Privacy policy
How Vanop handles your information
In short: Vanop records what you do at work: sales, deliveries, payments, photos and signatures, and your van's location during your shift only. It goes to your company's Vanop server, is never sold or used for advertising, and your company decides how long it keeps it.
Vanop Orders, the app shops use to order from their supplier, records your sign-in and your orders, never your location, and sends them to your supplier's Vanop server. See Vanop Orders.
Who we are
Vanop is a van-sales and delivery app made by HQ Software (H.Q. Software Limited, registered in Ireland, company number 327551, D19, Nutgrove Office Park, Dublin 14, D14 PF66). Vanop is used by drivers who work for, or on behalf of, a business that runs Vanop ("your company"). You can only use the app with a sign-in your company gives you.
For the information you record in Vanop while you work, your company is the data controller and HQ Software processes it on your company's behalf. Questions about what your company does with it are best asked of your company first.
HQ Software also makes Vanop Orders, an app that shops, cafés and kitchens use to order from a supplier that runs Vanop ("your supplier"). It is covered in its own section below.
What the app collects, and why
| What | When | Why |
|---|---|---|
| Your name and username | When you sign in | To know who you are and show your work as yours |
| Your van's location | Only during your shift, from when you sign in or unlock the app until you end your shift or sign out | So your company can see where deliveries are, plan routes and work out mileage |
| Photos | Only when you take one, for example proof of delivery | Proof of delivery and records your company asks for |
| Signatures | When a customer signs on screen | Proof of delivery |
| Business records you enter | Sales, orders, payments, stock, notes, temperatures, forms | To do the job. These are your company's business records |
| Device details | When the app registers the phone and when it syncs | So your company can approve the phone, give it document numbers and see that it is syncing: a device identifier, make, model, Android version and app version |
| Problem reports | When something goes wrong, such as a refused upload, a crash or a failed print | So your company and HQ Software can fix problems |
The app does not collect your location outside your shift, your contacts, messages, call history or files. It does not use the camera or microphone except when you choose to take a photo or scan a barcode. Bluetooth is used only to print to a receipt printer you pair; it is not used to find your location.
Where it goes
Everything is sent, encrypted (HTTPS), to your company's Vanop server, which is run by HQ Software or on your company's behalf. It is not sold, not used for advertising and not shared with anyone else. The driver app contains no advertising or analytics services and does not use Google Play Services.
Barcode scanning uses Google's ML Kit library, built into the app, which reads barcodes on the phone itself; the camera images are not sent anywhere. Google says ML Kit sends device, app and performance information to Google for diagnostics and usage analytics, encrypted in transit, and does not pass it to third parties. See Google's ML Kit data disclosure.
While you have no signal, records are kept on the phone and sent when you are back online.
How long it is kept
Your company decides how long it keeps its business records. On the phone, synced records are kept only as long as the app needs them (for example, proof-of-delivery photos for 30 days by default, so you can reprint a docket; your company can change this). They are removed from the phone when a different company or a different driver signs in on it.
Vanop Orders
Vanop Orders is the app shops, cafés and kitchens use to order from a supplier that runs Vanop. Your supplier creates your login; there is no self sign-up. For your orders and account, your supplier is the data controller and HQ Software processes them on your supplier's behalf. For the app directory described below, HQ Software is the data controller.
| What | When | Why |
|---|---|---|
| Your email address and name | When your supplier creates your login, and when you sign in | Your email address is your sign-in, and your name shows on your orders |
| Your orders | When you place or change one | Products, quantities, PO numbers, delivery dates and notes, sent to your supplier so they can fill the order |
| Device details | When you sign in on a phone | A device identifier, so the app stays signed in and you can sign a phone out from Settings |
| Notification token | When you allow notifications | To tell you when an order is confirmed, out for delivery or delivered, or an invoice is ready. Each type can be turned off in Settings |
| Problem reports | When something goes wrong, such as a crash | So HQ Software can fix problems |
Finding your supplier. When you sign in, the app asks HQ Software's app directory which Vanop server knows your email address, and emails you a one-time code to prove the address is yours. The directory never stores your email address: it keeps a keyed hash of it (a fingerprint that cannot be turned back into the address), with your supplier's name, logo and colours.
What it does not collect. Vanop Orders does not use your location. It does not take payment or handle card details: you settle invoices with your supplier as you always have. The camera is used only to read a barcode when you tap Scan, and the images never leave your phone. Fingerprint and face unlock happen on your phone; HQ Software never receives your fingerprint or face data.
Other services it uses. Notifications are delivered by Google's Firebase Cloud Messaging on Android and by Apple's push notification service on iPhone. They receive the notification token and the message, not your orders or account. Barcode scanning on Android uses Google's ML Kit, as described above for the driver app. Nothing is sold or shared for advertising, and the app contains no advertising or analytics services.
How long it is kept. Your supplier decides how long it keeps your orders and its other business records. When your supplier removes your login, it also drops out of the app directory.
This website
This section covers www.vanop.ie. For what you send us through it, H.Q. Software Limited is the data controller.
- Demo requests. If you use the "Request a demo" form, we receive your name, company, email address, phone number if you give one, and the number of vans you chose. The form is delivered to our inbox by Web3Forms, a form-delivery service. We use these details only to arrange your demo and follow up on it, and keep them only as long as we need them for that.
- Fonts. The page's fonts are loaded from Google Fonts, so your browser connects to Google's servers, which receive your IP address. See Google's privacy policy.
- Video. The product video is stored on this site. Nothing is loaded from YouTube or any other video service.
- No cookies or tracking. The site sets no cookies and uses no analytics or advertising trackers.
- Server logs. Like any website, our hosting provider's servers log each visit (such as IP address, page requested and time) to keep the site running securely.
To see, correct or delete anything you sent us through the website, email info@hqsoftware.com.
Your rights
You can ask for a copy of your information, ask for it to be corrected, or ask for it to be deleted. Because your account is created by your company, the quickest route is to ask your company. You can also contact HQ Software at info@hqsoftware.com; we will pass your request to your company or deal with it ourselves where we are responsible.
Deleting your account: accounts are created and removed by your company. To have your account and its information deleted, ask your company, or email info@hqsoftware.com with the name of the company you drive for.
Deleting a Vanop Orders login: your supplier creates and removes logins. To have yours and its information deleted, ask your supplier, or email info@hqsoftware.com with the email address you sign in with and your supplier's name.
You have the right to complain to the Data Protection Commission in Ireland, or to your local data protection authority.
Children
Vanop and Vanop Orders are work apps for adults. They are not meant for anyone under 18.
Changes
If we change this policy we will update the date at the top of this page.
Contact
H.Q. Software Limited · D19, Nutgrove Office Park, Dublin 14, D14 PF66 · info@hqsoftware.com