Privacy Policy
Effective Date: October 27, 2025

1. Who We Are (Data Controller)
   Flex Logistics / Flex VTC (“Flex VTC”, “we”, “our”, or “us”) operates the website https://flexvtc.com (the “Site”) and the related virtual trucking company services, events, convoys, and community platforms.

For the purposes of data protection laws, Flex Logistics / Flex VTC is the “data controller,” meaning we decide how and why personal information is processed.

Contact for privacy matters:
Email: contact@flexvtc.com
Location: Cairo, Egypt
Subject line: “Privacy Request”

If you have any questions about this Policy or how we handle your data, you can contact us using the above details.

If you are located in the EU/EEA or UK and believe your data protection rights have been violated, you also have the right to lodge a complaint with your local data protection authority. You can contact us first, but you do not have to.

By using the Site or our services, you agree to this Privacy Policy. If you do not agree, do not use the Site or submit information to us.

2. Scope of this Policy

This Privacy Policy explains how we collect, use, share, store, and protect personal information when you:

• Visit or browse the Site

• Apply to join Flex VTC

• Participate in our convoys, events, or community activities

• Appear on our rosters, leaderboards, or public posts

• Interact with our official communication channels (for example Discord or similar platforms)

“Services” in this Policy means all of the above.

3. Information We Collect

We collect different types of information depending on how you interact with us.

3.1 Information You Provide Directly
We may collect information you submit to us, including:

• Driver / profile name or username

• Discord username, ID, and basic profile info

• Steam / TruckersMP / game IDs or similar identifiers

• Country or general location you choose to share

• Contact information such as email

• Application forms or signup details (for example: applying to join our VTC or attend an event)

• Support or moderation messages you send us (for example: reports, appeals, harassment complaints)

If you contact staff about an issue (for example, behavior in a convoy), we may store that conversation as part of our moderation record.

3.2 Event / Community Participation Data
When you take part in our convoys, events, voice channels, or other activities, we may record:

• Attendance and participation history

• Driving / behavior notes during events (for example: blocking, reckless driving, harassment reports)

• Roles, ranks, and internal status in the VTC

• Screenshots, video clips, and group photos captured during events

• Warnings, restrictions, or bans related to rule enforcement

Some of this information (for example, driver name, rank, public screenshots) may appear on rosters, leaderboards, recap posts, announcements, or other public materials.

3.3 Technical and Usage Data
When you access the Site or services we run, certain technical data may be collected automatically. This can include:

• IP address

• Browser/device type and operating system

• Pages visited and on-site actions

• Date and time of access

• Referring/exit pages

• General connection and performance data

We use this data for security, performance, abuse prevention, analytics, and service improvement.

4. Cookies and Tracking Technologies

We may use cookies and similar technologies to:

• Keep you signed in or remember your preferences

• Improve security and prevent abuse

• Understand how visitors use the Site

• Improve performance and user experience

Important for EU/EEA/UK visitors:

• Only strictly necessary cookies (the ones required for the Site to function) will load by default.

• Analytics, advertising, marketing, and other non-essential cookies will not be activated unless you give clear, affirmative consent.

• You can reject or withdraw consent for non-essential cookies at any time.

• You can control essential and non-essential cookies using your browser settings and, where available, our cookie banner or preferences panel.

If you fully block cookies, some features may not work correctly.

5. How We Use Your Information

We use the information we collect for purposes such as:

• Operating and managing Flex VTC (applications, ranks, convoys, events, rosters)

• Displaying community activity such as attendance, screenshots, or driver achievements

• Moderating our spaces and enforcing community rules

• Investigating spam, trolling, harassment, or dangerous behavior

• Communicating with you (event info, updates, safety notices, policy changes)

• Protecting our members, our reputation, and the stability of events

• Operating and improving the Site, infrastructure, and tools

• Meeting legal, compliance, and safety obligations

We may create summaries or statistics (for example “top drivers this month”) and post them publicly or internally. These summaries may include your driver/tag name.

6. Legal Basis for Processing (EU/EEA/UK users)

If you are located in the EU, EEA, or UK, we process personal data on one or more of these legal bases:

a. Performance of a service:
We need certain information to run convoys, manage membership, and deliver the service you asked for.

b. Legitimate interest:
We have a legitimate interest in running a safe and well-managed community, preventing abuse, protecting members, and improving our services. We only rely on this where our interests are not overridden by your rights.

c. Consent:
In some cases (for example, optional public promotion, publishing certain profile info, or loading non-essential cookies), we rely on your explicit consent. You can withdraw consent at any time.

d. Legal obligation:
We may keep or disclose certain information if we are legally required to do so.

7. How We Share Information

We may share information in the following situations:

7.1 Inside Flex VTC
With Flex VTC management, convoy control, moderators, and other authorized team members who need this data to operate events, review applications, enforce rules, and handle safety.

7.2 Service Providers / Platforms We Use
We rely on external platforms (for example: multiplayer servers, Discord, hosting/analytics providers, communication tools). These platforms may collect and process their own data about you under their own terms and privacy policies. We may allow trusted providers limited access to data when they help us with hosting, moderation, support, or security.

7.3 Safety and Enforcement
We may share information if we believe it is reasonably necessary to:

• Enforce our rules

• Investigate or prevent fraud, abuse, harassment, threats, or other harmful activity

• Protect the rights, safety, or property of Flex VTC, our members, or others

7.4 Legal Requirements
We may disclose information if we believe we are required to do so by law, regulation, court order, or lawful request from authorities.

We do not sell personal information for money.

8. Data Retention

We keep personal information only for as long as it is needed for the purposes in this Policy. This includes:

• Running events and managing membership

• Handling reports, moderation actions, disputes, and bans

• Meeting legal, safety, and record-keeping requirements

For serious violations (for example: harassment, credible threats, dangerous behavior in convoys) we may keep internal notes or ban records so that we can protect the community in the future.

When information is no longer needed, we delete it or remove identifying details, unless we are legally required to keep it longer.

9. Security

We use reasonable technical and organizational measures to help protect personal information from unauthorized access, alteration, disclosure, or destruction. Access to personal data is limited to team members who genuinely need it to operate convoys, moderate the community, or provide support.

However, no internet system is 100% secure. We cannot guarantee absolute security of data transmitted over the internet or stored on third-party platforms.

You are responsible for keeping your own login details, linked accounts, and IDs secure, and not sharing them publicly.

10. Your Rights

Depending on where you live, you may have some or all of the following rights regarding your personal data:

• Right to be informed about how your data is used

• Right of access (you can request a copy of your data)

• Right to correct inaccurate or incomplete data

• Right to delete certain data (“right to be forgotten”), in cases where the law allows it

• Right to restrict certain types of processing

• Right to data portability (you can request certain data in a portable format)

• Right to object to certain processing

• Right to withdraw consent where we rely on consent

To exercise these rights, contact us at contact@flexvtc.com with the subject “Privacy Request”. We may ask you to verify your identity. In some cases we may not be able to fully comply (for example, where we must keep certain records for safety, fraud prevention, or legal reasons), but we will explain that if it applies.

If you are in the EU/EEA or UK, you also have the right to complain to your local data protection authority if you are not satisfied with how we handle your data.

11. Children and Minimum Age

We do not knowingly collect personal information from anyone under the age of 13.

If you are under the minimum digital consent age in your country (this is typically between 13 and 16 in the EU/EEA and UK), you must have your parent or legal guardian’s permission before submitting personal information or using any service that requires an account.

If we learn that we processed personal data from a child who does not meet these requirements, we will take reasonable steps to delete that information.

12. International Data Transfers

We operate primarily from Egypt, and we may use hosting, communication, moderation, and support services that are located in other countries. This means your information may be stored or processed in locations that have different data protection rules than your own country.

By using the Site or our services, you consent to this transfer and processing.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the “Effective Date” at the top of the page.

If we make significant changes to how we handle personal information, we may also provide an additional notice (for example, in our community channels or on the Site).

After an updated version is posted, continuing to use the Site or our services means you accept the updated Policy.

14. Contact

To ask questions about this Privacy Policy, request access to your data, request deletion, or report a privacy concern, contact us at:

Email: contact@flexvtc.com
Subject line: “Privacy Request”
Location: Cairo, Egypt

If you are in the EU/EEA or UK, you can also contact your local data protection authority.