Privacy Policy
Last updated 26 September 2026
RouteHire (“RouteHire”, “we”, “us”) is a scheduling and dispatch system for bus and coach charter operators. This policy explains what information RouteHire handles, why, and how it is protected. It applies to the RouteHire web application at dispatch.routehire.net and related addresses.
Who uses RouteHire
RouteHire is used by transport companies (“operators”) and their staff. Each operator’s records are kept separate from every other operator’s. The operator decides what records to keep in RouteHire and is responsible for having the right to keep them.
Information we handle
- Staff accounts: name, work email address and role, used to sign in. Passwords are held by Google Identity Platform; RouteHire never sees or stores them.
- Operator records: customers and their contact details, trips and bookings, quotes, drivers, vehicles and compliance registers that the operator enters or imports.
- Activity and security logs: who changed what and when, and access logs used to keep the service secure. Support sessions by RouteHire staff are time-limited and logged.
Google account data (Gmail and Google Calendar)
Connecting Gmail or Google Calendar is optional and is done by each staff member with their own Google account. When connected, RouteHire requests only these permissions:
- Read Gmail (gmail.readonly): to read booking enquiries in the “Bookings” label, and replies to quotes, so they can be turned into draft trip requests and shown in the customer conversation.
- Send Gmail (gmail.send): to send quotes and replies to customers from the staff member’s own mailbox, when they choose to send them.
- Google Calendar events (calendar.events): to add, update and remove the operator’s trips in the calendar the operator chooses, when a staff member presses “Sync to Google Calendar” or “Remove synced trips”.
The text of a booking email and any attached booking form may be sent to Anthropic’s Claude service to extract the trip details (dates, pick-up and drop-off, passenger numbers). Anthropic processes it to return that result and does not use it to train its models.
Limited use. RouteHire’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide the features described above to the person who connected their account; it is not sold, not used for advertising, not used to train general AI models, and not read by people except where the user asks for support, where needed for security, or where the law requires it. Gmail access tokens stay in the user’s browser session and are not stored on our servers. When a staff member turns an email into a trip request, or it forms part of a quote conversation, the text of that email is saved with the operator’s records so it can be shown there; other emails are not stored. You can revoke access at any time from your Google Account’s third-party access settings.
Where information is stored
RouteHire runs on Google Cloud in Sydney, Australia (australia-southeast1). Its database is backed up nightly. Traffic reaches it through Cloudflare, over encrypted (HTTPS) connections. Service providers that process information for us: Google Cloud (hosting, database, sign-in), Cloudflare (network and DNS), Anthropic (email reading, as above) and Resend (sending account emails such as password resets).
How long we keep it
Operator records are kept for as long as the operator uses RouteHire, and can be deleted by the operator at any time. When an operator stops using RouteHire, their records are deleted on request, and in any case removed from backups within 7 days of deletion.
Your choices
Staff can ask their operator to correct or delete their details. Anyone whose information is held in RouteHire by an operator can contact that operator, or us, to access or correct it. We handle personal information in line with the Australian Privacy Principles.
Contact
Questions or requests: support@routehire.net.