Your privacy and data security are paramount to us. This policy clearly explains how Pony Sameday collects, uses, protects, and discloses personal information and location data.
Last Updated: October 13, 2026
1. Introduction
Pony Sameday Limited (“Pony Sameday,” “we,” “us,” or “our”), registered in the United Kingdom, operates the logistics website at https://www.ponysameday.com, the Pony Driver mobile application (available on Android via Google Play and iOS), and the Pony Driver Portal (collectively, the “Services”).
We are committed to safeguarding the privacy and security of everyone who engages with our platform—including customers, business clients, recipients, and courier drivers. This Privacy Policy outlines what information we collect, how it is used, how location data is handled, and the choices and rights you have under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
We collect personal information necessary to deliver same-day courier services, manage customer bookings, communicate with users, and coordinate logistics with our network of professional drivers:
Personal Identification Data: Full name, contact telephone numbers, email address, physical billing address, collection and delivery addresses, business entity names, and proof of identification.
Courier Driver Partner Data: Driving licence information, vehicle registration number, vehicle insurance details, goods-in-transit documentation, bank account / payment details for driver self-billing payouts, VAT number (if registered), and onboarding verification records.
Consignment & Delivery Data: Package specifications, parcel weights, collection/delivery contact names and signatures, timestamps, delivery notes, and digital Proof of Delivery (POD) photos captured upon handover.
Derivative & Device Data: Operating system, app version, IP address, device model, crash analytics, and server log details automatically generated during app and web access.
Payment & Financial Data: Transaction records and payment confirmations. Customer credit card and debit card processing is managed securely by certified third-party payment gateways (e.g. Stripe); Pony Sameday does not store full credit card numbers on our servers.
3. Location Data Collection and Disclosure (Pony Driver App)
Detailed disclosure of foreground and background location data access
To fulfill urgent same-day courier consignments and ensure real-time logistics coordination, the Pony Driver mobile application collects and accesses precise GPS location data and approximate network-based location data from courier drivers' mobile devices.
How and When Location Data Is Collected:
Foreground Location Collection: Collected while the Pony Driver application is active and visible on your device screen (e.g., during order lookup, document upload, status check-ins, or parcel collection/delivery sign-off).
Background Location Collection (All Times While On Duty): The Pony Driver application collects location data even when the app is running in the background, minimized, or when the screen is turned off, provided you are logged into your driver account and marked “On-Duty” or assigned to an active delivery consignment.
Sensors & Telemetry: Latitude, longitude, altitude, bearing/heading, speed, timestamp, and GPS accuracy metrics are processed to provide reliable vehicle navigation and safety telemetry.
Purposes for Which Location Data Is Accessed & Used:
Location data is collected strictly for core operational logistics and courier safety:
Real-Time Parcel Tracking for Customers: Providing customers, shippers, and recipients with live, real-time map tracking and updated estimated arrival times (ETA) for their urgent consignments.
Intelligent Dispatch & Job Allocation: Identifying nearby available drivers to assign urgent same-day collections promptly, reducing transit delays and deadhead mileage.
Geofenced Arrival & Delivery Verification (Proof of Delivery): Automatically detecting when a courier vehicle enters the designated pickup or drop-off vicinity, ensuring accurate collection and delivery timestamps.
Turn-by-Turn Navigation & Route Optimization: Calculating efficient driving routes, avoiding traffic disruptions, and computing accurate distance for logistics management.
Accurate Shift Tracking & Driver Compensation: Verifying driving hours and delivery routes to generate transparent self-billed invoices and ensure accurate driver payouts.
Driver Safety & Incident Response: Assisting in locating couriers in the event of road accidents, vehicle breakdowns, or emergency delivery situations.
Who Location Data Is Shared With:
Location data is shared exclusively with:
Authorized Dispatchers: Internal Pony Sameday logistics operators managing order fulfillment.
Assigned Customers / Recipients: The sender and receiver of an active consignment receive a temporary, secure tracking link showing the courier vehicle's transit progress towards their destination until the delivery is marked complete.
Location data is NEVER sold, rented, leased, or shared with third-party advertisers, data brokers, or marketing platforms for behavioral profiling or advertising under any circumstance.
Driver Consent, Control & Opt-Out:
Drivers have clear control over their location data:
In-App Prominent Disclosure: Before any background tracking begins, the Pony Driver application displays a dedicated prominent disclosure detailing location usage, requiring affirmative driver consent.
Ending Tracking: Background tracking ceases automatically when you toggle your status to “Off-Duty”, log out of your driver account, or conclude your delivery shift.
System Permissions: You can modify or revoke location permissions at any time via your device settings (Settings > Apps > Pony Driver > Permissions). Note that disabling location permissions while on-duty will prevent order dispatching and live route tracking.
4. How We Use Your Information
In addition to the location features described above, we use collected information to:
Create, authenticate, and administer customer and driver accounts.
Process payments, issue VAT receipts, and generate self-billed invoices.
Send automated transactional SMS and email notifications regarding delivery status.
Verify driver licensing, vehicle safety checklists, and compliance credentials.
Provide customer care, respond to inquiries, and resolve consignment disputes.
Protect against fraud, theft, vehicle damage, and security threats.
Comply with statutory tax, accounting, and transport regulatory mandates in the UK.
5. Disclosure to Third Parties
We only share personal data with trusted third parties under strict contractual confidentiality and data protection agreements:
Cloud Infrastructure & Database Providers: Secure hosting and data storage facilities (e.g. Google Cloud Platform / Firebase) located within the UK or European Economic Area (EEA), utilizing AES-256 encryption at rest and in transit.
Communication Channels: Email service providers (e.g. Resend) and SMS gateways for booking notifications.
Legal & Regulatory Authorities: Law enforcement agencies, courts, or statutory bodies when strictly required by UK law, court orders, or to protect life, health, and property.
Corporate Reorganisation: In the event of a merger, acquisition, or sale of company assets, user data may be transferred subject to the same privacy commitments.
We do NOT sell, lease, or monetize your personal information to third parties for commercial or advertising purposes.
6. Data Storage, Security and Retention
We employ comprehensive industry-standard technical and organisational safeguards:
Encryption: All network communication uses TLS 1.3 encryption in transit, and sensitive customer/driver records are encrypted at rest using AES-256.
Access Control: Administrative access is restricted to vetted personnel via multi-factor authentication (MFA) and least-privilege role separation.
Data Retention:
Live location coordinates are retained only for active trip tracking and short-term delivery verification.
Proof of Delivery (POD) signatures, photos, and delivery confirmation records are retained for a minimum of 12 months for dispute resolution and insurance claims.
Accounting, tax, and invoicing data is retained for 6 years in compliance with HMRC statutory obligations.
7. Your Rights Under UK GDPR
Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, you possess key rights concerning your personal data:
Right of AccessRequest a copy of the personal information and driver records we hold about you.
Right to RectificationRequest correction of inaccurate or incomplete personal data.
Right to Erasure (“Right to be Forgotten”)Request deletion of your data, subject to legal or statutory tax retention duties. See our Data Deletion Policy.
Right to Restrict or ObjectObject to processing based on legitimate interests or restrict how your data is used.
Right to Data PortabilityObtain your personal data in a structured, commonly used, machine-readable format.
Right to Withdraw ConsentWithdraw your consent for processing activities based on consent (e.g. location tracking).
To exercise any of these rights, please contact our Data Protection Team at info@ponysameday.com. We respond to all verified requests within 30 days. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at https://ico.org.uk.
8. Policy for Minors
Our services and driver applications are intended solely for individuals aged 18 and older. We do not knowingly solicit, collect, or process personal data from children under 18 years of age. If you believe a minor has provided us with personal information, please notify us immediately and we will take prompt steps to remove the data.
9. Updates to This Privacy Policy
We may review and update this Privacy Policy periodically to reflect legal modifications, platform enhancements, or evolving courier industry practices. When changes are made, we will update the “Last Updated” date at the top of this page. For significant updates, we will provide additional notice via in-app banner or email where appropriate.
10. Contact Us
If you have questions, comments, or requests regarding this Privacy Policy, your personal data, or our location tracking practices, please reach out to us:
Pony Sameday Limited
Company Registered in England & Wales 140 Bridgeman Street, Walsall, WS2 9NW, United Kingdom
