Privacy Policy

1. Information We Collect

The information we process depends on how our Services are used and may include the following categories.

A. Account and Contact Information

We may collect business and contact information such as:

• name;
• business email address;
• telephone number;
• company name;
• job title;
• login or account information; and
• communications with FreightFi.

B. Customer and Service Data

When a customer uses FreightFi or authorizes FreightFi to access its systems, we may process information provided by or on behalf of that customer (“Customer Data”).

Customer Data may include:

• shipment and load information;
• rate and pricing information;
• customer and carrier records;
• invoice and billing information;
• accounts receivable and accounts payable information;
• bills of lading, proofs of delivery, rate confirmations, invoices, and other transportation documents;
• names, contact information, signatures, driver information, or other information appearing in transportation records;
• customer-specific operating procedures, business rules, lane information, and contractual terms;
• workflow status and operational records;
• documents and files stored in customer-authorized repositories;
• information obtained through transportation management systems, enterprise systems, APIs, webhooks, file transfers, and other customer-authorized integrations; and
• information generated through use of the Services, including audit findings, exceptions, workflow events, classifications, recommendations, and related metadata.

Customer Data remains subject to the customer's rights and applicable agreements between FreightFi and the customer.

C. Integration and System Information

When a customer authorizes FreightFi to integrate with or access systems such as transportation management systems, Microsoft SharePoint, accounting systems, customer portals, APIs, or other applications, we may receive information necessary to operate those integrations.

This may include:

• system identifiers;
• API responses;
• webhook events;
• authentication or authorization information;
• configuration data;
• access permissions;
• system logs; and
• records retrieved from or transmitted to an authorized system.

FreightFi uses such access for purposes related to providing, maintaining, supporting, testing, evaluating, or improving the Services for the applicable customer.

D. Website and Technical Information

When someone accesses our websites or Services, we may automatically collect information such as:

• IP address;
• browser and device information;
• operating system;
• pages or features accessed;
• timestamps;
• referring pages;
• log information;
• application performance information; and
• diagnostic and security data.

We may use cookies or similar technologies where appropriate to operate, secure, analyze, and improve our websites and Services.

2. How We Use Information

FreightFi may use information to:

• provide and operate the Services;
• perform freight billing, audit, documentation, workflow, and managed-service activities;
• connect to customer-authorized systems and integrations;
• retrieve, process, organize, compare, validate, or transmit customer-authorized information;
• identify billing, documentation, pricing, or workflow exceptions;
• automate or assist freight and billing workflows;
• provide reports, recommendations, notifications, and operational outputs;
• configure the Services according to customer-specific requirements;
• test and evaluate Service performance;
• maintain and improve reliability, accuracy, and functionality;
• troubleshoot technical issues;
• provide customer support;
• secure the Services and detect misuse or unauthorized activity;
• communicate with customers and users;
• comply with legal obligations; and
• enforce our agreements and protect our legal rights.

When FreightFi processes Customer Data on behalf of a customer, we generally process that information to provide the Services requested or authorized by that customer.

3. Artificial Intelligence and Automated Processing

FreightFi may use artificial intelligence, machine learning, rules-based systems, document-processing technologies, or other automated technologies as part of the Services.

These technologies may be used for activities such as:

• document extraction and classification;
• matching transportation documents and records;
• identifying discrepancies or exceptions;
• evaluating billing information;
• analyzing customer-specific business rules;
• prioritizing workflow tasks;
• generating recommendations or summaries; and
• assisting with or automating operational workflow steps.

Depending on the customer's configuration and the Services being provided, Customer Data may be processed by these technologies when necessary to perform the applicable service.

FreightFi may use third-party technology providers to support these capabilities. When doing so, FreightFi seeks to limit third-party processing to what is reasonably necessary to provide the applicable service.

4. How We Disclose Information

FreightFi may disclose information in the following circumstances.

Service Providers

We may use third parties that provide services such as:

• cloud infrastructure and hosting;
• storage and databases;
• artificial intelligence or machine-learning infrastructure;
• software development and monitoring;
• authentication and security;
• communications;
• analytics;
• customer support; and
• other technical or operational services.

These providers may process information on FreightFi's behalf as necessary to perform their services.

At the Customer's Direction

We may disclose or transmit Customer Data when instructed or authorized by the applicable customer, including to systems, applications, employees, contractors, carriers, vendors, or other parties designated by that customer.

Business Transactions

Information may be transferred in connection with a merger, financing, acquisition, reorganization, sale of assets, or similar corporate transaction, subject to applicable law and contractual restrictions.

Legal and Safety Requirements

We may disclose information where we reasonably believe disclosure is necessary to:

• comply with applicable law, regulation, court order, subpoena, or other legal process;
• protect the rights, property, or safety of FreightFi, our customers, users, or others;
• investigate fraud, misuse, security incidents, or unlawful activity; or
• establish, exercise, or defend legal claims.

FreightFi does not disclose Customer Data to third parties for their independent use except as authorized by the customer, required to provide the Services, permitted under an applicable agreement, or required by law.

5. Customer-Controlled Information

A customer may provide FreightFi with access to information relating to the customer's own employees, customers, carriers, vendors, contractors, drivers, or other persons.

In those circumstances, the customer determines what systems and information FreightFi is authorized to access and the purposes for which FreightFi provides the Services.

Questions concerning information controlled by one of our customers may need to be directed to that customer.

6. Data Security

FreightFi takes reasonable administrative, technical, and organizational measures designed to protect information from unauthorized access, acquisition, loss, misuse, alteration, or disclosure.

Security measures may include access controls, authentication mechanisms, system monitoring, credential-management practices, infrastructure protections, and other safeguards appropriate to the nature of the Services and information being processed.

No system or method of transmitting or storing information can be guaranteed to be completely secure.

If FreightFi becomes aware of a security incident involving Customer Data, we will address the incident in accordance with applicable law and our contractual obligations.

7. Data Retention

FreightFi retains information for as long as reasonably necessary to:

• provide the Services;
• support active customer relationships;
• maintain appropriate business and operational records;
• meet legal, contractual, accounting, security, and compliance obligations;
• resolve disputes; and
• enforce agreements.

Retention periods may vary depending on the nature of the information, the applicable customer relationship, technical backup processes, and applicable legal or contractual requirements.

Upon termination of a customer relationship, Customer Data may be deleted, returned, de-identified, or retained as required or permitted under applicable agreements, law, security requirements, or standard backup and record-retention processes.

8. Data Minimization and Access

FreightFi seeks to limit access to Customer Data to personnel, contractors, systems, and service providers that reasonably require access to provide or support the Services.

Customers are responsible for determining which systems, accounts, permissions, and information they authorize FreightFi to access.

Customers may revoke or modify integration access subject to the functionality of the applicable systems and any contractual obligations between the customer and FreightFi.

9. Privacy Rights

Depending on where an individual resides and which laws apply, the individual may have rights relating to Personal Information, which may include rights to:

• request access to certain Personal Information;
• request correction of inaccurate Personal Information;
• request deletion of certain Personal Information;
• obtain a copy of certain Personal Information;
• object to or restrict certain processing; or
• appeal certain decisions concerning a privacy request.

These rights are subject to applicable legal exceptions and may not apply in all circumstances.

Where FreightFi processes Personal Information solely on behalf of a customer, FreightFi may direct the request to the applicable customer or assist the customer in responding as required by applicable law or contract.

To submit a privacy request, contact us using the information in the “Contact Us” section below.

10. Business-to-Business Information

Much of the information FreightFi processes relates to businesses and commercial transportation activity rather than consumer activity.

Nevertheless, transportation documents and operational systems may contain information relating to identifiable individuals. FreightFi handles such information in accordance with this Privacy Policy, applicable agreements, and applicable law.

11. Children's Privacy

The Services are intended for businesses and business users and are not directed to children under 13.

FreightFi does not knowingly collect Personal Information directly from children under 13 through its websites or Services.

12. Third-Party Systems and Services

The Services may integrate with or provide access to third-party systems, websites, applications, and platforms.

Those third parties maintain their own privacy and security practices, and this Privacy Policy does not govern processing performed independently by those third parties.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, data practices, legal requirements, or business operations.

When we make changes, we will update the effective date at the top of this Privacy Policy. Where required by applicable law, we may provide additional notice regarding material changes.

14. Contact Us

For questions about this Privacy Policy, our privacy practices, or Customer Data processed through FreightFi, contact: