Privacy Policy

Any personal information collected by us is gathered by lawful and fair means and, where appropriate, with the knowledge or consent of the individual or company concerned. Before or at the time of collecting personal information, we identify the purposes for which information is being collected. We collect and use personal information solely for fulfilling those purposes specified by us and for other ancillary purposes, unless we obtain the consent of the individual concerned or as required by law. Our roles under data protection regulations are defined as follows:

• Velotis as a Data Controller: When you visit our public website, register for an account, request product demonstrations, contact support, or interact with us directly, Velotis acts as a Data Controller determining the purposes and means of processing your personal information.
• Velotis as a Data Processor / Service Provider: When commercial enterprises, distributors, fleet operators, schools, or government entities deploy Track-X to track vehicles, drivers, assets, and operations, the enterprise customer acts as the Data Controller. Velotis processes telemetry, location, vehicle, and driver data strictly on behalf of the customer and under their contractual instructions.
• Third-Party Platforms: This policy does not apply to third-party services, external integrations, or hardware platforms not operated or configured by Velotis Technologies Private Limited.

The list of information we collect across different points of your customer journey and service delivery includes:

• Distributor Information (Account Registration): Distributor Name, Contact Person Name, Email Address, Phone Number, and Office/Operating Address.
• Company Information (Account Registration): Company Name, City of Operation, Registered Address, and Primary Contact Information (Name, Email Address, Phone Number, and Postal Address).
• Collected User Information (Account Registration): User Full Name, Official Email Address, Contact Phone Number, and Secure Login Credentials (passwords and role-based permissions).
• Company's Geo-fences Data: GPS perimeter coordinates and boundary geometry of customer-configured geofences for vehicular movement tracking, along with names and types/categories of geofences for trip record-keeping, zone analytics, and automated boundary alerts.
• Vehicle Information & Configuration: Vehicle Name/Identifier, Registration Number, Vehicle Type (e.g., Heavy Commercial, Light Commercial, Bus, Cab, EV, Two-Wheeler), and technical parameters such as assigned speed limits and stoppage time thresholds to assess vehicle and driver performance.
• Driver Information: Driver Full Name, Contact Phone Number, Driving License references, assigned vehicle pairing, and driving performance logs.
• Transportation-Related Compliance Documents (Optional Alerts): Optional details of transportation-related documents configured by company users to enable automated expiry notifications, including Vehicle Insurance policies, Pollution Under Control (PUC) certificates, National and State Transport Permits, Vehicle Fitness certificates, and Road Tax receipts.
• Service Delivery Telematics & Movement Data: Real-time location and movement metrics such as GPS coordinates (latitude, longitude, altitude), heading/direction of travel, real-time speed, ignition status (ON/OFF), battery voltage and health status, distance travelled, movement traces, stationary durations, and automated event notifications.
• Advanced IoT & Sensor Telemetry: EV battery telemetry (State of Charge [SoC], State of Health [SoH], battery pack temperature, voltage, charge cycles), Cold-Chain environment logs (temperature, humidity, cooling unit status), OBD-II / CAN bus diagnostic trouble codes, fuel level monitoring, door sensors, and SOS / panic button triggers.
• Track-X Mobile Application Permissions (Android & iOS): As described on our mobile app marketplace pages, Track-X may request device permissions for precise/approximate location (for real-time tracking, navigation, and geofence check-ins), push notifications (for instant alerts and alarms), camera (for uploading vehicle photos or transport document receipts), and storage access (for offline document caching and diagnostic logs).

Whenever you visit our website, we collect cookies and automated browsing data. These cookies are small bytes of memory data that archive your browsing data to track site behavior while you interact with our website, helping us gain better insight into your interests and make your online experience more personalized, relevant, and rewarding:

• Site Behavior Data: Average time on website, Internet Protocol (IP) addresses, browser type and version, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and number of clicks.
• Voluntarily Provided Information: Any information you voluntarily provide while visiting our site, such as your email address, phone number, company name, or inquiry details.
• Session & Persistent Cookies: In addition to temporary session cookies (which expire when you close your browser), we collect persistent cookies that remain on your computer or device. These persistent cookies ensure you do not have to re-enter information every time you visit (such as your username and saved dashboard preferences).
• Cookie Management: You can control or disable cookies through your browser settings, though certain functional parts of our web portals may experience reduced performance without cookies.

We collect and process your information solely for specified business purposes under lawful bases:

• Service Delivery & Contract Performance: To provide fleet management, ingest real-time telematics streams, calculate distance and trip traces, deliver automated notifications, manage user accounts, and fulfill enterprise subscription contracts.
• Fleet Safety & Performance Analysis: To assess driver behavior, enforce speed and stoppage limits, optimize transport routes, prevent fuel siphoning anomalies, and deliver proactive compliance reminders.
• Security & Authentication: To authenticate logins, secure APIs, monitor infrastructure health, and prevent unauthorized platform access.
• Customer Support & Maintenance: To respond to technical inquiries, troubleshoot hardware/software anomalies, and deploy firmware updates.
• Legal Compliance: To comply with applicable transport mandates (e.g., AIS-140/VLTD telematics standards in India), statutory record-keeping, and lawful regulatory requests.

We take adequate steps and reasonable security safeguards to protect your personal and operational information from unauthorized access, unlawful processing, accidental loss, destruction, theft, disclosure, copying, use, or modification:

• Technical Safeguards: End-to-end encryption in transit (TLS 1.3) and at rest (AES-256) across all Track-X databases, message brokers, and backup storage.
• Access Controls & MFA: Role-Based Access Control (RBAC), multi-factor authentication, and strict least-privilege administrative access.
• Data Center Security: Cloud hosting within verified Microsoft Azure India data centers with ISO 27001, SOC 2, and sovereign data protection compliance.
• User Password Confidentiality: Wherever you have chosen or been assigned a password that allows you to access certain parts of our Services, you are responsible for keeping this password confidential. You are advised not to share your password with anyone other than authorized administrators.
• Transmission Risk Disclaimer: While we take comprehensive precautions against security breaches of our Services and customer records, no website or internet transmission is completely secure. There is no guarantee that data may not be accessed, disclosed, altered, or destroyed by breach of physical, technical, or managerial safeguards. Any transmission is at your own risk.
• Account Compromise Disclaimer: If the confidentiality of your personal or business information is compromised as a result of illegal sharing of login credentials or sensitive information by you or your users, Velotis Technologies Private Limited does not bear responsibility for such an event.

Velotis does not sell, rent, or trade your personal data. We disclose information only under structured operational safeguards:

• Customer Enterprise Administrators: Vehicle telemetry, driver records, geofence logs, document alerts, and fleet analytics are shared directly with authorized administrators of your organization.
• Infrastructure & Cloud Partners: Secure cloud hosting providers (Microsoft Azure India) maintaining strict data processing agreements.
• Mapping & Telecom Providers: Licensed mapping and GIS providers for geocoding, and cellular M2M carriers for IoT SIM transmission.
• Legal Authorities: Where required by applicable law, court order, or statutory regulations (such as AIS-140 compliance reporting to government transport portals).
• Business Transfers: In the event of a merger, acquisition, or sale of corporate assets, customer records may be transferred to the successor entity under the same confidentiality standards.

We retain personal and operational data only for as long as necessary to fulfill the purposes outlined in this policy or as required by commercial contracts and statutory laws:

• Active Customer Accounts: Account credentials and enterprise configuration records are retained throughout the duration of the active subscription agreement.
• Raw Telemetry & Operational GPS Logs: High-frequency operational telemetry packets are retained in active query storage for the contractual period agreed upon with the customer (typically 90 to 365 days), after which data is aggregated into statistical historical summaries or archived.
• Aggregated Analytics & Reports: Anonymized and aggregated fleet trend data (such as fuel efficiency indices and regional traffic patterns) may be retained indefinitely for analytics and product development.
• Backup Lifecycles & Deletion Workflows: System backup snapshots are retained in secure immutable storage according to defined backup rotation schedules (typically 30 to 90 days) before automated purging.
• Contract Termination: Upon termination of an enterprise agreement, customer data is purged from production databases within 60 days, unless longer retention is required by legal holds, taxation statutes, or regulatory compliance mandates.

Velotis prioritizes data sovereignty. Track-X telematics data for Indian operations is stored and processed within verified Microsoft Azure India cloud regions (Central India / South India), ensuring full compliance with national data residency regulations. If international data transfers occur in connection with global enterprise customers or vendor integrations, transfers are conducted under recognized contractual safeguards and standard data protection clauses.

Under applicable data protection laws, you possess specific statutory rights regarding your personal information:

• Right to Access: You have the right to request access to and confirmation of your personal information stored and processed by us.
• Right to Correct & Update: You have the right to correct and update your personal information to ensure it remains accurate, complete, and up-to-date for its intended purpose.
• Right to Deletion: You have the right to request deletion of certain information as long as it is not necessary for the services described in this policy, or choose to delete your account with us (subject to legal or statutory retention requirements).
• Right to Withdraw Consent: You have the right to withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing conducted prior to withdrawal, nor will it affect processing conducted under lawful grounds other than consent.
• Right to Complain: You have the right to complain to a competent data protection authority about our collection and use of your personal information.
• Enterprise Drivers & Operators Notice: If your vehicle, phone, or identity is tracked through a Track-X deployment managed by your employer or fleet operator (the Data Controller), please submit your data access, correction, or deletion requests directly to your organization's fleet administrator. Velotis will assist customer administrators in responding to verified requests.

Our Services are strictly designed for commercial enterprises, professional fleet operators, and institutional organizations. We do not knowingly collect personal data directly from children under the age of 18. Where Track-X is deployed for school bus transportation, student transit telemetry and parent notifications are managed exclusively through authorized educational institutions and parent-approved communication channels.

This Privacy Policy was last updated on September 16, 2026. From time to time, we may review and update this policy to reflect enhancements to Track-X, changing statutory mandates, or evolving operational practices. You will be notified via the posting of an updated version on our website. In order to remain aware of the terms that apply to you, we recommend that you regularly check for changes and review this policy when visiting our website. If you do not agree with any aspect of the updated policy, you must promptly notify us and cease using our services.

If you have questions, concerns, or requests regarding this Privacy Policy or wish to exercise your privacy rights, please reach out to our dedicated privacy and grievance team: