1. Introduction
Welcome to LoadPilot. We respect your privacy and are committed to protecting your personal data. This Privacy Policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or use our SaaS platform for logistics management and tell you about your privacy rights and how the law protects you. It also covers our mobile driver app.
LoadPilot is used by drayage carriers, brokers and over-the-road (OTR) carriers. In most cases, a carrier or broker (your "company") sets up an account and invites its staff and drivers. For the operational data your company puts into LoadPilot, your company decides what is entered and why, and we process it to provide the service.
2. The data we collect about you
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, username or similar identifier, job role and profile photo.
- Contact Data includes billing address, email address and telephone numbers.
- Account Data includes your organization ID, login credentials and the permissions assigned to your role.
- Financial Data includes payment card details securely processed by our third-party payment providers.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Logistics Data includes information regarding your drivers, container dispatches, GPS tracking, and route details strictly required to provide the LoadPilot service. It also includes appointments, chassis and equipment details, documents (such as bills of lading and proofs of delivery), invoices, driver settlements and pay, and messages between drivers and dispatchers.
- Location Data includes the location of a driver's device while the driver app is used for an assigned load, so that dispatch can show live tracking and routes.
- Device and Usage Data includes IP address, browser or device type, app version and how you use the website and platform.
3. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you (e.g., providing the LoadPilot platform).
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
In practice this means using your data to dispatch loads, track containers, invoice customers and settle drivers, and to send the service messages your company configures, such as last-free-day, ETA, ERD and cut-off notifications, and account or security notices.
We do not sell your personal data.
4. Mobile app, location and documents
The LoadPilot driver app may ask for access to your device's location, camera, photo library and notifications. These permissions are used only for the features you use:
- Location to show load progress and navigation, and so dispatch can see where an assigned load is. Tracking relates to work on assigned loads.
- Camera and photos to scan or upload documents such as proofs of delivery and bills of lading, and to attach photos to chat messages. If you turn on "Save scans to my photos", the app keeps a copy of each scan in a LoadPilot album on your device.
- Notifications to tell you about new load assignments and updates.
You can change these permissions at any time in your device settings. Some features may not work without them.
5. Port data, QuickBooks and other connected services
Your company may connect third-party services to LoadPilot. We use them only to provide the features your company turns on:
- Port and terminal data. When your company connects a port account, LoadPilot fetches container information (such as ETA, availability and last free day) into your loads.
- QuickBooks. When your company connects QuickBooks, invoices created in LoadPilot are synced to QuickBooks.
- Email (Gmail and Outlook). See the section on Google User Data below.
Each connection is started by an administrator of your company and can be disconnected at any time. Those services have their own privacy policies.
6. Google user data
LoadPilot can read booking emails from a mailbox you choose to connect, so that a shipment can be created from the email instead of being typed in again. Connecting a mailbox is optional, is started by an administrator of your company, and can be undone at any time.
When you connect a Google account, LoadPilot asks Google for two permissions:
- See your email messages and settings (gmail.readonly) to read the booking emails the mailbox receives and take the shipment details out of them. LoadPilot cannot send, change or delete any message.
- See your primary Google Account email address (userinfo.email) to show you which mailbox is connected.
What we keep is the information taken out of a booking email (container, booking and reference numbers, addresses, dates and the sender) together with the identifier of the message it came from, so the same email is not turned into two shipments. The access token Google issues is stored encrypted and is used only to read that mailbox.
We do not sell Google user data, transfer it to third parties except as needed to provide the service, use it for advertising, or use it to train generalised artificial intelligence models. No human at LoadPilot reads your email except with your explicit consent, to investigate a problem you have reported, where the law requires it, or for security reasons such as investigating abuse.
You can disconnect the mailbox from within LoadPilot at any time, or from your Google Account at myaccount.google.com/permissions. Disconnecting revokes the token with Google and deletes the mail data held for that mailbox. The same applies to a Microsoft account connected for the same purpose.
LoadPilot’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Read the policy at developers.google.com/terms/api-services-user-data-policy.
7. Who we share data with
We share personal data only where needed to run the service: with your own company (its administrators and authorised staff can see data entered for its account), with service providers that help us operate the platform (such as hosting, email delivery and payment processing), with services your company has connected, and with authorities where the law requires. Service providers may only use data to provide services to us and must protect it.
8. Data retention
We keep personal data for as long as your company's account is active and as needed to provide the service, meet legal, tax and accounting obligations, resolve disputes and enforce our agreements. When it is no longer needed, we delete or anonymise it. Disconnecting a mailbox deletes the mail data held for that mailbox, as described above.
9. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Each company's data is kept in its own account, access is controlled by user roles and permissions, and connection tokens are stored encrypted. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. No system is perfectly secure; if we become aware of a breach affecting your data, we will notify you and the relevant authorities as the law requires.
10. Your rights
Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal data, to object to or restrict certain processing, to receive a copy of your data, and to withdraw consent where we rely on it. Because your company controls the operational data in its account, we may refer your request to your company. To make a request, contact us using the details below. You also have the right to complain to your local data protection authority.
11. International transfers
LoadPilot serves customers across North America. Your data may be processed in countries other than where you live. Where we do this, we take steps to ensure it is protected in line with this policy and applicable law.
12. Children
LoadPilot is a business service and is not directed at children. We do not knowingly collect personal data from anyone under 16.
13. Changes to this policy
We may update this Privacy Policy from time to time. The "last updated" date at the top shows when it was last changed. If we make material changes, we will take reasonable steps to let you know.
14. Contact us
If you have any questions about this Privacy Policy, please contact us at [email protected] or +1 647 215 3330.