Privacy Policy for worxTMS
Effective Date: 12 September 2025
worxTMS (“we,” “our,” “us”) respects your privacy and is committed to protecting your information. This Privacy Policy explains how we collect, use, store, disclose, and safeguard your data when you use our website, software, and services (“Services”).
By using worxTMS, you agree to the practices described here. If you do not agree, please discontinue use of our Services.
1. Information We Collect
a) Personal Information
- Name, email address, phone number, company name
- Billing and payment details (processed securely via third-party providers – we do not store full credit card details)
- Login credentials and user settings
b) Business & Operational Data
- Shipment details, services, customers, suppliers, vehicles, drivers, invoices, fuel records, and other data you upload or generate through the system
c) Technical Information
- Device information, IP address, browser type, operating system
- Cookies, session logs, usage data, analytics
d) Third-Party Data
- Information retrieved from accounting integrations such as Xero, QuickBooks Online (QBO), FrontAccounting, and other connected systems, strictly as authorized by you
2. How We Use Information
We process collected data to:
- Deliver, operate, and maintain worxTMS Services
- Synchronize with accounting systems (customers, suppliers, services, drivers, invoices, etc.)
- Improve features, performance, and security
- Provide customer support and communicate updates
- Process payments and manage subscriptions
- Monitor usage to detect fraud, errors, and technical issues
- Comply with legal and regulatory requirements
We do not sell personal or business data to third parties.
3. Third-Party Accounting Integrations
worxTMS integrates with third-party accounting software providers, including but not limited to Xero, QuickBooks Online, and FrontAccounting.
By connecting an integration, you authorize worxTMS to securely access and process limited data from that system for the sole purpose of enabling features such as invoicing, reconciliation, and record synchronization.
- We only access the data necessary to perform requested functions.
- We do not use or resell accounting data for marketing or unrelated purposes.
- If you disconnect an integration, worxTMS will stop retrieving new data. Previously synchronized data may remain in your account unless you request deletion.
- Your use of third-party services is governed by their own terms and privacy policies. worxTMS is not responsible for data handling, downtime, or errors on the part of those providers.
4. Legal Basis for Processing
We process data under the following lawful bases:
- Contract necessity – to deliver the Services you subscribe to
- Consent – where you explicitly authorize data connections or marketing communications
- Legitimate interests – to improve Services and ensure security
- Legal obligations – to comply with applicable laws and regulations
5. Data Sharing & Disclosure
We may share information with:
- Service providers (hosting, payment processors, cloud services, communication platforms)
- Integration partners (accounting systems, email/SMS providers, map/location services)
- Legal authorities if required by law or to protect our rights
- Business successors in the case of a merger, acquisition, or sale of assets
We do not sell your personal or business data.
6. Cookies & Tracking
worxTMS uses cookies, web beacons, and similar technologies to:
- Authenticate sessions
- Personalize user experience
- Track performance and usage analytics
- Improve functionality
You can disable cookies in your browser, but certain features may not function properly.
7. Data Retention
- We retain data for as long as your account is active or as required by law.
- Users may request deletion of their account and associated data, subject to legal and contractual obligations.
- Anonymized or aggregated data may be retained for research and analytics.
8. Data Security
We implement industry-standard measures, including:
- Encryption of data in transit (SSL/TLS)
- Role-based access controls
- Regular monitoring and vulnerability testing
No method of transmission or storage is 100% secure. While we take reasonable steps, we cannot guarantee absolute security.
9. International Data Transfers
Data may be processed outside your country of residence. Where applicable, safeguards (such as Standard Contractual Clauses) are applied to protect personal data in accordance with laws such as GDPR and POPIA.
10. Your Rights
Depending on your jurisdiction (e.g., GDPR, POPIA, CCPA), you may have rights to:
- Access your data
- Correct inaccuracies
- Request deletion
- Restrict or object to processing
- Data portability
- Opt out of marketing communications
- File a complaint with a supervisory authority
Requests can be sent to [Insert Contact Email].
11. Children’s Privacy
Our Services are not directed to individuals under 16 (or the minimum age in your region). We do not knowingly collect data from children.
12. Changes to This Policy
We may update this Privacy Policy periodically. Any changes will be posted on our website with a revised “Effective Date.” Continued use of the Services after updates indicates acceptance.
13. Contact Us
If you have questions or requests regarding this Privacy Policy, contact us:
worxTMS
Website: https://worxtms.com
Email: