Privacy Policy

Prosys Technology Privacy Policy

Introduction

Prosys is committed to protecting the privacy of its service users, including the website https://prosys-sa.com/ and the following applications: Sudad, Rotab, and Truber Trucks. This policy is drafted in accordance with the provisions of the Saudi Personal Data Protection Law (PDPL) and the applicable regulations in the Kingdom of Saudi Arabia. This policy explains how we collect, use, process, store, and share personal and corporate data.


1. Definitions

For the purposes of this policy, the following terms shall have the meanings assigned to them:

  • User: Any individual or company representative using the website or any of the applications (whether an employee, representative, or carrier).

  • Client: The company or institution contracting for the services of Sudad, Rotab, or Truber Trucks.

  • Personal Data: Any data that may lead to the identification of an individual, whether directly or indirectly.

  • ​Occupational Data: Data related to the Client’s employees processed via the Sudad application.

  • Representative and Carrier Data: Data related to drivers, representatives, or carriers utilized through the Rotab and Truber Trucks applications.

  • Processing: Any operation performed on personal data, such as collection, storage, use, sharing, or erasure.


2. Types of Data We Collect

2.1 Client Data (Companies and Institutions)

  • Commercial registration data, legal entity details, authorized signatory information, subscription details, and billing/payment information.

2.2 Data Specific to the Sudad App (HR SaaS)

  • Employee data (Name, mobile number, email, employee ID, job title), attendance records, payroll, leaves, and official documents uploaded by the Client.

  • Legal Notice: The Client acknowledges responsibility for the legality of collecting their employees' data. Prosys processes this data on the Client's behalf as a "Data Processor" under PDPL.

2.3 Data Specific to the Rotab App (Representative Management)

  • Representative data (Name, mobile number, vehicle plate number), geographic location (optional), delivery logs, and proof-of-delivery photos.

2.4 Data Specific to the Truber Trucks App (Heavy Vehicle Booking)

  • Carrier Data: Name, ID/Iqama number, driver’s license, vehicle plate details, and Transport General Authority (TGA) permits.

  • Trip Data: Type of goods, weight, cargo photos, and pickup/drop-off points.

  • Location Tracking: Real-time geographic location of the vehicle during the trip to ensure cargo safety and delivery updates.

2.5 Technical and Financial Data

  • IP address, device type, operating system, and Cookies.

  • Financial Data: We do not store credit card details; payments are processed via licensed payment gateways within the Kingdom.


3. Legal Basis for Processing

Data is processed based on one of the following: (Explicit consent, contract execution, compliance with legal obligations, protection of legitimate interests, or service quality improvement).


4. Purpose of Data Collection and Usage

  1. Sudad App: To manage human resources operations, payroll processing, and government compliance.

  2. Rotab App: To manage and track representative tasks and generate operational reports.

  3. Truber Trucks App: To connect shippers with carriers, track shipments, and issue electronic waybills.

  4. Prosys Website: Account management, technical support, and user experience enhancement.


5. Data Sharing

We do not sell data. Sharing occurs only in the following cases:

  1. Service Parties (Truber Trucks): Sharing contact details and shipment location between the carrier and the shipper to complete the transport operation.

  2. Data Processors (Third Parties): Such as server hosting providers, SMS providers, and payment gateways.

  3. Government Authorities: When officially requested according to Saudi laws (e.g., TGA or SDAIA).

  4. Internal Use: Within Prosys, restricted to authorized personnel under strict access protocols.


6. Data Storage and Retention

  • Data is stored on secure servers located inside the Kingdom of Saudi Arabia.

  • Data is retained for the duration of the contract. Upon subscription cancellation, data is kept for (6 months) before final deletion, unless legal obligations require otherwise.


7. Data Security and Protection

Prosys implements strict standards, including: (Data encryption during transit and at rest, multi-layer firewalls, restricted internal access, periodic backups, and comprehensive Audit Logs).


8. User Rights under PDPL

Users or Clients have the right to: (Access their data, request rectification, request destruction/deletion, withdraw consent, or file a complaint with the Saudi Data and AI Authority - SDAIA).


9. Data Transfer Outside the Kingdom

As a general rule, data is not transferred outside the Kingdom unless PDPL requirements are met, ensuring national security is not compromised and an equivalent level of protection exists.


10. Legal Obligations of Clients (Companies)

The Client is committed to obtaining consent from their employees, representatives, or carriers before entering their data into Prosys systems and bears full legal responsibility for the accuracy and legality of such data.


11. Limitation of Liability

Prosys shall not be held liable for: Data entry errors by Clients, misuse of data by Clients, or any damage resulting from the Client sharing their account credentials with third parties.


12. Amendments and Contact Information

​Prosys reserves the right to amend this policy. Users will be notified of any material changes.


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