Cartrack Digital Logbook — Privacy Policy
Effective date: 1 July 2026
Last updated: 1 July 2026
Cartrack NZ Limited, trading as Cartrack Digital Logbook ("Cartrack", "we", "us",
"our"), is committed to protecting the privacy of the people who use the Cartrack
Digital Logbook product. This Privacy Policy explains what personal information we
collect through the Cartrack Digital Logbook mobile app, web app, and operator portal
(together, the "Service"), how we use and protect it, who we share it with, how long we
keep it, and your rights.
We handle personal information in accordance with the New Zealand Privacy Act 2020
and its thirteen Information Privacy Principles ("IPPs"). This policy applies
specifically to the Cartrack Digital Logbook product. Cartrack's broader privacy
practices are described in our general privacy policy at
cartrack.co.nz/privacy-policy; where this
policy and the general policy differ in relation to the Service, this policy applies.
1. About the Service and who this policy covers
The Cartrack Digital Logbook is a digital work-time logbook for New Zealand
commercial, heavy-vehicle, and small-passenger-service drivers. It is a digital
equivalent of the paper work-time logbook required under New Zealand transport law. The
Service helps drivers record their work and rest time and helps their employers and
hirers ("operators") meet their obligations under Land Transport Rule: Work Time and
Logbooks 2007 and related transport legislation.
This policy covers:
- Drivers who use the mobile or web app to record work-time and rest entries; and
- Operator users — staff of an employer, hirer, or transport operator who use the
operator portal to oversee their drivers' work-time compliance.
The Service is a tool for commercial drivers and their operators. It is not directed
at, and we do not knowingly collect personal information from, children (see
section 12).
2. The personal information we collect (IPP 1, IPP 2, IPP 3, IPP 4)
We only collect personal information that is necessary for operating a lawful,
accurate work-time logbook. We collect it directly from you wherever practicable, and
tell you (through this policy and in-app prompts) why we are collecting it.
2.1 Information about drivers
- Identity and contact details: full name, email address, and (optionally) phone
number.
- Driver licence details: licence number, licence version, licence class, and
licence expiry date. These are required to operate a valid logbook.
- Date of birth, where provided, to confirm driver identity for compliance purposes.
- Account credentials: a password and a PIN, which we store only in hashed form
(see section 7). We never store these in a way that lets us, or anyone else, read your
actual password or PIN.
- Employer / company associations: the operators who have invited you, and the
companies you record that you drive for ("Companies I drive for"), including each
company's name, Transport Service Licence (TSL) number, and contact details you enter.
2.2 Work-time and logbook records
These are the records the Service exists to capture, and are the digital equivalent of
a paper logbook page:
- Duty status entries — driving, other work, rest breaks, and off-duty periods.
- Start and finish times for each work and rest-break period. We record both the
time recorded on your device and the time recorded by our server, so that records
remain accurate and verifiable even when you are offline.
- Location of each event — the town, suburb, or locality where each entry starts or
finishes, as required for a valid logbook. Where you have enabled location (see
section 9), this includes GPS coordinates (latitude and longitude) and an automatically
resolved address, which you can correct.
- Vehicle and distance-recorder readings — the registration of vehicles subject to
work time, and odometer / hubodometer / distance-recorder start and finish readings for
road-user-charges vehicles.
- Cumulative work day and work period records, including the company each work day
was performed for.
- Notes and work-time exemptions you record (for example, a lawful reason for
exceeding hours, such as an unexpected delay).
- Breach events — where our rules engine detects that a work-time limit has been
reached or exceeded.
2.3 Information about operator users
For operator-portal users we hold name, email address, role, and a hashed password, along
with the operator (company) you belong to.
2.4 Vehicle information from a registration-data provider
When a vehicle registration is entered, we may look it up with a third-party New Zealand
vehicle-registration data provider to enrich it with details such as make, model, year,
weight, fuel type, and warrant/certificate-of-fitness status. This is used to assess
road-user-charges and licensing status. This information is about the vehicle, not
generally about an individual.
2.5 Technical, device, and audit information
- Notification tokens: if you enable notifications, we store a web-push subscription
and/or a native push token so we can deliver alerts (such as impending-break reminders).
- In-app notifications: a copy of notifications we have sent you, so you can read
them in the app.
- Session information: login session records (stored as hashed tokens) and basic
login activity such as failed-attempt counts and lockout status, to keep your account
secure.
- Audit log: the Service keeps an append-only, immutable audit trail of key
actions (such as starting/ending work, capturing or correcting a location, logging in,
and administrative actions). Each audit record may include the IP address and
device/browser (user-agent) associated with the action, and limited metadata about
what changed. This audit trail provides the tamper-evidence required of a trustworthy
logbook. It is never used to read your password, PIN, or notification content.
We do not collect special categories of information such as health, racial, or
political data, and we do not perform credit checks or profiling for marketing.
3. How we use your information (IPP 1, IPP 10)
We use personal information only for the purposes for which it was collected, and
directly related purposes, namely to:
- operate a digital work-time logbook so that you and your operator can meet obligations
under Land Transport Rule: Work Time and Logbooks 2007 and related transport law;
- record, calculate, and display your work and rest time, and detect and alert you to
impending or actual work-time breaches;
- produce logbook records on demand — both the current work period for roadside
production and exported PDF/spreadsheet records for any period;
- authenticate you, keep your account secure, and prevent and investigate misuse;
- send you service-related notifications (such as break reminders and account messages);
- maintain the immutable audit trail required for a trustworthy electronic logbook; and
- provide support and respond to your requests.
We do not use your personal information for unrelated marketing, and we do not
sell your personal information.
4. Who we disclose information to (IPP 11)
We disclose personal information only as described below. We do not sell personal
information, and we do not disclose it for third-party marketing.
Your employer / operator. A driver's work-time records, breaches, vehicle and
company associations, and compliance status are visible to the operator(s) who have
invited that driver, through the operator portal. This is a core, expected function of
a work-time logbook — your employer needs this information to meet its own legal
duties.
NZTA / Waka Kotahi enforcement officers. When you are required to produce your
logbook at the roadside, the Service displays your current work period to the
enforcement officer, as the law requires. Exported records may also be produced to an
enforcement officer or auditor on request.
Cartrack platform support staff. A small number of authorised Cartrack staff can
access tenant data to provide support and resolve issues. This access requires
multi-factor authentication, is governed by role-based permissions, and every action
is recorded in the immutable audit trail. Viewing masked personal details, or any
action taken on an account, is logged.
Service providers (processors) acting on our instructions:
- a third-party transactional email provider (Brevo) used to send account and
notification emails;
- push-notification delivery services (Expo's push service, which relays to
Apple's APNs and Google's FCM) used to deliver app notifications to your device;
- a third-party reverse-geocoding service (OpenStreetMap's Nominatim) used, on the
web app, to turn GPS coordinates into a human-readable address when you have enabled
location (see section 9); and
- a third-party New Zealand vehicle-registration data provider used to look up
vehicle details.
These providers may only use the information to provide their service to us.
Legal and safety disclosures. We may disclose information where required or
authorised by law, or where necessary to protect safety, prevent or detect a serious
offence, or establish or defend a legal claim.
Business transfers. If Cartrack's business or the Service is reorganised, sold, or
transferred, information may be transferred as part of that transaction, subject to
this policy.
5. Where your information is stored
The Service is hosted in New Zealand. Personal information is stored in a New Zealand
PostgreSQL database on our own hosted infrastructure behind trip.cartrack.co.nz. Some
of the service providers listed in section 4 (for example, email and push-notification
delivery and reverse-geocoding) may process limited information overseas in the course of
delivering their service; where they do, we take reasonable steps to ensure your
information is protected to standards comparable with the New Zealand Privacy Act.
6. How long we keep your information (IPP 9)
- Work-time logbook records are kept for the legally required retention period. New
Zealand transport law requires logbook records to be retained for at least 12 months
after the last entry. We keep them for a short buffer beyond that, after which they are
permanently and automatically purged.
- Account and profile information is kept while your account is active and for the
retention period above, then erased or de-identified.
- Audit records are retained as part of the logbook's tamper-evidence and are purged
together with the associated driver's records at the end of the retention period.
We do not keep personal information for longer than is necessary for the purposes for
which it may lawfully be used.
7. How we keep your information secure (IPP 5)
We take reasonable security safeguards to protect personal information against loss,
unauthorised access, use, modification, or disclosure:
- Passwords and PINs are hashed (using bcrypt) and are never stored or transmitted in
readable form. We cannot recover your password or PIN — only reset it.
- Encryption in transit: all communication with the Service uses HTTPS/TLS.
- Immutable audit trail: key actions are written to an append-only audit log enforced
at the database level. Records cannot be silently altered after the fact, which provides
the tamper-evidence expected of a logbook.
- Access controls: drivers can only see their own records; operator users only see
their own drivers; and Cartrack support access is restricted by role and protected by
mandatory multi-factor authentication, with all staff actions audited.
- Account protection: failed-login lockouts and session controls help protect
accounts from unauthorised access.
- Biometric unlock (on your device only): if you choose to enable fingerprint or
face unlock for the app, that biometric check is performed entirely on your own device
using your device's secure keystore. Your biometric data is never sent to, or stored
by, Cartrack.
No system can be guaranteed to be completely secure, but we work to protect your
information and to limit access to those who need it.
8. Your rights: access and correction (IPP 6, IPP 7)
Under the Privacy Act 2020 you have the right to:
- Access the personal information we hold about you; and
- Request correction of that information if you believe it is inaccurate, out of date,
incomplete, or misleading.
You can view and update much of your own information directly in the app — including your
name, contact details, licence details, and the companies you drive for — and you can
correct the recorded location on a logbook entry. To request access to, or correction of,
other information, contact us using the details in section 13. We may need to verify your
identity before acting on a request. If we decline a request, we will tell you why and how
you can have that decision reviewed.
Please note that, to keep the logbook a trustworthy legal record, completed work-time
entries are tamper-evident and cannot be silently overwritten. Corrections are recorded
as amendments rather than by erasing the original entry.
Deleting your account
You can delete your account from within the app (confirmed with your PIN). When you do:
- your identifying personal details are immediately removed — your name, contact
details, licence details, and date of birth — and your account is deactivated so you can
no longer sign in and you are removed from operators' rosters;
- your retained work-time records are de-identified: the precise GPS coordinates of your
activity are erased, leaving only the town/locality of each event that transport law
requires the logbook to show; and
- those de-identified work-time records are kept only for the legally required retention
period (see section 6), because transport law does not allow us to destroy logbook
records sooner. After that period, the remaining records are permanently and
automatically erased. (Our tamper-evident audit log — which no longer links to your
identity once the above details are removed — is retained as the integrity record.)
9. Location data
Location is opt-in. The first time the app needs a location, it asks for your
permission and remembers your choice — it will not repeatedly prompt you.
- If you enable location, the app records the GPS coordinates of a work or rest entry
(using your device's location services), as required to record the location of each
logbook event. On the web app, those coordinates are sent to a third-party
reverse-geocoding service (OpenStreetMap's Nominatim) to turn them into a
human-readable address; on the native app this is done using the device's own location
services. You can always correct the recorded location.
- If you decline location, the app does not access your device location at all, and
you simply type the location of each entry manually.
You can change your mind at any time through your device or app settings.
10. Automated alerts
The Service automatically calculates your work and rest time and alerts you (and your
operator) when you are approaching or have reached a work-time limit. These alerts are a
compliance and safety feature based on the work-time rules; they are not used for
advertising or unrelated profiling.
11. Unique identifiers (IPP 13)
We assign internal identifiers to accounts and records to operate the Service. We do not
use government-issued identifiers (such as your driver licence number) as a general
account identifier; licence details are held only for the logbook purpose described above.
12. Children
The Service is for licensed commercial drivers and their operators. It is not intended
for use by children, and we do not knowingly collect personal information from anyone
under 16. If you believe a child has provided us with personal information, please contact
us and we will take appropriate steps.
13. How to contact us, and how to complain
If you have any questions about this policy, wish to exercise your access or correction
rights, or wish to make a complaint about how we have handled your personal information,
please contact us:
- Email: privacy@cartrack.co.nz
- Post: Cartrack NZ Limited (Cartrack Digital Logbook), 1 Huron Street, Takapuna, Auckland 0622, New Zealand
We will acknowledge your enquiry and respond as soon as we reasonably can, and within the
timeframes required by the Privacy Act 2020.
If you are not satisfied with our response, you have the right to complain to the Office
of the Privacy Commissioner:
14. Changes to this policy
We may update this policy from time to time to reflect changes to the Service or the law.
We will post the updated policy here and update the "Last updated" date above. Where
changes are significant, we will take reasonable steps to notify you (for example, through
the app). Your continued use of the Service after an update means you accept the revised
policy.