Using our Products
Road Direct
Privacy Policy
1. About this policy
Road Direct Limited ("Road Direct", "we", "us") makes software for the temporary traffic management (TTM) industry. This policy explains how we collect, use, store and share personal information, and how you can access or correct it. We follow the Privacy Act 2020, including the Information Privacy Principles (IPPs).
This policy covers:
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our website, www.roaddirect.co.nz
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eBoard - our web-based system (eboard.roaddirect.co.nz)
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Tracking - our web-based system (eboard.roaddirect.co.nz/tracking)
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Mobile App (aka PWA) – our web-based system for use in the field (pwa.roaddirect.co.nz)
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OSR App (legacy) - our native Android mobile app for use in the field
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our dealings with both current and prospective customers
It should be read alongside our Terms and Conditions. If they conflict on a privacy matter, this policy applies.
2. Our two roles
We handle personal information in two different capacities, and our obligations differ between them.
Information we hold for ourselves. This is information about our customers' account contacts, people who enquire or book a trial, suppliers, and visitors to our website. We decide how it is used, and this policy governs it directly.
Information we hold for our customers. Our customers are TTM companies and other companies with internal TTM divisions. They use eBoard and our apps to manage their staff, jobs, sites and records. Information they or their staff enter ("Customer Data") belongs to the customer, as our Terms state. For Privacy Act purposes we hold it on their behalf as their agent, under section 11. We only use it to provide, secure and support our services, or as the customer instructs.
If you are an employee or contractor of one of our customers, your employer is responsible for deciding what is collected about you and why. Please contact them first about access, correction or concerns. We will help them respond, and you can still contact us (section 9).
We do not intend to collect sensitive information such as health details. If a user enters it into a free-text field or document, it is treated as Customer Data and protected the same way.
Our services are designed for workers and businesses, not children. We do not knowingly collect information from anyone under 16.
Category
Examples
Whose data
Contact and account details
Name, email, phone, company, job title, username, role and permissions
Customers, users
Billing details
Billing contact, invoices, payment history, credit check results
Customers
Workforce records
Qualifications and certificates (e.g. TTM/STMS tickets), driver licence details, inductions, timesheets, documents uploaded by users
Customer data
Job and site records
Bookings, on-site records (OSRs), toolbox briefings, risk assessments, hazard registers, vehicle checks, notes, signatures
Customer data
Photos and files
Site photos and attachments taken or uploaded in the apps
Customer data
Location data
Device location while on shift or when creating or updating a record
Customer data
Device and usage data
Device type, app version, IP address, log-in times, audit logs of changes, crash and error reports
Users
Website data
Pages visited, browser type, cookies (see section 8), enquiry form contents
Website visitors
3. What we collect
We only collect what we need for the purposes in section 5.
5. How we use it
We use personal information to:
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provide eBoard and our apps, including setting up accounts and controlling access by role
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verify identity and keep accounts secure, including audit logs of who changed what
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provide support, training and service notices
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bill customers, collect payments and run credit checks
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fix faults, monitor performance and improve our services
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send marketing about our services to customer contacts, which you can opt out of at any time
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produce anonymised statistics that cannot identify any person
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comply with the law and respond to lawful requests
We do not sell personal information. We do not use Customer Data for our own marketing, or to build profiles of individual workers.
4. How we collect it
Most information comes directly from you: when you enquire, sign up, use eBoard or our apps, or contact support.
Some comes from other people, which the Privacy Act calls indirect collection:
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From your employer. A customer's administrator may create your user account and enter your details, qualifications and records. They may also invite you as a user.
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From colleagues. Other users in your organisation may record your name, attendance, signature or actions on job and site records.
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Automatically, from your device and browser when you use our services.
From 1 May 2026, information privacy principle 3A requires that people are told when their information is collected indirectly. For Customer Data, our customers are best placed to tell their staff, and our Terms ask them to do so. This policy is also available to every user from within eBoard and our apps, and sets out what is collected, why, who receives it and your rights.
Overseas storage. Some providers store data outside New Zealand. Under section 11 that is not a disclosure, because they hold it for us and may not use it for their own purposes. Where we disclose information overseas, we follow information privacy principle 12 and only do so where the recipient is subject to comparable privacy safeguards.
Provider
Purpose
Where data is stored
Microsoft Azure
Hosting all web-based systems, apps and databases
Australia and New Zealand
Microsoft Azure
Email delivery and notifications
Australia and New Zealand
Wix
Hosting our website and enquiry forms
6. Who we share it with
We only share personal information:
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within your organisation, with users your organisation's administrators have given access to
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with your organisation's clients, where your organisation chooses to share job records, reports or OSRs with them
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with service providers who help us run our services, under contracts that require them to protect it
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with credit reference and debt collection agencies, for customer accounts
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with professional advisers, such as our accountants and lawyers
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where the law requires or allows it, for example to prevent a serious threat to someone's health or safety
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with a buyer or successor, if our business is sold, on the condition they protect it as this policy does
Our current service providers:
7. Security and retention
We take reasonable steps to protect personal information from loss, misuse and unauthorised access. These include:
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encrypted connections (HTTPS) between your device and our servers
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role-based permissions, so users only see what their role allows
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audit logging of changes to records
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regular backups
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limiting staff access to Customer Data to what is needed for support and maintenance
Offline use and shared devices. Our field app can store some information on the device so it works without signal. Changes made offline are held on the device until they can be sent. Field devices are often shared, so the app clears the previous user's and organisation's data, including unsent changes, when they log out. Please always log out at the end of your shift.
Retention. We keep account and billing records for as long as needed for our services and for at least 7 years for tax purposes. When a customer ends their agreement, we keep Customer Data for 90 days so they can take a copy, as our Terms state. After that we delete it, or anonymise it, within, except backups, which expire on their normal cycle.
8. Cookies and analytics
Our website uses cookies set by our website platform (Wix) to make the site work, remember your preferences and measure visits. Our web-based systems use essential cookies and browser storage to keep you signed in and to let the field app work offline. We do not use them for advertising.
You can block or delete cookies in your browser settings. Most features will not work without essential cookies.
9. Your rights and complaints
You can ask to see the personal information we hold about you, and ask us to correct it. Email our Privacy Officer (section 10). We will respond within 20 working days, as the Privacy Act requires, and there is no charge for most requests. We may need to confirm your identity first.
If the information is Customer Data, we will usually pass your request to your employer or work with them to answer it, because it is their information to manage.
You can opt out of our marketing emails at any time using the unsubscribe link or by emailing us.
Privacy breaches. If a breach of personal information we hold has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and affected people as soon as practicable. For Customer Data, we will tell the affected customer promptly and help them meet their own obligations.
Complaints. If you have a concern, please contact us first so we can try to resolve it. If you are not satisfied, you can complain to the Office of the Privacy Commissioner at privacy.org.nz or on 0800 803 909.
10. Changes and contact
We may update this policy from time to time. We will post the new version on our website with its effective date and, for significant changes, tell customers by email.
Privacy Officer:
Daniel Trevor Stocker, Road Direct Limited
PO Box 2067, South Dunedin 9044, New Zealand
Email: info@roaddirect.co.nz
Phone: 0800 111 227
Effective date: 01 June 2025
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