Instavans Logistics Private Limited: Privacy Policy

Effective Date: 1 Jan 2025

1. Introduction

Instavans Logistics Private Limited (“Instavans”, “we”, “us”, or “our”) is a Bangalore-based logistics technology company providing SaaS-based Transportation Management System (TMS) solutions and marketplace services to the road trucking industry. Instavans is committed to protecting the privacy and security of personal information collected through our services, including our SmarTruck TMS, marketplace platform, and GPS devices provided to track vehicles during shipments.

This Privacy Policy explains how Instavans collects, uses, shares, and safeguards your personal information. By accessing or using our website, TMS platform, or any of our services (collectively, “Services”), you agree to the terms of this Privacy Policy.

2. Scope of this Policy

This Privacy Policy applies to all users of Instavans’ Services, including transporters, shippers, 4PLs, carriers, and visitors to our website. It covers the personal information we collect and process in connection with:

• Our SaaS-based TMS & RMS (SmarTruck)
• GPS tracking devices installed on vehicles
• Our logistics marketplace platform
• Any other interactions you may have with Instavans (e.g., customer support, marketing communications, etc.)

If you do not agree with this Privacy Policy, please discontinue the use of our Services.

3. Information We Collect

1. Personal Information

• Contact Details: Name, email address, phone number, company name, and address when you register on our platform or contact us.
• Identification Data: Driver’s license, vehicle registration details, or other government-issued ID data if required for compliance purposes.
• Payment Information: If you make payments through our payment gateway (Razorpay), we may collect transaction-related data. However, we do not store or process your card/bank details directly; they are handled by Razorpay in compliance with applicable standards.

2. Location and Device Information

• GPS Data: When you use our GPS devices or our mobile application (if applicable), we collect real-time location data of the vehicle for shipment tracking and related logistics operations.
• Device Details: IP address, browser type, device type, operating system, and access times when you visit our website or TMS platform.

3. Business Information

• Shipment Details: Freight documents, Proof of Delivery, Bill of Lading, and related shipment details.
• Client/Carrier Data: Any information provided by our clients (4PLs, shippers, carriers) for the purpose of managing shipments or coordinating logistics services.

4. Cookies and Similar Technologies

• We or our third-party service providers may use cookies, web beacons, and similar tracking technologies to collect information about your interactions with our website. (See Section 8 for more details.)

4. How We Use Your Information

We process personal information for the following purposes:

1. To Provide and Maintain Our Services

• Facilitate shipment tracking, scheduling, and completion using our TMS or marketplace.
• Verify user identities and manage user accounts.
• Install, monitor, and manage GPS devices for tracking vehicles.

2. To Improve and Customize User Experience

• Analyze user behavior and preferences to enhance functionality, user interface, and service offerings.
• Personalize content, recommendations, and marketing communications (when applicable).

3. For Payment Processing and Billing

• Process rental fees for GPS devices, subscription fees for our TMS, and other charges via Razorpay or other payment gateways.
• Manage refunds, cancellations, or dispute resolutions.

4. For Security and Compliance

• Protect against, investigate, and deter fraudulent or unauthorized activities.
• Comply with legal obligations, enforce agreements, and address disputes.

5. For Customer Support and Communication

• Respond to inquiries, troubleshoot technical issues, and provide requested information or assistance.
• Inform you about important service updates or changes to policies.

5. Legal Bases for Processing (Where Applicable)

In certain jurisdictions, we must have a lawful basis to collect, use, or disclose your personal information. These legal bases may include:

• Consent: When you have given consent to process your personal information for specific purposes.
• Contractual Necessity: Where processing is necessary to perform our contract with you, such as providing access to our TMS or delivering GPS tracking services.
• Legitimate Interests: Where processing is necessary for our legitimate interests, for example, to improve our services, prevent fraud, or protect our legal rights.
• Legal Obligations: Where processing is required to comply with applicable laws and regulations.

6. How We Share Your Information

We may share your personal information with:

1. Clients and Partners

• With our shippers, 4PLs, and carriers to the extent necessary to coordinate and complete shipments and related logistics services.

2. Third-Party Service Providers

• Payment processors (e.g., Razorpay) for secure payment transactions.
• Cloud hosting providers, analytics services, or other vendors that help us operate or improve our Services.

3. Legal and Compliance

• If required by law, regulation, legal process, or governmental request.
• To enforce our rights or protect our property and safety, as well as that of our users or third parties.

4. Business Transfers

• In connection with a merger, acquisition, financing, or sale of all or a portion of our assets, information may be transferred as part of that transaction.

We do not sell or rent personal information to third parties for their own marketing purposes.

7. Data Retention

• We retain personal information only for as long as necessary to fulfill the purposes for which it was collected (e.g., rental period for GPS devices, subscription cycles for TMS, completion of shipment transactions) or as required by law.
• When the retention period expires, we take steps to securely delete, destroy, or anonymize the data.

8. Cookies and Similar Technologies

• Cookies: We may use cookies to remember user preferences, understand site usage patterns, and improve user experience.
• Third-Party Tools: We may also use third-party analytics tools (e.g., Google Analytics) which set their own cookies to collect information about user interactions with our website.
• Cookie Management: You can configure your browser settings to manage or block cookies. However, blocking certain cookies may impact the functionality of our website or TMS.

9. Data Security

• We implement reasonable physical, technical, and administrative measures to safeguard personal information from unauthorized access, alteration, or disclosure.
• Sensitive payment data is handled by Razorpay (or other authorized payment gateways) using industry-standard encryption and security protocols.
• Despite our efforts, no security measure is impenetrable. You are responsible for maintaining the confidentiality of your login credentials.

10. Children’s Privacy

• Our Services are not directed towards individuals under the age of 18.
• We do not knowingly collect personal information from minors without appropriate parental or guardian consent. If you believe a minor has provided us with personal information, please contact us so we can delete it.

11. International Data Transfers (If Applicable)

• If we transfer personal information outside of India, we will ensure appropriate safeguards are in place, as required by applicable law.
• By using our Services, you acknowledge that your information may be processed in other jurisdictions which may have different data protection rules than in your country.

12. Updates to This Privacy Policy

• We reserve the right to revise or update this Privacy Policy at any time.
• Any changes will be posted on our website or communicated via email, and the revised policy will be effective immediately upon posting.
• Continued use of our Services after changes become effective indicates your acceptance of the revised Policy.

13. Your Choices and Rights

Depending on applicable law, you may have certain rights regarding your personal information, such as:

• Access and Correction: You can request access to or correction of your personal information.
• Deletion and Restriction: You can request the deletion or restriction of processing of your personal information under certain circumstances.
• Withdrawal of Consent: Where we rely on your consent to process personal information, you can withdraw your consent at any time.

To exercise these rights or make any inquiries, please contact us at the details given in Section 14 below.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us at:

Instavans Logistics Private Limited
4th Floor, Foundation House,
Mission Road, 40, 2nd Main Rd,
Bengaluru, Karnataka 560027
Email: contactus@instavans.com

By continuing to use Instavans’ Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.