen on, it would be useless: the vehicle arrives at the dock with the phone in a pocket.
To know what time it arrived — and therefore how long it waited — the application needs to keep receiving location in the background.
What it is used for, exactly
- Stamping arrival and departure times at each stop, without anyone pressing anything.
- Calculating waiting time at the dock. That time is what gets claimed from the relevant party, and without the recorded time it is lost.
- Knowing where the route stands, so the office does not have to call the person driving.
How the person knows
While the application is recording position, there is a permanent notice on the phone screen showing that the route is being tracked. That notice cannot be dismissed while recording is active, and it disappears on its own when the operation closes.
Anyone can withdraw the location permission at any time from their phone settings. If they do, automatic arrival recording stops working and arrivals must be marked by hand.
Who sees it
- Their company's office, while the operation is running.
- No one else. It is not shared with the broker, nor with other companies on the platform, nor with third parties.
- It is kept as part of the route history, alongside arrival and departure times, because billing comes from it.
6. The Navix application
Navix is the mobile application through which drivers receive their tasks, mark arrivals and upload documents. Everything it does is covered by this same policy. In short:
- The application only reads from the database. Everything it writes goes through server functions that verify who they are and which company they belong to.
- Documents are stored in a private store. There are no public addresses: each file opens through a signed link that expires.
- Each company sees only its own data, and that separation is enforced in the database itself, not just on screen.
- Automatic document review checks that the document is what it claims to be. Images are sent to an artificial intelligence provider for that check and are not used to train models.
- If the application is uninstalled, location recording stops immediately.
- The “Report a problem” button: what you write is saved in your support record with your name and the load you are carrying, and it is emailed to your dispatch office. It is used to answer you and to fix what went wrong.
- Crash reports: if the application closes by itself, a technical report is sent with what you were doing — the load, the stop and the file name — and with your record identifier, so that “it happens to one person” can be told apart from “it happens to everyone”. It carries no name, no email and no location.
7. Personnel data
When a company registers someone from its team, it decides what information to enter and why. In that relationship:
- The client company is the data controller.
- We are the processor: we handle that data following its instructions and not for our own purposes.
- If someone on its team asks for access, correction or erasure, the company can carry it out from the panel. If it needs help, it writes to us.
- That person can also write to us directly, and in that case we forward the request to their company and help resolve it.
8. Security
- Encryption in transit and at rest.
- Per-company separation: each account sees only its own data, and the rule is enforced in the database, not just on screen.
- Role-based permissions, verified on the server.
- External service keys are stored encrypted and are not readable even by platform staff.
- Audit log of creations, changes and deletions.
- Backups with rotation.
9. Your rights
You can ask at any time for access to your data, its correction, erasure or portability, restriction of processing, or to object to a particular use. Write to the contact address below and we reply within thirty days.
To delete your Navix account there is a page with the step by step, what is deleted, what is kept and the time frame: Delete your account.
If you work for a client company and that company is the controller of your data, we can process your request for you: you write to us, we forward it, and we tell you what they answered.
10. Minors
Our services are for professional use. They are not directed at anyone under 18 and we do not knowingly collect data from minors.
11. Cookies and analytics
This site uses no advertising or cross-site tracking cookies. Analytics is Google Analytics 4 with IP anonymised and Google signals disabled, measuring only page views and clicks on action buttons. The mobile applications use no cookies or advertising trackers.
12. Changes to this policy
If anything material changes we will notify you by email before it takes effect. The date of the last update appears under the title.
Frequently asked questions
Are you tracking me when I am not working?
No. Location is recorded only while a task is active. When the operation closes, recording stops and the permanent notice disappears from the screen.
Why does the application ask for location “all the time”?
Because the phone is locked while driving. To know what time the dock was reached without anyone pressing anything, the application needs to keep receiving position in the background. If it could only work with the screen on, it would be useless.
Does the broker see where the vehicle is?
No. The broker receives only the documents for that operation and the data needed to identify it. Location is not shared with them.
Do you sell my data or my team's?
No. Operational data is not sold, not transferred for commercial purposes, and not used to train models. It is processed only to provide the service.
What if I use the platform for several companies?
Each company is responsible for its own data and the platform keeps them separated. No company can see another's operations, personnel or documents.
How long do you keep my data if I cancel?
It depends on the data, because the law does not require the same for everything. Your account and team data are kept for thirty days after cancellation so you can export it. Load documents (bills of lading, proofs of delivery, rate confirmations) are kept for three years, because transport and tax regulations require it: those cannot be deleted earlier even if you ask. Location is deleted after ninety days. Backups rotate and are fully cleared within a further ninety days.
What happens to my team's data?
The client company is the controller and we process the data on its behalf. Each person can ask for access, correction or erasure, and the company carries it out from the panel.