Privacy Policy

Orchestrate, provided by Scheduled Outcomes, is software for delivery planning and route optimization: managing depots, drivers, stops, orders, schedules, zones, and operational reporting for delivery organizations.

Questions about privacy can be sent to privacy@scheduledoutcomes.example.

This Privacy Policy explains how Orchestrate collects, uses, stores, shares, and protects personal data when users access the Orchestrate application, the driver companion app, support channels, or related services.

For business customers, Orchestrate processes personal data on behalf of the customer organization. In that case, the customer is usually the data controller and Orchestrate is usually the data processor. Orchestrate may also act as a controller for account administration, billing, security, and legal compliance.

• Account data: name, email address, organization membership, role, and authentication details.
• Driver data entered by the organization: driver name, email, phone number, working hours, vehicle details, and — where the organization uses home-based route policies — the driver's home address and its coordinates.
• Delivery and operational data: stops, delivery addresses, orders, schedules, routes, delivery check-ins reported by drivers, notes, and travel-time data.
• Billing data: subscription plan, trial and billing status, and payment references.
• Support data: messages and communications sent to Orchestrate.
• Usage and technical data: authentication events, timestamps, logs, and security events.

Where an organization configures routes that start or end at a driver's home, Orchestrate stores that driver's home address and coordinates and uses them solely to compute travel times and plan routes. This data is visible only to planners and administrators of the driver's own organization branch.

When a driver is removed, the organization can either delete the driver record entirely or anonymize it: anonymization permanently erases the driver's name, contact details, home address, and home coordinates (including derived travel nodes) while keeping the organization's non-personal delivery history. Drivers who sign in with their own account can also request erasure directly (see section 12).

• Provide, operate, and secure the Orchestrate service.
• Create and manage user accounts and organization memberships.
• Plan, optimize, and monitor delivery routes and schedules.
• Compute travel times between depots, stops, and driver start locations.
• Record delivery check-ins and produce operational reports.
• Process billing and manage subscriptions.
• Improve product quality, reliability, security, and performance.
• Detect, prevent, and investigate misuse, fraud, security incidents, and unauthorized access.
• Comply with legal, tax, accounting, and regulatory obligations.

Where the GDPR or similar laws apply, we rely on one or more legal bases:

• Contract: to provide the service and manage customer accounts.
• Legitimate interests: to secure, improve, and operate the service.
• Consent: for optional features where consent is required.
• Legal obligation: to comply with tax, accounting, legal, or regulatory duties.

We may share personal data with:

• Hosting and database providers.
• Mapping, geocoding, and routing providers (to compute routes and travel times).
• Payment and billing providers.
• Professional advisors.
• Authorities where required by law.
• Business successors if Orchestrate is involved in a merger, acquisition, financing, or sale of assets.

We do not sell personal data.

Orchestrate uses the following subprocessors to provide the service:

• Supabase: Database, authentication, and backend services.
• Fly.io: Hosting of our route planning and optimisation servers in Stockholm, Sweden. They receive the coordinates of homes and delivery points. Fly.io is headquartered in the US; the data is hosted in the EU, with Standard Contractual Clauses and the EU-US Data Privacy Framework under Fly.io's data processing agreement.
• Cloudflare: Hosting and delivery of the website and the app. Cloudflare processes visitors’ IP addresses and request data in its network, including in the EU; it is headquartered in the US, with Standard Contractual Clauses and the EU-US Data Privacy Framework under its data processing agreement.
• Mapbox: Maps, geocoding, and route directions.
• OpenRouteService: Travel-time and distance computation.
• Stripe: Payment processing (when billing is enabled).
• Brevo: Sending emails, such as delivery notifications to recipients (Sendinblue SAS, France; data stored in the EU).
• Sentry: Error reports from the app, with personal data removed before sending (when error tracking is enabled; data stored in Germany, EU).

Open data the service uses:

• Road network for travel times and route lines: © OpenStreetMap contributors (ODbL).
• Swedish address points for geocoding (Belägenhetsadress, processed): © Lantmäteriet (CC BY 4.0).

Personal data may be processed in countries other than the country where the user or customer is located. Where required, Orchestrate will use appropriate safeguards such as standard contractual clauses, data processing agreements, or other lawful transfer mechanisms.

We keep personal data only as long as necessary for the purposes described in this policy, unless a longer retention period is required by law or contract.

Driver personal data (including home addresses) is deleted or irreversibly anonymized when the driver record is removed. Customer data is retained according to the applicable customer agreement; after termination, Orchestrate provides reasonable export and deletion options, subject to backups, legal obligations, and technical limitations.

Orchestrate uses administrative, technical, and organizational measures designed to protect personal data. These include authentication controls, role-based access, per-organization tenant isolation enforced at the database layer, encryption in transit, and least-privilege access practices. No system can be guaranteed to be completely secure.

Depending on location, individuals may have rights to access, correct, delete, restrict, object to, or receive a copy of their personal data, to withdraw consent, and to complain to a data protection authority.

Signed-in users can exercise the core rights directly from Settings: download a copy of the personal data Orchestrate holds about them, or delete their account. Where records the organization must keep reference an account (for example the role-change audit trail, or delivery history tied to a driver), deletion irreversibly anonymizes the account and any linked driver record instead of destroying those records.

Where Orchestrate processes data on behalf of a delivery organization (for example driver details entered by a planner), requests may need to be directed to that organization.

Orchestrate uses strictly necessary cookies and browser storage for authentication, security, and preferences. We do not use advertising or cross-site tracking cookies.

Orchestrate is a business service and is not intended for children. Users should not provide personal data of children through the service.

Orchestrate may update this Privacy Policy from time to time. Material changes will be communicated through the application, email, or another appropriate method.

Questions about privacy should be sent to privacy@scheduledoutcomes.example.