Droplog

Privacy policy

Version 2026-10-25. Droplog is operated by [LEGAL BUSINESS NAME], [MAILING ADDRESS]. Questions or requests: [PRIVACY EMAIL].

The short version

  • Droplog keeps records of deliveries for the business that uses it: the delivery photo, where and when it was taken, the invoice, and who received it.
  • That business decides what goes in and who sees it. We store it and keep it safe for them.
  • We don't sell personal information or use it for advertising.

Who this covers

Businesses that sign up (and their managers), drivers those businesses add, and the customers those businesses deliver to. For drivers' and customers' information, the business is responsible for it and we handle it on the business's behalf.

What we collect

  • Managers: name, email, phone, a scrambled (hashed) password, the company's name, phone and address, and log-in attempts used to block password guessing.
  • Drivers: name and phone as entered by the manager, and a personal sign-in link. For each stop a driver posts: the photo they take (stamped with the date, time, address, invoice number, driver name and location), the name of the person who received it, notes, and the reason if it couldn't be delivered.
  • Location: when a driver opens a stop, the phone asks for permission to share its location. If allowed, the location (with its accuracy) is saved with that delivery and printed on the photo. Droplog does not track drivers between stops or in the background. A driver can refuse location; posting still works.
  • Customers of the business: business name, delivery address, contact name, phone and email, invoices and amounts, and whether they've been paid (with the Ledger add-on). If the business turns it on, a customer with an email address gets an email with the stamped photo when each delivery is posted; every email has a link to stop them.
  • Ledger add-on: supplier invoices the business scans or uploads, and what's read from them.
  • Billing: handled by Stripe. We see the plan, payment status and the last four digits of the card, never the full card number.
  • Technical: server logs (IP address, pages requested, errors) kept for security and fixing problems.

Why we use it

To run the service (record deliveries, build each driver's Excel log, show the board), to bill, to send account emails (password resets, invitations), to keep accounts secure, and to fix problems. Nothing else.

Who can see it

  • The business that uses Droplog: its managers see all its deliveries; each driver sees only their own stops.
  • Anyone the business gives a private Excel link to (for example its accountant or a customer). Anyone with such a link can open that log and its photos without logging in, until the business replaces the link.
  • Service providers we use to run Droplog, only for that purpose: Railway (hosting, servers in the United States), Cloudflare (encrypted off-site backups), Stripe (payments), Resend (account emails), Sentry (error reports, without names or emails), Anthropic (reads invoices you scan, to fill in deliveries, and supplier invoices scanned with the Ledger add-on), Google Maps Platform (finds customer addresses on the map to put stops in driving order), and Google Fonts (the pages load fonts from Google, which receives your IP address).
  • Authorities, only when the law requires it.

Some of these providers store or process information outside Canada, mainly in the United States, where it may be accessible to authorities under local law.

How long we keep it

While the business's account is open. Businesses can choose to keep smaller copies of old delivery photos. When a business closes its account, we delete its information within 90 days, including from backups, unless the law requires us to keep it longer. Billing records are kept as long as tax law requires.

Security

Connections are encrypted. Passwords are hashed. Each business can only reach its own data, and each driver only their own stops. Photos have their hidden phone metadata removed before they're stored. No system is perfectly secure; if a breach puts people at real risk of significant harm, we'll tell the affected businesses and, where required, the Privacy Commissioner of Canada.

Your choices and rights

You can ask to see or correct the personal information we hold about you, or ask questions about how it's handled. Drivers and customers should usually ask the business that uses Droplog first, since it controls those records; you can also write to us at [PRIVACY EMAIL]. If you're not satisfied, you can contact the Office of the Privacy Commissioner of Canada.

For businesses: your responsibilities

  • Tell your drivers that Droplog records a photo, the time and (if they allow it) the location at each stop, and why.
  • If you're in Ontario and have 25 or more employees, your written electronic monitoring policy should mention Droplog.
  • Only share private Excel links with people who should see them, and replace a link if it's shared by mistake.

Changes

If we change this policy in a way that matters, we'll update the version above and tell account owners by email before it applies.

Terms of service