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Privacy Policy

Effective October 19, 2026

KargaFlow ("we", "us") provides trucking management software for companies in the Philippines: the KargaFlow web app, the KargaFlow driver app, the customer portal and this website. This policy explains what personal information we handle, why, and the choices and rights you have under the Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules.

1. Our role

For the trucking companies that use KargaFlow, the company decides what information goes into its account: its staff, drivers, helpers, customers, shipments and records. For that information the company is the personal information controller and KargaFlow is its personal information processor: we store and process it only to provide the service to that company and as it instructs. If you are a driver, helper or customer of a trucking company, please contact that company first about your information.

For this website, demo requests and company owners' accounts (sign-up, subscription and billing with us), KargaFlow is the personal information controller.

2. What we collect

  • Inquiries and demo requests: your name, company, email, phone number, fleet size and your message.
  • Account details: names, email addresses, mobile numbers, roles and profile photos of the company's users; sign-in codes, active sessions and an activity log of changes made in the app.
  • Business records the company enters: customers and their contacts, quotations, bookings, trips, proofs of delivery (photos and signatures), billing statements, payments, withholding certificates (BIR Form 2307), expenses, bills, payroll and cash advances, and documents uploaded to records.
  • Drivers and helpers: name, mobile number, licence and other documents the company records, trips assigned, pay and advances, incidents, and, in the driver app, the phone's location while a trip is running.
  • Customer portal users: name and email, and the shipments, documents, requests and claims of their company.
  • Subscription details: the plan, billing history and the proof of payment you send us for bank deposits.
  • Technical information: IP address, browser and device type, and server logs, used to keep the service secure and working.

3. Location in the driver app

The driver app shares the phone's location only while a trip is running, and shows a notification whenever it does. The location is used to show the truck on the company's live map, to estimate arrival times and to tell the customer where their shipment is. Drivers can turn location permission off in the phone's settings, but trips can't be tracked without it.

4. Why we use it

  • To provide KargaFlow: run the company's quotations, bookings, dispatch, tracking, billing, payroll and reports.
  • To sign people in securely, including sending sign-in codes by email or text message.
  • To send the emails and texts the app is set up to send, such as shipment updates, billing statements and reminders.
  • To answer inquiries, set up demos, provide support and manage subscriptions.
  • To keep the service secure, prevent misuse and fix problems.
  • To meet legal obligations, such as tax and accounting rules.

We rely on the performance of our contract with the company, our legitimate interest in running and securing the service, legal obligations, and, where needed, consent. We do not sell personal information, and we do not use the companies' business records for advertising.

5. Who we share it with

We share personal information only as needed to provide the service, with providers bound to protect it:

  • Hosting: our servers run with DigitalOcean in a data centre in Singapore.
  • Email delivery: Resend sends the emails KargaFlow and the companies send through the app.
  • Text messages: an SMS provider sends sign-in codes and invitations to mobile numbers.
  • Maps: map images are loaded from OpenStreetMap and CARTO; your browser requests them directly.

Inside a company's account, what each person sees depends on the roles and permissions the company owner sets. Customer portal users see only their own company's shipments and documents. We may also disclose information when the law requires it, or to protect the rights, safety or property of KargaFlow, our users or others.

6. Transfers outside the Philippines

Because our servers and some providers are outside the Philippines (Singapore and elsewhere), personal information is transferred abroad. We use reputable providers and contractual safeguards so it stays protected as the Data Privacy Act requires.

7. How long we keep it

We keep a company's information while its account is active. When a subscription ends, the information is kept so the company can come back or ask for an export. A company owner can ask us to delete the company's account and information; we'll do so within a reasonable time, except records we must keep by law (for example, for tax). Demo accounts contain sample data and are removed when the demo expires. Inquiries are kept for as long as needed to follow up.

8. How we protect it

  • Encrypted connections (HTTPS) between your device and our servers.
  • Passwords stored hashed, never in plain text; sign-in codes for added protection.
  • Each company's information kept separate from other companies'.
  • Role-based access inside each account, and an activity log of changes.
  • Access to our systems limited to people who need it.

No system is perfectly secure. If a personal data breach happens that must be reported, we will notify the National Privacy Commission and the affected companies or people as the law requires.

9. Cookies and browser storage

This website does not use advertising or analytics cookies. The KargaFlow app uses your browser's storage to keep you signed in and to remember preferences, such as the branch you are working in.

10. Your rights

Under the Data Privacy Act, you have the right to:

  • be informed about how your personal information is processed;
  • access your personal information, and get a copy of it;
  • have inaccurate information corrected;
  • object to processing, and to have information erased or blocked where the law allows;
  • data portability; and
  • claim damages, and file a complaint with the National Privacy Commission (privacy.gov.ph).

If your information is in a trucking company's KargaFlow account, please send your request to that company; we will help it respond. For anything else, contact us below.

11. Children

KargaFlow is a business service and is not meant for anyone under 18.

12. Changes to this policy

We may update this policy. We'll change the effective date above, and tell company owners about significant changes by email or in the app.

13. Contact us

For privacy questions or requests, email hello@kargaflow.app with "Privacy" in the subject.