Privacy Policy

1. Information We Collect

We collect information that you provide directly to us, information we collect automatically when you use the Service, and information from third-party integrations.

• Account and Registration Data: When you sign up, we collect your name, email address, organization details, and billing information.
• Customer Data: Operational data you input into the Service as part of running your logistics workflows, including load details, dispatch records, driver information, and invoices.
• Integration Data: When you connect third-party systems (e.g., QuickBooks Online, Motive, Samsara, Trimble), we store OAuth tokens, connection metadata (like a company or realm identifier), and related sync state to facilitate the integration.
• Usage and Diagnostic Data: We automatically collect basic usage information, device information, IP addresses, and error logs to operate, secure, and improve the Service.

2. How We Use Your Information

We use the information we collect for the following business purposes:

• To provide, maintain, and improve the Service.
• To power our AI agents and automation features (we do not use your private Customer Data to train shared foundational AI models without your explicit consent).
• To authenticate users and enforce organization access controls.
• To run integrations you enable (for example, syncing accounting data to QuickBooks Online or fetching telematics data).
• To process payments and manage billing.
• To detect, prevent, and respond to security or abuse issues.
• To communicate with you about updates, security alerts, and support messages.

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: We share information with trusted third-party vendors who provide hosting, database, analytics, and payment processing services on our behalf.
• Integration Partners: When you explicitly connect a third-party integration (e.g., QuickBooks Online), we share necessary data with that partner to deliver the requested functionality.
• Legal Requirements: We may disclose information if required to do so by law or in response to valid requests by public authorities.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as a business asset.

4. Data Security and Retention

We implement industry-standard technical and organizational measures to protect your data against unauthorized access, loss, or alteration. We retain your information for as long as your account is active or as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements.

5. Data Control and Integrations

You have control over your connected integrations. You can disconnect integrations (including QuickBooks Online) at any time from within the Service settings. When disconnected, the Service stops syncing data and the integration is deactivated.

6. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service prior to the changes taking effect. Your continued use of the Service after the effective date constitutes your acceptance of the updated Privacy Policy.

7. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at ops@trailflow.ai.