WastePos

Data Privacy Policy

Last updated: 8 August 2026

Wastepos (M) Sdn Bhd (Company Registration No. 945452-H) ("Wastepos", "Company", "We", "Our", "Us") is committed to protecting the privacy and security of the data processed through our logistics tracking ecosystem. This Privacy Policy outlines how we collect, process, store, and secure location data and personal information in full compliance with the Malaysian Personal Data Protection Act 2010 (PDPA) and international data protection standards.

1. Data we collect

Real-Time Geolocation Telemetry: Precise hardware GPS coordinates (latitude, longitude), current speed, heading direction, and time stamps of the field device.
Account Credentials: Names, phone numbers, email addresses, vehicle registration numbers, and assigned fleet IDs provided by your employer (the Subscriber).
Operational Logs: Timestamps of shift activations, geofence arrivals (landfills/collection zones), and bin status updates.
Documents you upload: Images or PDF copies of delivery orders and weighbridge tickets, attached to the collection record they belong to. These documents may contain personal data such as a driver's name, identity-card number, handwritten signature or vehicle registration number.

2. Purpose of data processing

Under Section 6 of the PDPA, data is collected for specific, lawful purposes. Wastepos processes data strictly to:

Visualise real-time vehicle positioning on the Subscriber's dispatch dashboard.
Automate geofence arrival triggers, optimal route generation, and collection schedule alerts.
Compile verified Scope 3 downstream environmental compliance metrics for corporate and municipal audits.
Maintain historical trip records for billing verification between contractors and waste-management clients.

3. Legal basis & background-tracking boundaries

Employer Consent Mandate: Wastepos operates as a Data Processor on behalf of your employer/contractor (the Data User). The Subscriber holds the sole legal obligation to secure your prior, explicit consent to log location metrics before assigning jobs through the App.
Active Shift Enforcement: The App tracks coordinates in the background while you navigate using external apps or lock your screen — only while the in-app Shift Toggle is set to "Active".
Off-Shift Sovereignty: The moment the shift switch is turned off, background tracking completely terminates. Wastepos does not collect, monitor, or store any personal or location data outside designated working hours.

4. Data sharing & third-party exclusions

Absolute Data Ownership: We do not sell, trade, rent, or lease your location history or personal metrics to marketing firms, data brokers, or advertising networks.
No Navigation App Data Exchange: When launching a turn-by-turn navigation link to external providers, only destination coordinates are transferred. Your real-time tracking stream stays inside our proprietary server nodes.
Law Enforcement Exceptions: We disclose data to authorities only when strictly mandated by a valid court order, warrant, or statutory requirement under Malaysian federal law.
Service Providers Acting on Our Instructions: To operate the service we pass limited data to providers who act only on our instructions and only for that purpose: a messaging provider receives a driver's phone number in order to deliver a trip link by WhatsApp or SMS; our hosting, storage and tracking providers hold data on our behalf. They are not permitted to use it for anything else.

5. Data security

Connections: All traffic between the driver's phone, the dashboard and our servers is encrypted in transit using HTTPS/TLS. The driver app refuses to connect over an unencrypted connection, so location data is never transmitted in the clear.
Separation between customers: Each subscriber's records are separated by access rules enforced by the software on every read and every write. A request that refers to another subscriber's record is rejected rather than answered. In addition, sensitive collection records carry a second layer of protection: they are encrypted in the subscriber's own browser before they reach us, using a key derived from a secret that only the subscriber holds. Those records cannot be read by another subscriber, and cannot be read by us.
Sign-in and sessions: Access requires a sign-in, which issues a signed session token with a fixed expiry. Tokens can be revoked, and an expired or revoked token is refused.
Roles: Every account has a role that determines what it can reach. A store manager sees their own stores. A sub-vendor sees only their own records and their own uploaded documents. Entitlement is checked against the record being requested, not only against the page listing it.
Uploaded documents: Delivery orders and weighbridge tickets are stored outside the publicly reachable part of the system, under names that cannot be guessed, and are released only in response to a signed-in request that has been verified as entitled to that document. No document has a public link.
Backups: A copy of the database is taken every night, so that a recent fault or accidental change can be undone. Nightly copies are kept for 14 days, month-end copies for 12 months, and a year-end copy for seven years. Copies are held separately from the live system.

Backups are a safety net, not a time limit. How long a backup is kept has nothing to do with how long your records are kept — that is set out in section 6 below.

6. Retention

Tracking history: Detailed minute-by-minute tracking paths are pruned automatically once they pass the retention limit of the subscriber's plan, and cannot be recovered afterwards. Summarised figures — total distance, start and end times, tonnage — are kept for reporting.
Collection records and uploaded documents: Collection records and the delivery orders and weighbridge tickets attached to them are retained for seven years from the date of collection, in order to meet Malaysian tax record-keeping requirements. This applies to cancelled records as well: a cancelled record is marked cancelled and retained, not deleted.

7. Your rights under the PDPA

You may contact your employer's administrator (or our privacy officer) to:

Request confirmation of what personal data is stored about you.
Request corrections to inaccurate account details.
Withdraw location-tracking consent by turning off the shift toggle and removing the app from your device.
Request deletion of your data — what can be deleted, what is kept for tax purposes, and how to ask.

For privacy inquiries, contact the Wastepos Compliance Team at privacy@wastepos.com.