Privacy policy

About TOM Driver and this policy

TOM Driver is published by TOM Intelligence LTD, registered at 1110 ELLIOTT COURT COVENTRY BUSINESS PARK, HERALD AVENUE, COVENTRY, WEST MIDLANDS, UNITED KINGDOM CV5 6UB. It supports authorised professional courier work. This policy explains information handling in TOM Driver for Android and iOS. Contact jeet@xtramilecouriers.co.uk for privacy questions, account-deletion requests or complaints, or write to our registered address. We receive enquiries centrally and forward them to the responsible courier operator where appropriate.

Your courier operator and TOM

The organisation that provides your courier account and allocates your work determines the purposes of courier operations and is responsible for that processing. TOM Intelligence LTD supplies software, hosting and support on the operator’s instructions. The operator’s employment, subcontract or customer privacy information supplements this app policy. Contact us if you need to identify the operator responsible for your records or obtain its privacy information. App ownership does not make TOM the sole controller of every courier record.

Account and work information

The app uses your name, contact details, account identifiers, sign-in information, driver and vehicle details and work documents provided by you or your operator. Assignments can contain collection and delivery addresses, contact names, booking and parcel references, instructions, statuses, scans and timestamps. Evidence can contain recipient names, signatures, photographs and location. Operator-supplied job instructions or submitted evidence may include health-related information; this release does not provide a specialist medical workflow. Collect only necessary evidence and avoid unrelated people or documents in photos. Barcode decoding is performed on the device; decoding alone does not upload the camera image. Submitted courier evidence and account-review information are sent to the configured dispatch service.

Location and permissions

During an active shift with location sharing enabled, TOM Driver collects location for dispatch coordination and progress. Collection can continue in the background, while another app is open or the screen is closed. Records may include coordinates, accuracy, time, speed, heading and battery information. End your shift or disable sharing to stop further sharing; earlier records remain subject to retention. Camera access supports barcode scans and delivery photos. Notifications provide optional work and message alerts. Refusing notifications does not block login, jobs, messages or account access. Enable alerts in Me → App & display, or change them in your phone settings. Alerts contain a generic prompt; open the signed-in app for work details. Biometric unlock uses the phone’s authentication result; the app does not receive your Face ID data or fingerprint template.

On iOS, location permissions cover use while the app is open and background sharing during an active shift. Camera permission supports barcode scanning and proof-of-delivery photos; Face ID permission supports biometric unlock. Starting a shift requires location permission and a fresh location. Refusing location keeps account and Help accessible; granting permission alone does not start a shift. You can review or revoke location, camera and notification permissions in Android or iOS Settings. TOM Driver and your phone’s permissions control location capture and dispatch sharing.

Messages amounts and device information

The service uses operational messages, availability and shift records, notification and installation identifiers, and technical information needed for access and security. Where enabled, it records expenses, pay statements, bank or tax details supplied for subcontractor administration and payout requests. TOM Driver displays and records operational amounts; it does not collect payments, transfer money or settle funds. Notification and installation identifiers support device access and alert routing.

How information is used

Information supports assigned courier work, dispatch coordination, delivery evidence, communication, engagement administration, resolving service issues and account security. Your operator is responsible for establishing and explaining the applicable lawful grounds for its processing, including any additional condition for health-related information. A phone permission or acknowledgement of this policy does not itself establish those grounds. Ask your operator or contact TOM if you need details or wish to raise a concern.

Who can receive information

Authorised courier operations staff receive information needed for their duties. Relevant customers or recipients may receive necessary delivery progress and evidence. TOM Intelligence LTD personnel may access information for authorised hosting, maintenance or support. The Driver service uses Microsoft Azure for hosting. Optional notifications use Apple Push Notification service on iOS and Firebase on Android when the operator has configured the relevant sender. Enabling alerts does not establish successful delivery.

On iOS, TOM Driver uses Google Maps SDK for iOS 9.4.0 to display stop positions and the app’s existing last-known position. SDK requests also include the app name and version, API authentication information and a cross-application identifier. The map uses location already available to TOM Driver; this integration does not enable the Google Maps location layer or start a separate location-capture process. Driver’s shift and sharing controls, together with phone permissions, govern location capture and sharing to dispatch.

Google’s iOS Maps SDK privacy manifest declares collection of device identifiers, crash data, performance information, product interactions and other SDK data for analytics. Device identifiers are also declared for app functionality, including providing the map. The manifest identifies device identifiers and other SDK data as linked to the user; crash, performance and product-interaction data are declared as not linked to the user. These are Google SDK disclosures and are separate from Driver’s operational records.

Android and web map views use the configured Google Maps integration. Opening Google Maps for navigation sends the selected destination to that service. Google processes map and navigation requests and SDK data under its own Privacy Policy and Google Maps terms.

Assistant features and provider arrangements

This iOS release does not offer Ask TOM. No external Assistant provider is enabled for the current Driver service. Before introducing an Assistant, the responsible organisation must identify the provider, the permitted information sent, purposes, retention and applicable transfer arrangements. Do not send unnecessary personal or confidential information to Operations. App guidance does not replace dispatch instructions or professional advice.

Security hosting and retention

The app connects to the service over HTTPS, uses account access controls and protects queued offline work with an encrypted local vault. On iOS, the local vault key is kept in Keychain. Protect your device and any exports or copies you make. Hosting and support locations depend on Azure and other service-provider arrangements. Contact TOM for applicable locations, recipients and transfer arrangements.

Retention and your rights

The documented retention targets are 90 days for raw location, 365 days for messages and 730 days for shifts. Automated retention sweeping is currently disabled, so records are not automatically removed when those targets are reached. Contact the responsible organisation for its fulfilment process and applicable period. Other work, delivery, engagement, financial and security records are retained according to their purpose, applicable legal requirements and any justified preservation need. Retained records, backups, device and export copies are considered when handling a privacy request. Account suspension does not erase records. For account deletion, open Me → Delete account, review the explanation and confirm. No phone call or email is required to submit an in-app request. Submission starts an assessment and fulfilment process; it does not instantly erase all information. Keep the private receipt link confidential and use it to check progress and completion. Our account-deletion policy requires the responsible organisation to fulfil a received request within 7 days and explain any records retained, the reason and applicable period or criteria. Other privacy-rights requests follow their applicable statutory deadlines. You can also email jeet@xtramilecouriers.co.uk without signing in for access, correction, deletion or restriction. Objection and portability rights apply where legal conditions are met. Identity checks may be necessary. See Account deletion and privacy requests for the process and complaints route. You may complain to the UK Information Commissioner at ico.org.uk/make-a-complaint. Last updated: 11 October 2026; material processing changes require an updated notice.