Privacy Policy

1. Who we are

PickupDesk is a tool for event teams to plan and run airport and station pickups and drops. It is run by PickupDesk. For any question about your data, write to ramikaran001@gmail.com.

There are two kinds of people in PickupDesk. The event team (our customer) logs in and enters the details. Guests and drivers are the people those details are about. The event team decides what to enter and why; we store and show it for them and look after it safely.

2. What we store

About team members:

• Email address and, if given, name.
• Role in the company (admin, coordinator or viewer).
• A login session, so you stay logged in on your phone for up to 30 days.

About guests, as entered or imported by the team:

• Names and mobile numbers, company, number of people.
• Flight or train, arrival or departure time, hotel, and remarks.
• Status of each guest: picked up, dropped, driver reached, with the time and who marked it.

About drivers and cars: driver name and mobile number, car number and type.

About activity: a log of who changed what and when, and which WhatsApp texts were marked as sent.

We do not collect your location (no GPS), photos, contacts, payment details or anything from your phone's camera or microphone.

3. Links for guests and drivers

Guests and drivers open their own page from a link, without logging in.

• A guest link shows only that guest's own pickup (flight, time, hotel), the first names on the booking, and the driver's name, number and car. It stays valid while the guest is part of the event; removing the guest or deleting the event stops it.
• A driver link shows only that driver's own pickups in one event, and the guests' names and numbers for those pickups. It stops working two days after the event ends (a week after it was made if the event has no end date).

Anyone who has a link can open it, so please do not forward links to people who should not see them.

4. Messages and calls

PickupDesk does not send WhatsApp messages, texts or calls by itself. It prepares the text and opens WhatsApp or the phone app on the team member's own phone; the person decides whether to send. A "practice event" switch turns all call and WhatsApp buttons off.

5. Who we share data with

We do not sell data, show ads or use analytics or tracking tools. We use these service providers only to run PickupDesk:

• Vercel, to host the website and app (Singapore).
• Neon, for the database (Singapore).
• Google (Gmail), to email the login code. It receives only the email address and the code.

WhatsApp and phone calls happen outside PickupDesk, when a team member chooses to use them. We may share data if the law requires it.

6. Cookies and data kept on your phone

• A login cookie, a language cookie and a cookie that remembers which company you are using. These are needed to run the app.
• Saved on the phone: dark or light theme, chosen sheet columns, your sender name for messages, taps waiting to be sent when there is no network, and an offline copy of event pages and data so the app works without signal. The offline copy is wiped when you log out.

We do not use advertising or tracking cookies.

7. Who sees what inside a team

Each company's data is kept apart from every other company's. Inside a company, admins and coordinators see the full details. Viewers (for example management) see the board, the drivers' names, numbers and cars, and the names of guests who have been picked up, but not guests' phone numbers. Access is by invitation only.

8. How long we keep data and how to delete it

We keep data until the team deletes it. An admin can archive an event and then delete it for good; this removes its guests, pickups and message records. A short log entry stays (the event name and how many guests it had) so the company can see who deleted what. Our database provider may keep short-lived backups for recovery, after which deleted data disappears.

To close a company or remove a person's details, write to ramikaran001@gmail.com.

9. Security

Connections are encrypted. Login is by a one-time code sent to your email. Companies are separated in the database. Driver links are stored only as a hash, and guest links are signed so they cannot be guessed. No system is perfectly secure, so please keep your login email and links private.

10. Your choices

Guests and drivers can ask the event team, who entered the details, or write to us at ramikaran001@gmail.com, to correct or delete their details. We will help the team do it. We aim to handle personal data in line with Indian law, including the Digital Personal Data Protection Act, 2023.

PickupDesk is not meant for children.

11. Changes and contact

If we change this policy we will update the date on this page. Questions: ramikaran001@gmail.com.