Privacy Policy

1. Who we are

THEMION LTD is a company registered in England and Wales, company number 17483544.

Registered office: 2 The Firs, Reading, RG1 6HN.

Data protection contact: privacy@themion.app.

We are registered with the UK Information Commissioner's Office (ICO), registration number ZC271746.

2. Our role

Companies that use Themion (our business customers) decide what data about their staff and drivers goes into the platform and why. For that data the company is the controller and we process it on its behalf, under a data processing agreement. If you work or drive for one of these companies, please contact the company first; we will help it answer you.

We are the controller for: this website and its enquiry forms; the account and billing contacts of our customers; and individual drivers who subscribe to Themion Go or Go+ directly.

3. The data we collect

• Account data: name, email address, phone number, role, company, depot, login and security records.
• Staff and driver records entered by a company: contact details, identity and right-to-work documents, vehicle and van records, rota, performance scorecards, pay and fee records and bank details for payments.
• Location: the GPS position of a driver only while a route is running in Themion Go or the Driver app — for navigation, live tracking by the company, arrival detection and proof of delivery. We do not track drivers outside their routes.
• Delivery data: recipient names and addresses on parcels, photos of labels and of deliveries (proof of delivery), delivery notes and outcomes.
• Device and technical data: device type, app version, battery level and signal during routes, IP address and security logs.
• Enquiries: what you send us through our forms or by email.

4. How we use it and our legal bases

• To provide the service you or your company signed up for (contract).
• To keep the service secure, prevent misuse and fix problems (legitimate interests).
• To meet legal duties, such as tax and accounting records (legal obligation).
• To send service emails and notifications you need (contract or legitimate interests). Marketing only with your consent, and you can unsubscribe at any time.

5. Automated tools

We use automated tools to read the text on parcel labels (an AI service), to find addresses on the map and to put stops in a sensible order. When a label reading is uncertain, a person checks it. We do not make decisions with legal or similarly significant effects about anyone solely by automated means.

6. Who we share data with

Only with service providers that work for us under contract and on our instructions:

• Vercel (hosting), Neon (database), Cloudflare (domain and photo storage), Resend (email), Anthropic (reading parcel labels), Mapbox (maps and address search), postcodes.io and OpenStreetMap-based services (postcode and address lookup), Hetzner (our routing server) and Apple/Google push services (notifications).
• The company you work for, if you are a driver or staff member of one of our business customers.
• Public authorities, when the law requires it.

We never sell personal data and never share it for advertising.

7. International transfers

Some of these providers are based in, or may access data from, countries outside the UK, such as the United States. When that happens we rely on UK adequacy regulations or appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum.

8. How long we keep data

We keep personal data only for as long as we need it for the purposes above. Business customers decide how long their records are kept, within the limits of the law. Account and billing records may be kept for up to six years after an account closes to meet tax and accounting rules. When data is no longer needed we delete it or make it anonymous.

9. Security

We use encryption in transit, access controls by role, limits on login attempts, and regular reviews. No system is perfectly secure; if a breach affects you, we will tell you and the ICO when the law requires.

10. Your rights

You can ask to access, correct, delete or restrict your data, object to its use, receive it in a portable format and withdraw consent at any time. See "Exercise your rights" or write to privacy@themion.app. We answer within one month and it is free.

11. Complaints

If you are unhappy with how we handle your data, please tell us first at privacy@themion.app. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

12. Children

Themion is a work tool and is not meant for anyone under 18.

13. Changes

We may update this policy. The date at the top shows the latest version; important changes will be announced in the apps or by email.