Privacy Policy

Effective: 25 January 2023

Introduction

Thanks for choosing E-Logbook as your compliance management platform. To provide you with the E-LogBook Services (or “Application”, “Service”, “Platform”), E-LogBook (“E-Log”, “we”, “us”, “our”) needs to collect some information about you and/or the company for which you are acting on behalf, and this Privacy Policy is where we describe the information we collect, what we do with it, and how you can manage and control the use of your information. By using or interacting with E-Log Book, you are entering into a binding contract with us and consenting to the use of your information as explained in this Privacy Policy.

The information we collect

Registration data

When you sign up (“signup”, “register”, “create an account”, “join”) to be a User of the Service, we ask you for information, like your full legal name, e-mail address, date of birth, password, driver’s license and/or transport service license number/version/expiry and mobile phone number. We may store this information so that it can be used for the purposes explained throughout this policy document. We collect this information so that you are able to use our Services via the Platform. If you do not provide us with all information requested, we may not be able to provide you with the Services you have requested.

Usage & Logbook data

When you use the Services, we automatically collect certain information, including:

1) Technical Data: This may include your IP address, device or computer make/model/type/version, operating system make/model/type version, E-Logbook App version, network connection & browser version/make/model/type.

2) Time & Location Data: To assist you in making work-time entries in the E-Logbook we also track your location when your app is in the foreground using GPS data, and the date/time value using standard time protocols and information provided directly from your device. This helps us ensure the accuracy of your work-time entries.

3) Navigation: We also may collect information when you navigate through our website and services, including the pages you looked at and what links you clicked on. We collect all this information as it helps us provide you the best possible experience on E-Logbook.

Cookies

We may use cookies and similar technologies on the Platform. When you access or use the Platform (whether you are logged in or not), you will provide or make available certain information to us and third parties, about your use of the E-Logbook Services including:

1) the features that you use, the pages that you visit, and the actions that you take on the E-Logbook website; 2) your IP address; 3) the domain name that you are accessing the internet from; and 4) the browser and search engine (if any) that your device uses.

Information we get from third parties

You may integrate your E- LogBook account with third party services (“Other Integrated Services”). If you do, we may receive, use and share the categories of information described above, including information made publicly available on or through your account of such Other Integrated Services, in accordance with this Privacy Policy.

Payment data

When you sign up for a Trial or any of our subscriptions (as defined in the Terms and Conditions of Use), or make other purchases through the Service, your credit card information and other financial data that we need to process your payment are collected and stored by a third party payment processor. We may collect some limited information, such as your postal code, mobile number and details of your transaction history.

In addition, the third-party payment processors generally provide us with some limited information related to you, such as a unique token that enables you to make additional purchases using the information they’ve stored, and your card’s type, expiration date, and last four digits. If you choose to pay by Invoice, E-Logbook may need to collect and transfer additional information, like your name, date of birth and phone number, to our invoicing service provider to enable credit checks and send you invoices. The use of your data by our invoicing service provider is subject to its privacy policies.

How we use the information we collect

We may use the information we collect, including your personal information:

To use the Platform: We use your information to allow you to access and use the Platform.

To communicate with you by:

• Providing you with information you’ve requested from us (training/educational materials) or information we are required to send you.
• Delivering copies of your work-time records. Operational communications: like changes to our website, services, policies, or security updates.
• Marketing communications in accordance with your marketing preferences.
• Asking you for feedback, to take part in research we are conducting or engage with our beta testing program.

To support you: This may include assisting with the resolution of a technical support issue or other issues relating to our website or services, whether by email, in-app or otherwise.

To enhance our websites and services and develop new ones: Such as, by tracking and monitoring your use of websites and services, so we can keep improving or by carrying out technical analysis of our websites and services so that we can optimise your user experience and provide you with more efficient tools.

To assist you in meeting your legal requirements: This includes the delivery and retention of work-time records, available work time balances, rest time requirements etc.

To protect: So we can detect and prevent any fraudulent or malicious activity, and make sure that everyone is using our website and services fairly and in accordance with our Terms of Use.

To analyse, aggregate and report: We may use the personal data we collect from you and other users of our services to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties.

To comply: So that we can comply with our legal obligations, resolve any disputes that we may have with any of our users, and enforce our agreements with third parties.

How we share the information we collect

There will be times when we need to share your personal data with related parties, other E-LogBook users and/or third parties. We will only disclose your personal data to:

• Other companies in the E-Logbook group of brands (including RUC Monkey). These related entities comply with the same obligations that we have to protect your personal information under this Privacy Policy.
• Other account holders on the E-LogBook Platform after you have approved your relationship with that account holder, for example, when a driver accepts an invitation from a Transport Operator, the driver’s work-time logbook will be shared with the Transport Operator.
• Third party service providers and partners, some of which may be located outside of New Zealand who assist and enable us to use the personal data to support delivery of functionality of the website or services, or to market or promote our goods and services to you, for example for storing your information. Where we transfer, store and process your personal information outside of New Zealand, we have ensured that appropriate safeguards are in place to ensure an adequate level of data protection.
• Regulators, law enforcements bodies, government agencies, courts or other third parties where we think it is necessary to comply with applicable laws or regulators, or to exercise, establish and defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure.
• Other integrated services you use that you may want to connect to our services. We may store certain credentials from the integrated service, so you are able to share particular items of content without entering your access credentials again.
• An actual or potential buyer (and its agents and advisors) in connection with an actual or proposed purchase, merger, or acquisition of any part of our business.
• Other individuals where we have your consent.

Generate Duty of Proof

E-Logbook will keep a Drivers work-time history private, however, there are obligations under The Land Transport Act 1998 (“The Act”) to provide records to enforcement officers when demanded, as outlined in section 30ZD of The Act.

The provision of a Drivers work-time history is the responsibility of the Driver. At no time will E-Logbook provide access to your work-time records without your written permission to do so. However, we may disclose personal information, in response to properly made requests, for the purpose of the prevention and detection of crime, and the apprehension or prosecution of offenders. We also disclose information when required to do so by law, for example under a Court Order, or in response to properly made demands under powers contained in the applicable legislation.

Links

We may display advertisements from third parties and other content which links to third party websites. We cannot control or be held responsible for third parties’ privacy practices and content. Please read their Privacy Policies to find out how they collect and process your personal information.

Security

We are committed to protecting your personal information. Your password protects your user profile (and access to your accounts), so we recommend you use a unique and strong password, limit access to your mobile device, computer and browser, and sign off after having used E-LogBooks Services. While we take reasonable data protection precautions, no security measures are completely secure, and we do not guarantee the security of user information at any time.

We have employed a number of steps to ensure that all ‘sensitive data’ is encrypted when stored, so that in the event of a breach, your identity is not jeopardised.

Retention of information

The length of time we keep your personal information depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you have requested or to comply with applicable legal requirements).

We will retain your personal data for as long as necessary to fulfil our obligations to your, to protect our legal interests, to comply with a law or as otherwise stated when we collect your information. Following that period, we will make sure it is deleted or anonymized.

Your rights and accessing and updating user information

At the end of the day, it is your personal data, and you have certain rights relating to it. You have the right to:

Know what personal information we hold about you and make sure it is correct and up to date Request a copy of your personal information, ask us to restrict processing your personal information, or delete it. Object to our continued processing of your personal information. When it comes to marketing communications, you have the right to ask us to not send you them anymore, simply follow the unsubscribe instructions in any marketing communication.

If you have any queries about your personal information, or you are not happy with how we are processing your personal information, please let us know by emailing support@rucmonkey.co.nz with the subject “My Personal Information”. We will review and investigate your complaint and try to get back to you within a reasonable time frame. You can also complain to your local data protection authority. They will be able to advise you on how to submit a complaint.

Changes to the Privacy Policy We may make changes to this Privacy Policy from time to time, so please visit this Privacy Policy regularly. If we make changes which we believe are material, we will inform you through the Service. Your continued use of the Service thereafter constitutes acceptance of the changes.