Privacy Policy

Last updated: 21 August 2026

This policy explains what Smart Bus Route Planner stores, why we store it, how long we keep it, and who can see it. It describes the service as it actually works.

Who controls your data

Your organization is the controller of the data you put into the service. We process it on your behalf to provide route planning. We do not sell it, and we do not use it to train anything.

What we store

Organization and account details

Your organization's name, email address, phone number, address, and the depot location you set during setup. For each user: name, email address, role, and a password stored only as an Argon2id hash. We never store your password itself and cannot recover it.

Stop locations — please read this section

We store the geographic coordinates of every bus stop you create, along with the name you give it and the number of students you record for it. This is the sensitive part of the service and we want to be direct about it: those coordinates describe where children are picked up and dropped off. We store them because route optimisation is not possible without them.

What we do about that:

• Stop data is scoped to your organization. Every query is filtered by the organization in your session, and no other customer can read it.
• We do not store the names, ages, or contact details of individual students. The service records a count of students at a stop, never who they are.
• Coordinates are redacted from error reports and operational alerts before they leave our systems.
• Coordinates are sent to our routing provider (see below) to calculate distances and travel times. They are not sent anywhere else.

Route and usage data

Generated route plans, the stops on each route, distances and durations, version history of edits, and exported reports. We also record counts of your activity (routes generated, exports created) to enforce plan limits.

Billing data

Your plan, subscription status, invoices, and a reference token from our payment provider. We never see or store your card number, CVV, or expiry date. Card details are entered directly with the payment provider. We keep only the last four digits and the card network so you can recognise your payment method.

Audit logs

We record who changed what and when for significant actions, so a disputed change can be answered. Audit entries do not contain passwords or payment credentials.

Who we share it with

• Hosting and database — our infrastructure provider stores the data at rest, in the ap-south-1 (Mumbai) region.
• Routing provider — stop coordinates are sent to calculate distances and travel times.
• Map tiles — your browser requests map imagery directly from the tile provider when you view a map.
• Payment providers — Razorpay for customers in India; Lemon Squeezy, acting as merchant of record, for customers elsewhere. They receive your billing details directly, not through us.
• Error monitoring — stack traces, with authentication tokens and stop coordinates removed before sending.

We do not share your data with anyone else, and we do not sell it.

How long we keep it

We keep your data for as long as your organization has an account. If your subscription ends, your account moves to the Free plan and your data stays — we do not delete anything because you stopped paying. If you ask us to delete your organization, we remove your data within 30 days. Exported report files expire and are deleted automatically; the record that an export happened is kept for your history.

Your rights

You can access, correct, export, or delete your data. Most of it you can do yourself in the application; for anything else, contact us and we will act within 30 days.

Security

Data is encrypted in transit. Passwords are hashed with Argon2id. Authentication tokens are stored in httpOnly cookies that scripts cannot read. Access is scoped per organization and enforced on the server, not in the browser. Backups are taken daily and retained for 30 days.

Contact

Questions about this policy, or about data we hold: see our contact page.