Karls Transport Management System Ltd ("we", "us", "our") is registered in England and Wales (Company No. 17085260). We operate the KTMS platform, a cloud-based transport management system accessible at ktms.co.uk.
We are registered as a data controller with the Information Commissioner's Office (ICO). For any privacy-related queries, contact us at: info@ktms.co.uk
This Privacy Policy explains how we collect, use, store, and protect personal data when:
This policy applies to all users of the KTMS platform, including administrators, operations staff, finance staff, management users, and Customer Portal users (individuals at our customers’ own customers who are granted read-only access to their own jobs and invoices).
We collect the following categories of personal data:
| Category | Examples |
|---|---|
| Account data | Name, email address, username, role, company name |
| Usage data | Login timestamps, actions performed within the platform, IP address, device and browser type, and records of active sign-in sessions |
| Customer data | Names and contact details of your customers and suppliers that you enter into the platform |
| Job data | Collection/delivery addresses, goods descriptions, financial data, mileage, carbon figures |
| Job documents | Files uploaded and attached to a job — proofs of delivery, supplier invoices, customs paperwork — which may include names and signatures of the people who received goods |
| Communication data | Emails or messages you send to us |
| Purpose | Legal Basis |
|---|---|
| Providing the platform and services | Contract performance (Article 6(1)(b) UK GDPR) |
| Managing your account and subscription | Contract performance |
| Sending service communications and updates | Contract performance / Legitimate interests |
| Improving and developing the platform | Legitimate interests |
| Complying with legal obligations | Legal obligation (Article 6(1)(c) UK GDPR) |
| Responding to support queries | Legitimate interests |
| Account security and monitoring of active sign-in sessions, including to detect unauthorised or shared use of accounts | Legitimate interests (protecting the platform and enforcing subscription terms) |
| Platform administration, support, and service improvement (including accessing Customer accounts where necessary) | Legitimate interests (contract performance for support requests). All access is recorded in the Platform's audit log. See Terms and Conditions Clause 3.6. |
When you use KTMS, you will enter personal data about your own customers, suppliers, drivers, and — where you enable the Customer Portal — the individuals at your customers whom you grant portal access. We process this data strictly as a data processor acting on your instructions as the data controller.
You are responsible for ensuring you have the appropriate legal basis to enter this data into the platform and that you comply with your own obligations under UK GDPR.
Our obligations as data processor are set out in the separate Data Processing Agreement (DPA), which forms part of our contract with you.
Your data is stored securely in the European Union using Supabase (PostgreSQL database). Supabase is a sub-processor acting on our instructions.
We implement appropriate technical and organisational security measures including:
While we take all reasonable steps to protect your data, no system is completely secure. We will notify you without undue delay in the event of a data breach that is likely to affect your rights and freedoms.
| Sub-Processor | Purpose |
|---|---|
| Supabase | Database hosting and storage |
| Railway | Cloud application hosting |
| OpenRouteService | Route calculation and mileage estimation |
| postcodes.io | Postcode lookup and geocoding (postcode data only) |
| Netlify | Website hosting |
| GoatCounter | Privacy-friendly website analytics (aggregate only, no cookies or personal identifiers) |
| Xero | Accounting integration (only where you enable it) — pushes invoices, credit notes and supplier bills to your own Xero organisation |
All sub-processors are contractually bound to process data only on our instructions and to implement appropriate security measures.
Under UK GDPR, you have the following rights in relation to your personal data:
To exercise any of these rights, please contact us at info@ktms.co.uk. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Our platform keeps you signed in using an authentication token stored in your browser's local storage, rather than a cookie. This is essential for the platform to function and does not track you across other websites. Our marketing website uses GoatCounter, a privacy-friendly analytics tool that does not use cookies or collect personal data. Please see our Cookie Policy for full details.
We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or via a notice in the platform. The current version will always be available at ktms.co.uk/privacy.
Karls Transport Management System Ltd
Email: info@ktms.co.uk
Website: ktms.co.uk
This Privacy Policy is published by Karls Transport Management System Ltd in accordance with UK GDPR requirements.