Privacy for Motion TMS.
Motion TMS is a Flying Penguin product. This notice describes the public website, the separate demo workspace and customer company workspaces.
Who operates Motion TMS
Motion TMS is operated by FLYING PENGUIN AI LIMITED, company number 17107961. Registered office: Unit 5 High Hazles Road, Cotgrave, Nottingham, England, NG12 3GZ. Companies House record. For privacy requests and complaints, email hello@motiontms.uk. Motion TMS is offered to business customers for business use. The operator is the controller for its own website, account and application purposes; each haulier controls its operational customer and driver data, which Motion TMS processes on its instructions. The detailed processing terms and retention schedule remain under review before customer launch.
You can ask about access, correction, deletion, restriction, portability or objection where applicable, and raise a concern with the Information Commissioner’s Office. Rights and any applicable exceptions depend on the processing. No ICO registration, certification or blanket compliance approval is claimed by this notice.
The public website
Optional Google Analytics 4 measures visits and public contact or workspace link clicks only after you allow analytics. It is not loaded before your choice or when you reject it. We do not use advertising features, Google Signals or analytics inside the private workspace. We remove URL query strings and referrers from the page information we send. Cloudflare hosts the service and may process request metadata, such as IP address, for delivery and security. Contact links open Flying Penguin’s separate website.
Optional analytics and cookies
Your analytics choice is stored in this browser for six months. If you allow analytics, Google receives public website usage information and uses first-party _ga and _ga_ cookies, configured to expire after six months. Google may process request information, including your IP address, to provide the service. Read Google’s privacy policy. Use Cookie choices at the foot of this page to withdraw or change your choice at any time. Rejecting removes our Google Analytics cookies and stops collection. A browser that blocks storage can apply your choice for the current visit only.
Google Analytics is configured to retain detailed event and user data for two months, without extending that period when a visitor returns. These settings are separate from the six-month browser choice and cookie lifetime. Standard aggregated reports use different retention rules. Google applies retention-setting changes after 24 hours.
A separate local preference remembers your light or dark theme. Workspace session cookies are necessary for sign-in and are separate from optional analytics. The free plan page has one sign-up form. It stores the name, company, email address and fleet size you enter, with a hashed network address used only to limit abuse, creates your company workspace, which you open at /join/ by setting a password, and lets us contact you about it. We do not sell these details or add you to marketing lists. Our service providers process data as described in this notice, and you can ask for removal using the contact details below.
Workspace access
Sign-in checks your email address and either an owner password or an individual private access key. Owner passwords are stored as salted password hashes; individual access keys are stored as hashes. The original platform owner uses a separately configured credential. Session records contain your email, company, a hashed random session token and an expiry time. A secure, HTTP-only cookie keeps you signed in for up to eight hours.
To limit repeated sign-in attempts, a hash derived from the request IP and a time bucket is stored temporarily. Successful sign-in also removes expired attempt and session records. Do not share your password or access key. Individual account keys can be rotated by the owner; they are shown only once when created. Motion TMS does not have multi-factor authentication yet.
Company records and documents
The Northstar demo contains fictional records. Each business that signs up starts with an empty, separate company workspace. Account, job, billing and document metadata are held in Cloudflare D1. New uploaded files, delivery photos and signatures use a private Cloudflare R2 bucket configured for the EU jurisdiction. This does not mean all account metadata or processing is restricted to the UK or EU.
Delivery evidence can include an optional device-reported location, capture time and reported accuracy when the driver or staff member chooses Capture delivery location and grants browser permission. It is saved with the job’s proof for authorised staff and that customer; it is not continuous tracking or verified proof of presence. You can remove it before saving. what3words entrance instructions may also be saved. Map and what3words links open the named external service when selected; their privacy terms then apply.
Owners manage individual access. Customers see their customer’s jobs; drivers see their published vehicle allocations. Company membership determines access to records, files, history and assistant context. Changing a browser preference does not remove shared records. Owners can revoke access, and the platform can suspend a company.
Company owners approve delivery and commercial file retention periods. The file keeps the policy basis used when it was stored. Expiry creates a review, not automatic deletion. Legal holds, unresolved work and prepared or uncertain accounting handovers can block deletion. Confirmed deletion removes file content and its filename; references, hashes and decision history remain. File retention does not erase related job, billing or account records. Ask your transport provider or the Flying Penguin team about access, correction, removal or company closure.
Uploads are limited to PDF, PNG, JPEG and WebP. They are not malware scanned. Download files only from sources you trust. Legacy demo evidence stays readable under its existing private access controls.
Selected emails and operational feeds
The optional Outlook add-in reads only the received message you select and explicitly approve. Company staff can also import a plain-text email file after review. Selected sender/recipient metadata, subject, message reference and the excerpt you approve are stored privately in your company inbox for 30 days, then deleted. Linking an email to an existing customer or job does not extend this period or change the job. It does not scan your mailbox, execute email HTML, import attachments or send emails. These excerpts are excluded from customer/driver portals and Cally’s context.
Company owners can create scoped integration feed keys, shown once and stored as hashes. Providers can send mapped vehicle positions, remaining-hours budgets or limited availability periods. Company staff review observations before they affect planning. Availability includes dates and an operational category only; do not send medical reasons or private HR notes. An imported hours budget is a planning aid, not a legal driving-hours certification. Owners can revoke feed keys; operational observations and review history remain company records.
Cally in your workspace
The signed-in workspace assistant is separate from website chat and is unavailable on sign-in and owner activation pages. It is off for a new company until its owner enables it. The fictional demo retains its existing assistant. When you send a message, Cloudflare Workers AI processes your message, the recent conversation in this tab and relevant records permitted by your account. Staff can ask about workspace operations and finance; customers see their own jobs; drivers see their published allocations. Evidence images, passwords and access keys are not sent as account context. The assistant answers questions and suggests existing controls; it cannot change records or send messages.
This conversation stays in memory in the current browser tab and is not saved as a website chat transcript in Command Centre. New conversation clears that tab’s history; leaving the page clears it too. Temporary hashed counters limit usage. The demo uses fictional records; an enabled company assistant uses permitted records from that company. Answers can be mistaken, so check the underlying job before acting.
Operational lookups and maps
Staff postcode/place searches are sent through our service to postcodes.io. Weather requests send rounded UK coordinates to Open-Meteo; your selected weather place is also kept as a browser preference. Configured vehicle lookups send registration details to DVSA or DVLA, with Microsoft handling service-token authentication where configured. Workspace maps request tiles directly from OpenStreetMap, which receives your browser network address and requested map area. These providers have their own processing and retention terms. Do not enter confidential personal information in lookup fields.
Security and data protection
Motion TMS uses access-controlled company workspaces. Account and operational records use Cloudflare D1; uploaded files use a private R2 bucket configured for the EU jurisdiction. Public website chat uses a separate Supabase-backed service. These settings do not mean that all processing, support access, backups or downstream providers are restricted to the UK or EU.
Our security and data-protection assessment is in progress. Authenticator multi-factor authentication for Motion TMS clients is planned and is not yet available. We do not currently claim independent GDPR certification, ISO certification, Cyber Essentials certification or a completed independent security audit. Provider security credentials do not certify Motion TMS. This notice describes current processing and controls; it is not a guarantee of security or a declaration that every legal requirement has been satisfied.
We assess applicable UK GDPR, Data Protection Act and privacy/electronic-communications duties alongside our technical controls. Evidence, remaining actions and internal review decisions are tracked privately. Contact hello@motiontms.uk with privacy or security questions. You can also raise a concern with the ICO.
Questions or access removal
Contact the Flying Penguin team through the contact page to request removal of your access. Sign out to revoke the current session. Public signup creates an empty company workspace. Eligible account owners can request a time-limited recovery email; contact us if you need help recovering access.
Last updated: 10 November 2026.
Website chat with Cally
Cally is Motion TMS’s AI-powered digital assistant. Opening the chat does not contact the AI service. When you send a message, its text and a random session identifier are sent to our Command Centre. A Supabase Edge Function hosts the chat gateway and uses the shared Command Centre database for saved conversations. Anthropic generates replies and Voyage AI helps find relevant public Motion TMS information. Messages and replies are saved for the owner’s review and service improvement. This chat does not access private workspace records.
Do not include passwords, access keys, payment information, customer details or confidential freight records. Chat answers can be incomplete or mistaken; the team can confirm details at hello@motiontms.uk. A conversation does not book a load, submit a pilot application or send an email. The New conversation button starts a fresh session in this browser tab; it does not delete saved messages. Contact the owner to request access to or deletion of a saved conversation. During development, retention and deletion are managed manually. Optional Google Analytics does not receive chat message text.
Founding haulier applications
When you apply for the founding haulier partnership, we collect your name, business, email address, fleet size, feedback and any optional phone number/current-system details. We use these to assess operational fit, contact you about the application and provide the full partnership terms. Applying does not create an account or put you on a marketing list.
Applications are stored in Cloudflare D1 and are available only to authorised Motion TMS platform administrators. A notification containing your application is sent to the service owner through our transactional email provider. A hashed network/email counter temporarily limits abuse. We keep the application while reviewing it and handling the partnership or related correspondence. Contact hello@motiontms.uk to request access, correction or removal. Please avoid confidential customer, driver or freight information in your application.