Security and data
Your data, protected and under your control.
HOSS holds the records your business depends on. This page sets out how they are protected. A Data Processing Agreement is available on request.
Measures in place
How HOSS protects your data.
- Hosting and encryptionYour data is held in a database hosted in the EU. Connections use TLS 1.2 or later, and data is encrypted at rest.
- Separation between organisationsEvery table holding customer data is protected by row-level security, so each organisation sees only its own records.
- Two-factor authenticationMandatory for administrators and available to office users, using an authenticator app or text message. Office users are limited to one active session at a time.
- Sign-in protectionRate limits and account lockout after repeated failed attempts, with alerts and a fresh verification step when a sign-in comes from a new country.
- Audit logChanges are recorded with who made them and the values before and after. The log cannot be edited or deleted, and administrators can review it in HOSS.
- Private documentsProofs of delivery and vehicle check photos are stored privately and opened through signed links that expire.
Retention
How long records are kept.
Periods follow UK requirements for haulage operators. Where the law requires a record to be kept, personal details are removed instead of the record.
| Invoices and supporting PODs | 6 years |
|---|---|
| Job records | 6 years |
| Daily vehicle checks and defects | 15 months |
| Audit log | 2 years |
| System logs | 90 days |
Your rights
Access, correction and erasure.
Requests to access, correct or erase personal data can be made by emailing info@thehoss.co.uk. The privacy policy lists every service provider that processes data on our behalf.
When your organisation uses HOSS, it is the data controller for its job, driver and customer data, and HOSS processes that data on its instructions.