Privacy Policy

KTX Transport Ltd. · Effective October 14, 2026

This Privacy Policy explains what personal information KTX Transport Ltd. ("KTX", "we", "us", or "our") collects through our transportation management system at withktx.com — including the customer (vendor) portal, the driver mobile application, and electronic proof-of-delivery (ePOD) interfaces — why we collect it, how it is used and shared, how long we retain it, and how you may exercise your rights.

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia's Personal Information Protection Act (PIPA), and other applicable Canadian privacy legislation.

1. What We Collect and Why

Who	Information Collected	Purpose of Collection
Customer Portal Users	Login ID, password (stored hashed), business contact details, shipment orders, origin/destination addresses, customer references, and uploaded freight documents.	To operate the customer portal, facilitate dispatch, manage and track shipments, provide proofs of delivery, manage user authentication, and provide customer support.
Drivers	Mobile phone number; sign-in logs (timestamps); assigned pickup/delivery completion records; recipient names and signatures collected; photos of bills of lading/signed documents; and, while a load is being carried, the mobile device's location (GPS coordinates, speed, heading, altitude and accuracy) and battery level, collected by the KTX Driver app (Android or iPhone) or the Traccar Client app (see Section 2).	To verify pickups and deliveries, optimize route dispatch, display real-time cargo status to dispatch and relevant customers, and maintain an accurate operational log. The phone camera is used to scan pallet-tag QR codes at pickup (scanned on the phone, not stored) and to take photos the driver chooses to upload.
Receivers (Consignees)	First and last name, handwritten electronic signature collected at delivery, and optional photographs of signed delivery paperwork.	To provide verifiable proof of delivery (POD), resolve delivery or damage claims, and finalize freight order fulfilment.
All Website & Portal Visitors	Standard technical request data, including IP address, browser user-agent, operating system, and date/time of access.	System administration, network security, fraud/abuse prevention, and technical diagnostics.

2. Driver Location Tracking (GPS)

Driver location is collected in one of two ways, depending on the driver's phone.

KTX Driver app (Android and iPhone): When a driver records a pickup, the KTX Driver app starts sending the phone's location to KTX automatically, and it stops automatically after the driver's last delivery of the day. The app collects location in the background — including while the screen is off or the app is closed or not in use — so that loads can be tracked for the whole trip. While location is being sent, a persistent notification ("KTX: Sending location") is shown on an Android phone, and an iPhone shows the system's location indicator. Before asking for location permission, the app explains this background collection and the driver may decline.
What the app sends: latitude and longitude, speed, heading, altitude, location accuracy, the time of the reading, the phone's battery level, and the driver's registered phone number as the identifier. A position is sent about once a minute, and at least every five minutes while stopped. If the phone has no connection, positions are kept on the phone until they can be sent and are then removed from the phone.
Traccar Client app (other devices): Drivers who do not use the KTX Driver app send their location with the Traccar Client application, only while its tracking switch is on. Traccar Client is developed by Traccar Ltd. and is governed by its own licensing and privacy policies; KTX only receives the coordinates sent to KTX-controlled servers.
Purpose & Proportionality: Location is used only to track the loads a driver is carrying (from pickup to final delivery): to show dispatch and the customer where their freight is, to plan dispatch, and to keep an operational record. It is not used for advertising, is not sold, and is not collected when the driver has no loads.
How drivers can stop it: In the KTX Driver app, collection stops by itself after the last delivery. A driver can also stop it at any time in the phone's settings (Android: Settings → Apps → KTX Driver → Permissions → Location → Don't allow; iPhone: Settings → Privacy & Security → Location Services → KTX Driver → Never) or by uninstalling the app; in Traccar Client, by turning off its tracking switch. Stopping location sharing may require manual status updates to dispatch.
Access Limitations: KTX dispatchers can view truck locations and their associated loads. A portal customer can see truck location only while the truck is actively in transit with that specific customer's freight, and only associated with their own order reference numbers. Location data is never shared with unrelated third parties.
Retention: GPS position data is retained for 90 days for route audit and dispute purposes, after which it is permanently deleted or anonymized.

3. Text Messages (SMS) & Authentication

Usage: Drivers access the driver web app via secure, one-time login links sent by SMS to their provided mobile number. Phone numbers are used strictly for authentication links, essential dispatch notifications, and real-time delivery coordination. We do not engage in marketing or promotional messaging via SMS.
Consent & Opt-Out: Drivers provide express consent to receive operational SMS messages upon first sign-in. Standard message and data rates may apply. Message frequency varies: one text per sign-in request (at most three per ten minutes). To discontinue SMS messages at any time, reply STOP to any text or contact us at the details below; reply HELP for help. Opting out of SMS may require alternative manual dispatch and sign-in procedures.
No Sharing of Mobile Information: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are never shared with any third parties.
Service Provider: SMS delivery is facilitated by our communications service provider, Brevo, which transmits the messages on our behalf and does not use the numbers for any other purpose.

4. How We Use and Share Information

We use and disclose personal information only for the core business purposes for which it was collected, including:

Fulfilling Transportation Services: Managing shipments, billing, account administration, and dispute resolution.
With Customers: We disclose delivery progress, real-time in-transit location, and proof-of-delivery details (receiver name, signature, and photos of delivery paperwork) to the customer who contracted or owns that specific cargo.
With Authorized Service Providers: We share data with third-party vendors acting on our behalf, including cloud hosting providers, mapping API providers (e.g., Google Maps), and communications platforms (e.g., Brevo). These providers are contractually bound to process data only to deliver their services to KTX and must maintain robust security protections.
Cross-Border Transfers: Some of our third-party service providers or their cloud infrastructure may be located outside of British Columbia or outside of Canada (such as in the United States or the European Union). While stored or processed in another jurisdiction, your personal information may be accessible to foreign law enforcement and national security authorities under the laws of those countries.
Legal and Regulatory Compliance: We may disclose personal information when required by law, court order, search warrant, or to protect the safety, rights, and property of KTX, our clients, drivers, or the public.
No Sale of Data: We never sell, lease, or rent your personal information to third parties, nor do we monetize personal data for third-party advertising.
Mobile Information: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Data Retention Periods

Category	Retention Schedule
GPS Position Logs	90 days, followed by automated deletion.
Location Positions Waiting on the Driver's Phone	Kept on the phone only until they are sent to KTX (for example after a period without signal), then deleted from the phone.
Driver Sign-in Sessions & Tokens	Sign-in authentication tokens expire after 30 minutes. Session authentication logs are kept for up to 180 days from the last session.
Shipment Records, PODs, Receiver Names & Signatures	Retained as core freight and accounting records for as long as required under Canadian tax, commercial, and transportation laws (typically 7 years).
Customer Portal Accounts	Maintained for the duration of the commercial relationship until the account is formally closed.
Web Server Access Logs	Kept for up to 12 months for auditing, security monitoring, and technical diagnosis.

6. Security & Breach Notification

Technical Measures: All communications with withktx.com and our mobile applications are strictly encrypted in transit using Transport Layer Security (HTTPS/TLS). Passwords and single-use authentication tokens are stored using industry-standard one-way cryptographic hashing algorithms.
Access Controls: Access to shipment histories, receiver signatures, and driver records is strictly restricted using role-based permissions granted solely to personnel who need access to perform their employment responsibilities.
Breach Notification: In the event of a security incident involving personal information that poses a real risk of significant harm to individuals, we will promptly notify affected individuals and the relevant privacy commissioners (including the Office of the Privacy Commissioner of Canada and/or OIPC BC) in full compliance with PIPEDA and applicable provincial laws.
Inherent Risks: While we follow industry-recognized standards to protect your data, no method of electronic transmission or cloud storage is 100% secure, and absolute security cannot be guaranteed.

7. Your Rights and Choices

Under PIPEDA and BC PIPA, you have the right to:

Access & Transparency: Request confirmation of whether we hold personal information about you and receive a copy of that data.
Correction: Request correction of inaccurate, incomplete, or outdated personal information.
Withdrawal of Consent / Deletion: Withdraw your consent to our processing of your information, or request deletion of your information, subject to mandatory legal, accounting, and contractual record-keeping obligations.

Exercising Your Rights:

Drivers using the KTX Driver app can stop location sharing at any time by turning off the app's location permission in the phone's settings or by uninstalling the app; drivers using Traccar Client can use its tracking switch. Drivers may stop SMS delivery by texting STOP.
To request deletion of your driver account and associated data, contact our Privacy Officer (Section 10).
Portal users may update account details and change passwords directly within their account settings.
To submit a formal privacy request, contact our Privacy Officer using the contact information below. We will investigate and respond to all requests within 30 days as required by law.

If you are unsatisfied with our response to your privacy concern, you have the right to lodge a complaint with:

Office of the Information and Privacy Commissioner for British Columbia (OIPC BC): www.oipc.bc.ca
Office of the Privacy Commissioner of Canada (OPC): www.priv.gc.ca

8. Children's Privacy

Our services, applications, and transport management systems are strictly intended for commercial entities, freight contractors, and commercial drivers. We do not knowingly collect personal data from anyone under the age of 18.

9. Changes to This Privacy Policy

We may modify or update this Privacy Policy from time to time to reflect changes in our operational practices or applicable statutory regulations. The "Effective Date" at the top indicates when the latest revision took effect. Any material changes will be published directly on this page.

10. Privacy Officer & Contact Information

For inquiries, access requests, questions regarding our cross-border data handling, or to file a privacy concern, please reach out to our designated Privacy Officer:

Attention: Privacy Officer
KTX Transport Ltd.
8010 Winston Street
Burnaby, BC V5A 2H5
Canada
Email: privacy@ktxtransport.com
Website: https://withktx.com