Privacy Policy

Effective Date: January 31, 2026
1. Introduction
Freightmate AI, Inc. ("Freightmate AI", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website freightmate.ai or use our platform and services (collectively, the "Services").

We are committed to adhering to industry-standard information security and privacy practices. By accessing or using our Services, you signify that you have read, understood, and agree to our collection, storage, use, and disclosure of your personal information as described in this Privacy Policy and our Terms of Service. This Policy also explicitly outlines your rights to access, update, or request deletion of your personal data, and how you can contact us to exercise those rights.
2. Information We Collect
We collect information in the following ways:

‍2.1 Information You Provide to Us
  • Account Information: When we register an account for you on our platform, we use your email address and name.
  • Customer Data: As part of the Services, you may provide us with shipping documents, commercial records, and other logistics data ("Customer Data"). While this data is primarily business-related, it may occasionally contain personal data of third parties, such as:
    ------ Operational Data: Names, contact numbers, signatures, and physical addresses of drivers, consignees, or other individuals incidental to the shipment and delivery process.
    ------ Professional Contact Details: Names and business emails of logistics coordinators or agents involved in the transaction.
  • Support and Communications: Information you provide when you contact our support team, book a demo, or communicate with us via email or social media.
2.2 Information We Collect Automatically
  • Usage Data: We automatically collect log data when you use the Services, including IP addresses, browser type, operating system, referral URLs, device information, and pages visited.
  • Cookies and Tracking Technologies: We use cookies, beacons, and similar technologies to track activity on our Services and hold certain information (e.g., session status) to improve performance and user experience.
3. How We Use Your Information
We collect information in the following ways:

3.1 Service Delivery & Operations
  • To provide, operate, and maintain our Services.
  • To process transactions and manage your account.
  • To communicate with you, including sending service updates, security alerts, and support messages.
3.2 Product Improvement & AI Training
  • Aggregated Data: In accordance with our Terms of Service, we may use Customer Data in an anonymized and aggregated form for statistical research, benchmarking, and to train our Artificial Intelligence (AI) and Machine Learning (ML) models. This helps us improve automation accuracy for all users.
  • Personal Data: We do not use personal data (PII) extracted from documents for AI training unless it has been fully anonymized.
3.3 Legal & Compliance
  • To comply with applicable legal obligations, regulations, and industry standards (including SOC 2 and GDPR).
  • To enforce our Terms of Service and prevent fraud or abuse.
4. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA), our legal basis for collecting and using your personal information depends on the personal information concerned and the specific context in which we collect it:
  • Performance of a Contract: We process your data to provide the Services you have subscribed to.
  • Legitimate Interests: We process data for legitimate business interests, such as improving our AI models, Business Communications (B2B), and ensuring network security, provided these interests are not overridden by your data protection rights.
  • Legal Obligation: We may process data to comply with legal requirements (e.g., tax laws, investigation of fraud).
  • Consent: Where applicable, we will obtain your consent for specific processing activities (e.g., non-essential cookies).
5. Sharing Your Information
We do not sell your personal data. We may share your information with trusted third-party service providers who assist us in operating our Services, including providers for secure cloud infrastructure, AI and Large Language Model (LLM) processing, analytics, payment processing, and customer support tools. All providers are vetted for SOC 2, ISO 27001, and/or GDPR compliance and are bound by Data Processing Agreements (DPAs) to ensure your data remains protected.
6. International Data Transfers
Freightmate AI is headquartered in the United States. If you are accessing the Services from the EEA or other regions with laws governing data collection and use, please note that your information will be transferred to and processed in the United States (specifically AWS/GCP regions in N. Virginia).

We safeguard these transfers using Standard Contractual Clauses (SCCs) approved by the European Commission or by relying on the EU-U.S. Data Privacy Framework (where applicable to our sub-processors).
7. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes set out in this Privacy Policy.
  • Account Data: Retained for the duration of your active account plus 7 years to comply with tax and legal audit obligations.
  • Customer Data (Freight Data): Retained in accordance with the Master Services Agreement (MSA). Typically, operational freight data is retained for 1 year post-contract or deleted immediately upon request, unless a longer period is required by law.
  • Anonymized Data: We may retain anonymized and aggregated data indefinitely for research and product improvement purposes.
8. Data Security (SOC 2 & ISO 27001)
We employ industry-standard administrative, technical, and physical security measures to protect your data, aligned with ISO 27001 and SOC 2 standards. These measures include:
  • Encryption: Data is encrypted at rest (AES-256) and in transit (TLS 1.2+).
  • Access Control: Strict role-based access control (RBAC) and Multi-Factor Authentication (MFA) for all internal systems.
  • Monitoring: Continuous security monitoring and regular vulnerability assessments.
Despite these measures, no transmission over the internet is 100% secure. You are responsible for keeping your account credentials confidential.
9. Your Data Protection Rights
Depending on your location, you may have the following rights regarding your personal data:
  • Right to Access: You have the right to request copies of your personal data.
  • Right to Rectification: You have the right to request that we correct any information you believe is inaccurate.
  • Right to Erasure ("Right to be Forgotten"): You have the right to request that we erase your personal data, under certain conditions.
  • Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data.
  • Right to Object: You have the right to object to our processing of your personal data.
  • Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you.
To exercise these rights, please contact us at support@freightmate.ai. We will respond to your request within 30 days.
10. Data Breach Notification
In the event of a data breach that compromises your personal data, Freightmate AI will notify you without undue delay (and in any event within the timelines mandated by GDPR and Washington State Law RCW 19.255.010) after becoming aware of the breach.
11. Children's Privacy
Our Services are B2B products intended for general business audiences. We do not knowingly collect information from children under the age of 16.
12. Contact Us
If you have any questions about this Privacy Policy, please contact us:
‍Freightmate AI, Inc.
Attn: Data Privacy Officer;
Email: support@freightmate.ai