Privacy Policy

To operate the Platform, we process the following categories of information:

• Account information: organization name, user name, email, role, and authentication details.
• Shipment data: RFQ content, origin and destination, timing, equipment, weight, commodity, hazmat details, and related shipment fields.
• Customer & contact data: customer company names, contacts, email addresses, and phone numbers associated with freight requests.
• Documents: PDFs, spreadsheets, scans, and email attachments submitted for AI extraction.
• Pricing & operational data: configured pricing rules, margins, carrier cost references, and audit trail records.
• Integration credentials: API keys and credentials for connected external systems, stored server-side and never exposed in the interface.

We use the information above to:

• Capture, classify, and process inbound freight requests.
• Extract shipment data and validate it against configured rules.
• Query connected external data sources for carrier and pricing information.
• Prepare quote recommendations and customer communications for human approval.
• Maintain audit trails, exceptions, and operational reporting.
• Provide, secure, and improve the Platform.

The Platform uses AI to interpret documents, extract structured shipment data, validate information, calculate pricing, and draft communications. AI processing is applied to Customer Data you submit for the purpose of operating your freight workflow. AI output is held for human review and is not used to train models on your identifiable Customer Data unless separately authorized.

Retention periods for documents, RFQs, audit logs, and customer data are configurable by administrators within the Platform's data retention settings. Where configured, the Platform applies the retention policy you set. Where not configured, we retain data only as long as necessary to provide the services and comply with legal obligations.

We protect data using role-based access control, secure authentication, least-privilege principles, and audit logging. Sensitive credentials are stored server-side and are not exposed in the user interface. Webhooks support secure authentication. Access to customer information, pricing rules, AI configuration, integrations, and audit logs is governed by assigned roles.

The Platform connects to external systems you configure, such as a TMS, carrier data source, or email provider. Data sent to and received from these systems is governed by the terms and security practices of those third parties. We are not responsible for how third-party systems handle your data once transmitted to them.

We do not sell Customer Data. We may share information with service providers that support the Platform under confidentiality obligations, and where required by law or to protect rights and safety. Aggregated, de-identified information may be used for analytics and Platform improvement.

Depending on your jurisdiction, you may have rights to access, correct, export, or delete personal data, or to object to certain processing. Administrators can manage data within the Platform. You may also contact us to exercise applicable rights.

Your information may be processed in jurisdictions other than your own. Where this occurs, we apply appropriate safeguards consistent with applicable data protection requirements.

We may update this Privacy Policy from time to time and will update the \"last updated\" date. Material changes will be communicated through the Platform or by email where practical.

Privacy questions may be directed to privacy@freightaiops.com.