Privacy notice
Last updated: 12 October 2026 · Version 2026-10-12
We use your information to plan your route, manage your account and keep the service secure.
Who is responsible
OptiRoute is a trading name of Great Oaks Tree Services, the operator and controller of information used to run this service. For privacy questions or requests, email office@greatoakstreeservices.co.uk.
Route data
You enter addresses, postcodes and route settings. Imported TXT and CSV files are read in your browser; the file itself is not uploaded. Address lines are sent to external lookup services to locate the stops. Coordinates pass through our server to calculate the road route. We do not store your route addresses in the account database.
Your current journey, its stop list and progress are held in this browser tab so you can return after using a navigation app. This expires after 12 hours without a new route or progress update and is cleared on the next visit or when the browser clears the tab’s storage. If you choose Remember inputs on this device, your input addresses and settings are also stored on this device for up to 30 days after use. They expire and are removed on the next visit. You can clear them at any time on our cookies and storage page.
Please enter only the location details needed for the journey. Leave out names, phone numbers, access codes, medical information and other private notes. If you provide another person’s address, you must be entitled to use and share it for route planning.
Accounts, payment and support
If you create an account, we store your email address, a password hash, account creation date, login session records, and any paid-access status and expiry. We store Stripe customer and checkout/payment references when payments are connected. The checkout records can include the version of the terms you accepted and the time of acceptance. We do not receive or store full card details.
When you contact us, we receive the details you include. Hosting and security providers may process technical information such as IP addresses, request times and browser information. Our application uses hashed identifiers for temporary rate limits to prevent abuse.
Why we use it
- To provide the service: account administration, requested route calculations and paid access. For your account and purchases, our basis is performing or taking steps towards a contract with you.
- To handle route locations and support: our legitimate interests in providing the planning service you request and resolving enquiries, including where locations relate to other people.
- To protect the service: our legitimate interests in preventing fraud, abuse and unauthorised access.
- To meet legal requirements: financial records and responses to lawful requests, where a legal obligation applies.
Providing an email and password is necessary to create an account. You can use the free planner for up to 15 stops without an account. OptiRoute does not add advertising trackers, use your route data for marketing, sell it, or make decisions with legal or similarly significant effects based on your route.
Services that receive information
- Photon, operated by Komoot: full address queries for location lookup.
- Postcodes.io: postcode queries, including fallback lookup when a full address is not located.
- Public OSRM routing services: stop coordinates, via routing.openstreetmap.de and router.project-osrm.org.
- OpenStreetMap: requests for map images covering the area you view.
- UNPKG: requests to load the Leaflet map software. This does not require route addresses.
- OpenAI Sites and its Cloudflare infrastructure: hosting, the account database and delivery/security of the website.
- Stripe, when checkout is available: your email, billing/payment information and purchase references for payment processing and financial records.
- Google Maps or Apple Maps: destination coordinates when you choose the relevant navigation link. Their app may separately ask for your location.
Browser requests to lookup, map and software services disclose your IP address to those services. Public services may keep their own operational logs. Their own privacy practices also apply. Opening a navigation link is optional; OptiRoute itself does not request access to your phone’s GPS location.
International processing
These services operate internationally and requests may be processed outside the UK. OptiRoute does not promise UK-only storage or processing. Contact us for details of provider arrangements and applicable transfer safeguards. If your organisation needs a data-processing agreement or particular hosting restrictions, contact us before importing customer data.
How long we keep information
Account information is kept while your account remains open. Expiry of paid access keeps the account on the free tier. You can delete the account in the account area; this removes its login, session and paid-access records from our application database. Expired login and rate-limit records are removed during subsequent service activity. Financial records held separately by Stripe or by the business may remain for the recordkeeping periods that apply to our business. Support correspondence is kept while needed to resolve the enquiry and any related complaint, legal claim or recordkeeping obligation.
Account deletion does not automatically erase route information stored in your browser or copies you have exported. Use Clear route data and delete downloaded files separately.
Your choices and rights
Depending on the circumstances, you can ask to access, correct or erase your personal information, restrict or object to its use, or receive a portable copy. Email us with your request. We may need to verify your identity. Some rights have exceptions, including where records are required by law.
You can also complain to the Information Commissioner’s Office. We would welcome the chance to resolve a concern first.
Changes
We will update this notice when the way we use data changes and show the date above. Material changes affecting account holders will be brought to their attention.