PRIVACY NOTICE
Know Where Your Data Is Used And Why.
This notice applies to personal data used on the ada filo website and customer workspace. The service is supplied by TPS Trading. Privacy requests can be sent to support@ada-filo.com or submitted through the in-account Privacy Centre.Effective: 13 September 2026Data We Process
Account and contact details; company, vehicle and driver records; authorised Arvento vehicle data; maintenance and expense records; rental identity/licence documents; handover photos and signatures; and, where the purchased module requires it, pupil, parent, route and location data.
Why We Use It
Account setup, authorisation, fleet and rental operations, maintenance and expense control, secure handover, limited parent bus visibility, support, security, audit records and licence administration.
Who Can Access It
Tenant and role boundaries protect the data. Customer administrators see only their company; drivers see assigned work; parents see only their child’s active bus from trip start until drop-off. Supabase and Vercel provide service infrastructure. Arvento data is obtained only through the account authorised by the customer.
Retention And Deletion
Demo enquiries are retained for up to 24 months after last contact; working telemetry copies for 12 months; identity documents for closed rentals for 24 months; child/parent data for 90 days after school transport ends; and rejected or failed-scan uploads for no more than 30 days. A dispute, legal duty or explicit legal hold may require isolated retention for the necessary period.
File Security
Documents enter private quarantine, their actual content and size are verified, and an approved private malware scanner must accept them before secure download is enabled. A document is not released when scanning cannot complete. Vehicle handover photos are accepted only after they decode as genuine images and are re-encoded into new metadata-free WebP files.
Your Choices
From the in-account Privacy Centre you can download a data copy and submit correction, deletion or processing-restriction requests. Requests are traceable and remain available when a licence is suspended.