Privacy Policy
Last updated: 17 October 2026 · v3.4 · Changes in v3.4: sections 2, 5 and 6 — at the end of the contract the customer is given a complete export of its audit trail before it is deleted, unless it declines it in writing or cannot be reached after reasonable attempts; YARDtwin then keeps audit records only on the customer's written instruction, apart from backups until they expire and its own record of the handover.
1. Who We Are
YARDtwin™ is a yard management platform operated by YARDtwin Ltd ("we", "us", "our"), registered in Ireland. We provide cloud-based software for managing yard operations including dock scheduling, gate automation, trailer tracking, and analytics.
Data Controller contact: admin@yardtwin.com. You can also submit a request via our Data Subject Request Portal
2. Data We Collect
We collect the following categories of personal data:
3. How We Use Your Data
Service Delivery: Processing appointments, managing docks, tracking trailers, generating analytics, and providing all platform features you have subscribed to.
Smart Slots Recommendations: To generate booking recommendations through Smart Slots, we process operational data including booking times, carrier identity, dock assignments, configured break windows, and historical arrival patterns. This processing is performed on your tenant only and is not used for any cross-customer model training in Phase 1. Driver personal data (name, phone, photo) is never used as a Smart Slots input — the engine uses carrier identity, not driver identity. Phase 2 retraining (when introduced) is per-tenant by default; cross-tenant training would require explicit opt-in via Site Configuration and a separate DPA addendum. See the Smart Slots page for details.
Account Management: User authentication, role-based access control, subscription billing, and tenant isolation.
Security & Compliance: Maintaining audit trails for GMP compliance (21 CFR Part 11, EU Annex 11), fraud detection, and security monitoring.
Communications: Sending monthly newsletters (with explicit opt-in consent), system notifications, and service updates.
Improvement: Aggregated, anonymised analytics to improve platform performance and features.
4. Legal Bases for Processing
Contract Performance (Art. 6(1)(b) GDPR): Processing necessary to provide the YARDtwin service as agreed in your subscription.
Legitimate Interest (Art. 6(1)(f) GDPR): Security logging, fraud prevention, and platform improvement where our interest does not override your rights.
Consent (Art. 6(1)(a) GDPR): Newsletter subscriptions and marketing communications, which you can withdraw at any time.
Legal Obligation (Art. 6(1)(c) GDPR): Retention of audit data to comply with pharmaceutical regulatory requirements (GMP/GDP).
5. Data Security
Encryption in Transit: All data transmitted via TLS 1.2+ (HTTPS). TLS certificates managed by Microsoft Azure (DigiCert).
Encryption at Rest: Azure PostgreSQL Flexible Server with transparent data encryption. Azure Blob Storage encryption for documents and images. Driver licence images and signatures are encrypted at rest with AES-256 by Azure Storage and Azure Database for PostgreSQL (Microsoft-managed keys), and access to them is limited by role and organisation. Passwords hashed with bcrypt (12 rounds).
Multi-Tenant Isolation: Each customer’s data is logically isolated using tenant IDs, with tenant scoping enforced server-side. Tenant isolation is tested automatically before every release: the release gate’s cross-tenant sweep calls the API as one organisation with another organisation’s record IDs, and the release is blocked if any of that organisation’s data can be read or changed.
Role-Based Access Control: Role-based permissions on authenticated routes, with tenant scoping enforced server-side. Single sign-on supported via SAML 2.0, Google and Microsoft.
Rate Limiting: API rate limiting on all routes; tighter limits on authentication endpoints. Helmet-style security headers on all responses.
Session Security: JWT access tokens with 1-hour expiry. Refresh tokens expire after 7 days, are replaced on every use and never extend a sign-in beyond 30 days. The sign-in address is recorded with each session.
Audit Logging: Every significant action logged with user, timestamp, IP address, and old/new values. GMP-relevant events flagged separately. Tamper-evident and append-only, enforced in the database; GMP-relevant entries retained for at least 7 years while the service agreement runs, other audit entries for 365 days; at the end of the contract the audit trail is exported to the customer (unless it declines in writing or cannot be reached after reasonable attempts) and then deleted.
Continuous Monitoring: Azure Application Insights with schema-drift alert (Postgres "column / relation does not exist" → triggers within 15 min). End-to-end /health/db-write probe verifies the application can write and read on every deploy.
Infrastructure: Hosted on Microsoft Azure in Sweden Central + Norway East (EEA). Containerised deployment via Azure Container Registry with staging-slot-then-swap pattern. Secrets held in Azure Key Vault and accessed via managed identity. 7-day point-in-time recovery on Postgres, plus monthly encrypted backups kept for up to 7 years under a time-based immutability policy that blocks deletion and overwrite (policy not yet locked). A full database backup is also taken every night and kept for 35 days in separate encrypted storage in the EEA (Sweden Central, geo-replicated to Sweden South); data erased from the live service remains in those backups, beyond use, until they expire.
Software Supply Chain: Every pull request must pass npm audit (dependency vulnerabilities), Semgrep (static analysis) and gitleaks (secret scanning) before it can be merged, with a Trivy container image scan as an advisory check; these checks also run on every push to master and nightly, together with an advisory OWASP ZAP baseline scan (dynamic testing) of the production site.
6. Data Retention
Account Data: Retained for the life of the subscription and deleted within 30 days after it ends. On an Art. 17 erasure request the account is pseudonymised so that audit references stay intact.
Operational Data: Retained for the duration of your subscription. Exported to you on request before deletion. At end of subscription, retained or returned per the customer Data Processing Agreement.
Driver photos (licence photos, face images): Driver licence and face photos are deleted automatically after the period set for the site: 2–14 days, default 14 days.
General driver PII (name, phone, email, licence number): Name, phone, e-mail and licence details on a closed booking are anonymised after 365 days (the booking record is kept); the gate driver log keeps identity fields for 90 days. Both apply once the customer enables the retention schedule.
Audit Data: GMP-relevant audit entries are retained for at least 7 years after the event while the service agreement runs, to comply with pharmaceutical regulatory requirements (GMP / 21 CFR Part 11); other audit entries for 365 days. Pseudonymised — not deleted — on subject erasure (Art. 17(3)(b) legal obligation override). At the end of the contract the customer is given a complete export of its audit trail to keep for its own record-retention period (unless it declines it in writing or cannot be reached after reasonable attempts), and YARDtwin then deletes it; YARDtwin keeps it longer only on the customer's written instruction, apart from backups until they expire and its own record of the handover.
Newsletter Data: Retained until you unsubscribe. After that the address is kept, marked as unsubscribed, only to honour the unsubscribe; automatic removal after 30 days is planned.
Session Data: Access tokens expire after 1 hour. A refresh token expires after 7 days (a sign-in lasts at most 30 days) and is revoked on logout; automatic removal of expired token records is planned.
7. Data Sharing & Sub-Processors
We do not sell your personal data. We share data with the following sub-processors, each acting under a Data Processing Agreement and (where applicable) Standard Contractual Clauses:
| Provider | Purpose | Location | Transfer safeguard |
|---|---|---|---|
| Microsoft Azure | Hosting, database and file storage | EEA — Sweden Central and Norway East (geo-redundant copy of uploaded files in Norway West) | Microsoft Products and Services DPA; data stays in the EEA |
| Anthropic | AI reading of driver licences and documents (on by default; a site administrator can switch it off), one-to-one comparison of a driver’s gate photo with the licence or stored driver photo (off by default; a site administrator can switch it on or off), and the in-app assistant | USA | Standard Contractual Clauses and a transfer impact assessment (not certified under the EU-US Data Privacy Framework); API data is not used for model training and is deleted within 30 days under Anthropic’s standard commercial terms |
| Resend | Transactional e-mail | USA | Standard Contractual Clauses (its EU-US Data Privacy Framework re-certification is under review) |
| Stripe | Billing contact and payment data (YARDtwin stores no card numbers) | EU / USA | Standard Contractual Clauses; PCI DSS Level 1 |
| Twilio | SMS and WhatsApp notifications (only if the customer enables them) | USA | Standard Contractual Clauses |
| Google and Microsoft | Sign-in identity data (only if the customer uses those sign-in options) | EU / USA | Standard Contractual Clauses / EU-US Data Privacy Framework |
| ElevenLabs | Optional text-to-speech: voices the in-app assistant’s replies, which can contain operational details such as vehicle registrations, and the voice on public pages | USA | EU-US Data Privacy Framework + Standard Contractual Clauses |
Website-only services (no customer operational data)
These run on the public website only. They receive no customer operational data and are not sub-processors of it; any that set cookies load only with consent.
| Provider | Purpose | Location | Transfer safeguard |
|---|---|---|---|
| LinkedIn Insight Tag | Marketing measurement on public pages — loads only after marketing-cookie consent, never inside the application or for signed-in users | EU / USA | Consent; LinkedIn DPA with Standard Contractual Clauses |
In-app assistant: Assistant prompts contain what the user types plus operational context for their site (for example vehicle registrations); they are not used for model training.
Customer Reference Use: We will only name you, or show your logo, as a customer with your prior written consent — see the Terms of Service §6a.
Your Organisation: Tenant administrators can see user activity within their own organisation as part of normal platform functionality.
Legal Requirements: We may disclose data if required by law, court order, or to protect our legal rights.
8. Your Rights
Under GDPR (and Irish Data Protection Act 2018), you have the right to:
To exercise any right, submit a request via the Data Subject Request portal or email admin@yardtwin.com. We will respond within 30 days.
Internally, requests are fulfilled by our administration team via two endpoints: POST /api/v1/dsar/export/by-email produces a machine-readable JSON document of every record we hold for an email address (Art. 15 / 20); POST /api/v1/dsar/erase/by-email handles erasure on a verified request: it anonymises the person's own user accounts in the selected customer accounts and deletes their sessions, tokens, notifications, pending invitations, newsletter and sign-up records and own avatar. Operational records held by the customer (bookings, gate and visit records, driver roster, contacts) are the customer's records as controller and are listed for the customer to act on; the audit trail keeps an anonymised actor reference for GMP integrity (Art. 17).
9. Cookies
YARDtwin uses essential cookies and localStorage for session authentication (JWT tokens). The cookie consent banner offers four categories: essential (always on), functional (preferences), analytics (currently not used), and marketing (LinkedIn Insight Tag on public website pages only — opt-in, never inside the application). Visitors can choose Reject non-essential / Customise / Accept all. Preferences are stored locally with a version stamp; the banner re-shows if categories change. Detailed cookie inventory is on the Cookie Policy page.
10. International Transfers
Your operational data is stored within the European Economic Area (EEA) on Microsoft Azure (Sweden Central and Norway East). The sub-processors that receive data outside the EEA, and what each receives, are listed in section 7.
Standard Contractual Clauses (2021) apply to each transfer outside the EEA; where a recipient is certified under the EU-US Data Privacy Framework, that is also relied on. Transfer impact assessments are being completed (target November 2026).
11. Children's Privacy
YARDtwin is a business-to-business platform. We do not knowingly collect data from anyone under 16 years of age.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email to account administrators and a notice within the platform. Continued use of YARDtwin after changes constitutes acceptance.
13. Contact & Supervisory Authority
Data Controller: YARDtwin Ltd · Email: admin@yardtwin.com
Data-protection contact: dpo@yardtwin.com
Supervisory Authority: Data Protection Commission (DPC), Ireland · www.dataprotection.ie