Legal
Privacy Notice
This English text is a translation provided for information. In case of any difference, the Hungarian version prevails.
Version: 1.0. Effective from: 12 November 2026.
This notice explains how we process the personal data of the users of the Routehive delivery planning service (hereinafter: the Service) and of the contact persons of our customers. This notice has been prepared on the basis of Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR) and Act CXII of 2011 on Informational Self-Determination and Freedom of Information (Infotv.).
1. The controller
| Name | Tálosné Tomisa Erika e.v. (sole trader) |
| Registered address | 8706 Nikla, Berzsenyi Dániel utca 108/A |
| Registration number | 2742748 (register of sole traders) |
| Tax number | 51138938-2-34 |
| For data protection matters | info@routehive.eu |
| Telephone | +36 30 494 8375 |
| Website | routehive.eu |
Data protection officer: appointing one is not mandatory, so none has been appointed.
2. Who this notice applies to, and when we are not the controller
2.1. This notice applies to the processing operations in which we are the controller: user accounts, login security, the contract and invoicing, communication with contacts, system e-mails and our own operational logs.
2.2. When our customer is the controller. The Service is used by companies (our customers) to organise their own deliveries. The controller of the data they record is the customer company; we process those data as a processor, on its instructions (Article 28 GDPR). This includes:
- the data of the recipients and partners of deliveries (name, address, telephone number, contact person, notes, order number, EKÁER number, amount payable, crates);
- delivery data (status, time, reason for failure, proof-of-delivery photo, signature and the name of the signatory);
- the drivers' work-related data (assigned routes, recorded events, cash on delivery collected, reports) and the driver's live location.
Information about these data is provided by the customer company, and requests to exercise rights must be addressed to it. If such a request reaches us, we forward it to the company concerned within 5 working days and inform the requester accordingly.
2.3. The Service is intended for businesses; we do not knowingly process the data of persons under 16.
3. Details of the processing operations
3.1. Registration and creation of the company account
| Data | The registrant's name, e-mail address, password (only in salted, one-way hashed form, scrypt), the company name |
| Purpose | Creating the company account and the owner account, concluding the contract |
| Legal basis | If the registrant is a sole trader: the conclusion and performance of the contract (Article 6(1)(b) GDPR). Otherwise: our legitimate interest and that of the customer company in concluding a contract with the company's representative and performing it (Article 6(1)(f)) |
| Retention | Until the account is deleted (Section 3.2) |
3.2. User account
| Data | Name, e-mail address, telephone number (optional), password hash, the fact that the e-mail address has been confirmed, company memberships and role (owner, admin, dispatcher, driver), the time of creation and of modification |
| Source | The user, or the dispatcher or admin of the customer company who created the account (e.g. for its driver) |
| Purpose | Individual access to the Service ordered by the customer company. An account can be a member of several companies, so the account is managed by us, not by the individual companies |
| Legal basis | Our legitimate interest and that of the customer company in providing the ordered Service with individual, secure access (Article 6(1)(f)) |
| Retention | Until the account is deleted. The user can request the deletion of the account at info@routehive.eu; if the account is not a member of any company, we delete it after 2 years of inactivity, with prior notice by e-mail |
3.3. Login and security
| Data | Session: identifier, IP address, the browser's identification string (user agent), the time of creation and of expiry, the active company. Two-step login: the authenticator app secret and the backup codes (encrypted), the number of failed attempts and the end of the lockout. Attempt limit: e-mail address or account identifier and IP address (on IPv6, the /64 range), the number of attempts. Confirmation and password reset link: a single-use identifier valid for a short time |
| Purpose | Preventing unauthorised login, limiting password guessing, managing the user's own devices (on the Profile page the user can sign out on the other devices) |
| Legal basis | Legitimate interest in the security of the Service and of the data (Article 6(1)(f)), in line with Article 32 GDPR |
| Retention | Session: 30 days (extended daily during active use); it ends on logout, and on a password change the sessions on the other devices end too. We delete expired session data no later than 30 days after expiry. Two-step login data: until two-step login is switched off or the account is deleted. Attempt counters: 15-60 minutes. Confirmation and password reset link: until it expires |
3.4. Invitations
| Data | The invitee's e-mail address, the role offered, the inviting company and the inviting user, the status (pending, accepted, declined), the expiry |
| Purpose | Adding a colleague or a driver to a company |
| Legal basis | Legitimate interest (Article 6(1)(f)): enabling the customer company to bring its staff into the Service |
| Retention | The invitation is valid for 48 hours; expired and declined invitations are deleted after 30 days. |
3.5. System e-mails
| Data | The recipient's e-mail address and name, the content of the e-mail (e.g. confirmation or password reset link, the name of the inviting company and the role) |
| Purpose | Confirming the e-mail address, forgotten password, invitations, informing the user about events affecting their account |
| Legal basis | Legitimate interest (Article 6(1)(f)); for sole traders, performance of the contract (point (b)) |
| Retention | At the e-mail service provider (stableserver.net (WHG Hosting Services Ltd, Egyesült Királyság; a szerver Frankfurtban)): according to the provider's logging period, at most 30 days |
| Note | Sending e-mails is switched off until the provider has been selected. We do not send marketing e-mails; if we were to do so in the future, it would be only with separate, prior consent |
3.6. Contact and customer support
| Data | Name, e-mail address, telephone number, the content of the enquiry, the technical data needed to understand the fault |
| Purpose | Answering questions, resolving faults, resetting two-step login (with identity verification) |
| Legal basis | Legitimate interest (Article 6(1)(f)); for sole traders, performance of the contract (point (b)) |
| Retention | 2 years from the closure of the enquiry; correspondence concerning a contractual dispute until the end of the limitation period, generally 5 years (Section 6:22 of Act V of 2013 on the Civil Code (Ptk.)) |
3.7. Contract, invoicing, payment
| Data | The customer's company details, the name and e-mail address of the contact person and of the billing contact, the invoice data, the number of stops billed per month; for payments, the transaction identifier, amount and status |
| Purpose | Issuing invoices, collecting fees, performing the contract and enforcing claims |
| Legal basis | Invoices and accounting documents: legal obligation (Article 6(1)(c); Act CXXVII of 2007 on Value Added Tax (Áfa tv.), Act C of 2000 on Accounting (Számv. tv.)). Other contract data: legitimate interest or, for sole traders, performance of the contract |
| Retention | Invoices and accounting documents: 8 years (Section 169 of the Számv. tv.). Contract data: from the termination of the contract until the end of the limitation period, generally 5 years |
| Note | We do not see or store bank card data; these are handled exclusively by Stripe Payments Europe, Limited (Írország) |
3.8. Operational and error logs
| Data | Application log: time, level, the text of the error and its technical context (e.g. for a failed address search, the address searched for), the page address, the user and company identifiers, the browser's identification string; security events (e.g. switching two-step login on and off). Provider log: Cloudflare's operational log of requests and errors |
| Purpose | Troubleshooting, operational reliability and the detection of misuse |
| Legal basis | Legitimate interest (Article 6(1)(f)) |
| Retention | Application log: 7 days. Cloudflare's operational log: according to Cloudflare's plan, up to 7 days |
| Who can see it | Our operators; entries relating to a company can also be seen by the customer company's owner, admin and dispatcher |
3.8.1. Protection of the free plan (location fingerprint)
| Data | The location fingerprint of the issued routes and the depot of a company on the free plan: the location rounded to approx. 50 metres, from which a one-way code is generated with a secret key. We do not store the address or the coordinates, and they cannot be recovered from the code. |
| Purpose | Preventing the same business from using the Service free of charge without limit by registering again and again |
| Legal basis | Legitimate interest (Article 6(1)(f)) |
| Retention | 24 months, even after the account is deleted (otherwise the protection could be circumvented by deletion) |
| Who can see it | No one: only the fact of a match matters (if a newer free account delivers to at least 3 addresses that another free account has already issued, or starts from the same place) |
3.8.2. Website visitor statistics (without cookies)
| Data | For each view of the website (routehive.eu, routehive.hu): time, the page viewed, the page language, the domain of the referring page, the campaign link tag (utm), the country (according to Cloudflare), the device type (phone, tablet, desktop), the browser family (e.g. Chrome), the browser's first language, and a daily pseudonym: a one-way code made with a secret key from the day, the IP address and the browser identification string. We do not store the IP address or the full browser identification string, we set no cookie, and the pseudonym changes every day, so nobody can be followed beyond one day. We do not measure the pages of the application (the area after sign-in), except opening the registration page. |
| Purpose | Understanding how many visitors come, which pages they view, where they come from and how many sign up (improving the website and campaigns) |
| Legal basis | Legitimate interest (Article 6(1)(f)) |
| Retention | 400 days, then deleted automatically |
| Who sees it | Our operators, only in aggregate (counts); we use no external analytics service |
3.8.3. Website measurement with Google Analytics (only with consent)
| Data | On the website (not in the application), only if the visitor accepts in the cookie bar: the identifier of the Google Analytics cookies, the pages viewed, the referring page, the campaign link tag, the device and browser type, the approximate location (country, city; Google Analytics does not store the IP address) |
| Purpose | Measuring visits and campaigns (Google Tag Manager and Google Analytics 4) |
| Legal basis | Consent (Article 6(1)(a)); it can be withdrawn at any time with the “Cookie settings” button in the website footer, without affecting the measurement carried out before |
| Retention | 14 months |
| Who sees it | Our operators, in aggregate; processor: Google Ireland Limited; transfer to the USA under the EU-US Data Privacy Framework (DPF) |
3.9. Processing based on legitimate interest
Where the legal basis is legitimate interest, we have carried out a balancing test: the scope of the data is narrow, the retention period is short, and without the processing the Service could not be provided securely. We will provide the result of the balancing test on request. You may object to such processing (Section 7.6).
4. Who may have access to the data
4.1. Within the company: the company's owner, admin and dispatcher can see the names, e-mail addresses, telephone numbers and roles of the company's members. A driver can see their own routes. No other company can see any data, even if a user is a member of several companies.
4.2. Our staff: only those who need it for operations or support and who are bound by confidentiality.
4.3. Our processors (in detail: list of sub-processors):
| Processor | Task | Location |
|---|---|---|
| Cloudflare, Inc. (USA) | Running the application (Workers), database (D1), file storage (R2), short-lived data (Workers KV), operational log | Database, file storage and short-lived data (KV): EU; running the application and the operational log: Cloudflare's global network |
| Google (Google Maps Platform) | Address search | Google's global data centres, including in the USA |
| stableserver.net (WHG Hosting Services Ltd, Egyesült Királyság; a szerver Frankfurtban) | System e-mails, the info@routehive.eu mailbox | Germany (EU) |
| MailChannels Corp. (Canada) | Relaying outgoing e-mails to the recipient | Canada, USA |
| Stripe Payments Europe, Limited (Írország) | Collecting fees | EU, also at Stripe's group companies in the USA (DPF) |
| Számlázz.hu (KBOSS.hu Kft.) | Issuing invoices | Hungary (EU) |
| The Provider's accountant | Bookkeeping | Hungary |
4.4. Authorities: upon a request based on law from a court, the public prosecutor's office, an investigating authority or another authority, to the extent necessary.
5. Transfers to third countries
5.1. We created the database, the file storage and the short-lived data store (KV) under EU jurisdiction; the data stored there are located in the EU. However, Cloudflare, Inc. and Google's parent company are American, and some data are also processed in locations not restricted to the EU:
- requests are served by Cloudflare's global network, typically in the data centre closest to the user;
- the operational log (the technical log of requests and errors) is kept in Cloudflare's global network;
- for address search, the addresses, the search text and the browser's IP address are sent to Google. The map and route planning are our own (OpenStreetMap data, in Cloudflare's EU storage and container): no data are passed to third parties for these;
- outgoing e-mails reach the recipient through the e-mail provider's relay (MailChannels Corp., Canada): for Canada the Commission's adequacy decision (2002/2/EC), otherwise the standard contractual clauses are the basis of the transfer.
5.2. The safeguard for the transfer is the EU-US Data Privacy Framework (European Commission Implementing Decision (EU) 2023/1795), under which these companies are certified, and, as a fallback, the standard contractual clauses adopted by the Commission (Implementing Decision (EU) 2021/914). We will show you copies of these on request.
6. Data security
In brief: encrypted (HTTPS) connections only; separation per company, checked by an automated test suite on every change; passwords stored only as hashes; optional two-step login on every account; attempt limits at login; photos can only be opened via signed links valid for a short time; secret keys kept in the provider's secrets manager. A detailed description is in Section 10 of the Data Processing Agreement.
7. Your rights
7.1. Access (Article 15 GDPR): you may request information about which of your data we process, and request a copy of them.
7.2. Rectification (Article 16): you may request the correction of inaccurate data. You can change your name, telephone number and password yourself on the Profile page; the e-mail address can be changed by the company's admin or dispatcher if the account is a member of only one company; otherwise you need to contact us.
7.3. Erasure (Article 17): you may request the erasure of your data if there is no longer a legal basis for the processing. We do not erase what the law requires us to retain (e.g. invoices).
7.4. Restriction (Article 18): you may request that, for a period, we only store the data (e.g. while we verify its accuracy).
7.5. Data portability (Article 20): for processing based on the performance of a contract, you may request that we provide the data you have supplied in a machine-readable format.
7.6. Objection (Article 21): you may object to processing based on legitimate interest. In that case we will no longer process the data, unless this is justified by compelling legitimate grounds or by the enforcement of legal claims.
7.7. There is no automated decision-making or profiling.
7.8. How: write to info@routehive.eu. We will respond to your request within one month; if the request is complex, this may be extended by two months, and we will inform you of this within the first month. Handling requests is free of charge. Before responding, we may verify your identity (e.g. by a confirmation sent from the account's e-mail address).
8. Remedies
8.1. If you feel that we have infringed your data protection rights, please write to us first; we will try to resolve the matter quickly.
8.2. You may lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH): 1055 Budapest, Falk Miksa utca 9-11.; postal address: 1363 Budapest, Pf. 9.; telephone: +36 1 391 1400; e-mail: ugyfelszolgalat@naih.hu; www.naih.hu. You may also lodge a complaint with the authority of the EU Member State in which you have your habitual residence or place of work.
8.3. You may also go to court (Section 23 of the Infotv.); the action falls within the jurisdiction of the regional court (törvényszék) and, at your choice, may also be brought before the regional court for your place of residence or place of stay.
9. Cookies and local storage
9.1. The application uses only cookies that are strictly necessary for its operation; these do not require consent (Section 155(4) of Act C of 2003 on Electronic Communications (Eht.)). On the website we set the Google Analytics cookies only with the visitor's consent (point 3.8.3); consent can be withdrawn at any time with the “Cookie settings” button in the footer. We do not use advertising or social media cookies.
| Name | Purpose | Expiry |
|---|---|---|
__Secure-better-auth.session_token | Login: the session identifier | 30 days, extended daily during active use; deleted on logout |
__Secure-better-auth.two_factor | Links the password step and the code step during two-step login | 10 minutes |
__Secure-better-auth.trust_device | “Don't ask again on this device for 30 days”: only if the user ticks it | 30 days |
rh_nyelv | The chosen language for the website and the app: only if the visitor chooses a language | 1 year |
rh_suti | The decision made in the website's cookie bar (measurement accepted or rejected) | 1 year |
_ga, _ga_<identifier> | Google Analytics: distinguishing visitors in the measurement; only on the website, only with consent | 2 years |
The __Secure- prefix appears on the live, encrypted connection.
9.2. Local storage in the browser (not a cookie, and not sent to us):
| Name | Purpose | How long |
|---|---|---|
routehive:hely-szunet (localStorage) | The position of the driver's “Pause” switch (pausing live location) | Until the browser data are cleared |
| Session storage (sessionStorage) | Technical flags: new version notice, throttling of repeated reloads | Until the browser tab is closed |
| Service worker cache | The application's files and the offline page, for faster loading | Until the next update |
9.3. Google address search. When the address search is used, the browser connects directly to Google's servers, which receive the IP address and the browser's technical data. The map is Routehive's own map: when it loads, the browser connects only to Routehive. The address search is governed by Google's privacy policy (https://policies.google.com/privacy). The address search loads only in the area after sign-in, and it sets no cookie on the Service's domain.
10. Changes to this notice
We update this notice when the Service or the law changes; we notify users of material changes via the Service's interface or by e-mail. Previous versions are available on the routehive.eu website.