Routimo Mobile Application Privacy Policy

This Privacy Policy describes the principles governing the processing of data in connection with the use of the Routimo mobile application.

The Routimo mobile application is part of the Routimo system and communicates with the Routimo server in order to exchange data with the system available, among other channels, through the Routimo web application.

Communication between the mobile application and the Routimo server is carried out using encrypted connections.

1. Application User

A mobile application user is a person who uses the Routimo application on a mobile device.

Access to the mobile application is generally provided to the user by an organisation using the Routimo system, for example the user’s employer or contracting party.

Activation of the device links the device to a Routimo mobile user account. Identifiers required for user and device authentication and for proper data synchronisation may be stored on the device and on the server.

2. Application Permissions

Depending on the functions used and the operating system, the Routimo mobile application may require access to, among other things:

device storage or files – to the extent necessary to store and process application data,
device location, including background location – in order to record the device’s current position, monitor vehicle location, record travelled routes and monitor route execution,
camera – in order to take photographs when documenting task completion,
notifications – in order to provide the user with information related to the operation of the Routimo system.

The scope of permissions may depend on the Routimo features enabled for the organisation using the system.

The user may manage application permissions in the operating system settings of the device. Revoking certain permissions may limit the functionality of features that require access to the relevant data.

3. Device Location

If the user grants the application the appropriate permissions, Routimo may periodically record the geographical location of the device, including when the application is running in the background or is not currently being actively used.

Location may be recorded regardless of whether the user is currently carrying out a planned route.

Location data may include, in particular:

geographical coordinates,
the time at which the location was recorded,
location accuracy,
altitude and speed, where available,
information allowing the location to be linked to a user or vehicle.

Such data may be used, in particular, to:

display the current location of a vehicle,
record the actual route travelled,
monitor the execution of routes and tasks,
display route history to authorised users of the Routimo system.

GPS location history stored in the Routimo system is periodically deleted. The currently adopted retention period for GPS location history is up to 60 days.

Revoking location permission prevents the collection of new location data to the extent resulting from the device permissions, but does not automatically delete location history previously stored in the system.

4. Data Transmitted and Processed by the Application

Depending on the Routimo features used by a given organisation, the mobile application may process and transmit to the server, in particular:

mobile user account data, such as login, user name, telephone number and information linking the user to a vehicle or branch,
user and device identifiers, as well as technical information concerning the device, operating system and application version,
data concerning assigned routes and tasks,
information concerning task execution, including statuses, actual execution times, comments, notes and selected reasons for successful or unsuccessful completion,
answers to task-related forms,
messages created or received using Routimo communication functions,
photographs taken when documenting task completion,
signatures and other documents and attachments, where the relevant functionality is used,
information concerning POS operations, where the organisation uses the POS module,
device location data,
logs and diagnostic information necessary to identify errors and ensure the proper operation of the application.

The application processes only those categories of data that are necessary for the Routimo features being used.

5. Purposes of Data Processing

Data transmitted by the mobile application is processed primarily in order to provide Routimo services to the organisation using the system.

This includes, in particular:

providing routes and tasks to the user,
handling and documenting task execution,
monitoring route execution,
recording and displaying vehicle locations and route history,
exchanging information between mobile users and authorised users of the Routimo system,
supporting additional features such as photographic documentation, signatures, forms or POS,
ensuring the security, stability and proper operation of the Routimo application and system,
diagnosing and resolving errors.

6. Data Controller and the Role of Softline

In the case of data related to work performance, route and task execution and device location, the controller of personal data is generally the organisation using the Routimo system that provided the user with the account or access to the mobile application.

That organisation determines, among other things, the purpose for which the application is used, the scope of functionality made available to the user and the rules governing the use of data generated during task execution.

Softline Sp. z o.o., as the provider of the Routimo system, processes such data on behalf of and upon the instructions of the organisation using the system, to the extent necessary to provide the Routimo service.

For matters concerning the way in which data is used by the user’s employer, contracting party or another organisation that provided access to Routimo, the user should contact that organisation in the first instance.

To the extent that Softline Sp. z o.o. independently determines the purposes and means of processing, in particular in connection with system security, technical support, handling support requests or the establishment, exercise or defence of legal claims, the data controller is:

Softline Sp. z o.o.
pl. Rynek Sienny 4B
70-542 Szczecin
Poland
KRS: 0000943979
NIP: 8522322215

Contact regarding Routimo and personal data matters: info@routimo.com.

7. Recipients of Data

Data originating from the mobile application may be made available to:

authorised users of the organisation using the Routimo system,
Softline Sp. z o.o. to the extent necessary to provide and support the service,
providers of IT infrastructure, hosting and data storage services,
providers of services necessary for specific application functions, in particular notification and error diagnostics services,
other entities where disclosure is required by applicable law.

Entities providing services to Softline are granted access to data only to the extent necessary to perform the tasks entrusted to them.

8. Data Retention

The retention period depends on the type of data, the Routimo system configuration and the rules determined by the organisation using the system.

GPS location history is stored for up to 60 days and is then scheduled for automatic deletion.

Data concerning projects, routes, tasks and their execution is stored for the period resulting from the Routimo service configuration applicable to the relevant organisation. After the configured period expires, historical data may be automatically deleted.

Certain data, in particular source tasks, POS operations, messages, form responses and other operational data, may be stored independently of a project and may be subject to separate retention rules.

Photographs, signatures, documents and other attachments may be retained for as long as they remain linked to the data for which they were collected or for the period required by the organisation using the Routimo system.

Logs and diagnostic data are retained for the period necessary to diagnose technical issues, ensure security and maintain the proper operation of the service.

Data may also be retained for a limited period in backups, replicas or other infrastructure components used to ensure system security and continuity. Deletion of data from the active system does not necessarily result in its immediate deletion from all backups.

9. Account and Data Deletion

Deletion of a mobile user account results in the deletion of data required for further use of that account and for authentication in the system.

However, deletion of the account does not automatically result in the deletion of the entire history of the user’s previous activity.

Information concerning previously completed tasks, routes, forms, POS operations, documents or other events may continue to form part of the operational records of the organisation using Routimo and may be retained in accordance with the rules applicable to the relevant category of data.

Uninstalling the application from the device does not automatically delete data that has previously been transmitted to the Routimo server.

The user may submit a request concerning their personal data to the organisation that provided them with access to Routimo. In case of doubt, the user may also contact Softline Sp. z o.o. at info@routimo.com.

10. User Rights

The scope of the user’s rights depends on the legal basis and nature of the processing.

Under applicable data protection laws, the user may in particular have the right to:

obtain information about the processing of their personal data,
access their personal data,
request rectification of inaccurate personal data,
request deletion of personal data,
request restriction of processing,
object to processing where such a right applies,
data portability, where applicable,
lodge a complaint with the competent supervisory authority.

In Poland, the competent supervisory authority for personal data protection is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).

Where the controller is the organisation that provided the user with access to Routimo, requests concerning the exercise of the above rights should in the first instance be directed to that organisation. Softline cooperates with data controllers in fulfilling their data protection obligations.

11. Security

Softline applies technical and organisational measures intended to protect data processed within the Routimo system against unauthorised access, loss, alteration or disclosure.

Communication between the mobile application and the Routimo server is carried out using encrypted connections.

Access to data stored in the Routimo system is restricted to users and entities holding the appropriate permissions.

12. Third-Party Services

In order to provide certain application functions, Routimo may use services provided by third parties, for example in the areas of technical infrastructure, notifications or error diagnostics.

Where the use of such services involves transferring data outside the European Economic Area, such transfers are carried out in accordance with the requirements of applicable data protection laws.

13. Changes to this Privacy Policy

This Privacy Policy may be updated, in particular, in the event of changes to Routimo application functionality, data processing methods, services used or applicable legal requirements.

The current version of the Privacy Policy is made available to users of the Routimo application.

Last updated: 8 October 2026