Privacy Policy

Loadlinkers Logistics LLC ("Loadlinkers," "we," "us," or "our") operates the Loadlinkers TMS software platform. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and the choices available to you. This policy applies to all users of the Service, including account administrators, team members, and any individuals whose data is entered into the platform by a Tenant organization.

This policy should be read alongside our Terms of Service, which governs your overall use of the platform.

1. Data We Collect

1.1 Account and Profile Information

When you register for an account, we collect your name, email address, password (stored as a salted hash — we never store plaintext passwords), and any optional profile information you provide. Organization administrators also provide organization name and billing contact information.

1.2 Organization and Operational Data

In the course of using the Service, Tenant organizations input and generate operational data including: load records and shipment details, carrier records (including DOT numbers, MC authority numbers, insurance certificates, and contact information), customer records (shipper and consignee names, addresses, and contacts), rate confirmations and financial records (shipper rates, carrier rates, broker margins), invoice and settlement records, and facility directory entries.

This operational data is owned by the Tenant organization. Loadlinkers stores and processes it solely to provide the Service.

1.3 Driver Information (Entered by Tenants)

Tenant organizations may enter driver names and phone numbers when creating loads for tracking purposes. This information is provided by the Tenant, not collected directly from drivers. Loadlinkers processes it on behalf of the Tenant.

1.4 GPS and Location Data

The driver tracking feature uses tokenized links. When a driver or shipper opens a tracking link and grants location permission in their browser or device, the Service records GPS coordinates (latitude, longitude, and timestamp). Location pings are associated with the specific load record and visible to the Tenant's team.

Location data is used exclusively for shipment tracking. We do not aggregate location data across drivers or tenants, use it for advertising, or sell it to third parties.

1.5 Uploaded Documents

Users may upload documents such as rate confirmations, proofs of delivery (PODs), invoices, and carrier insurance certificates. These documents may contain personal data belonging to third parties (e.g., driver signatures on PODs, shipper contact names on rate confirmations). By uploading such documents, you represent that you have the right to process this data and that doing so is consistent with your legal obligations.

1.6 Payment Information

Subscription payments are processed by Stripe, Inc. Loadlinkers does not receive or store your full credit card number, CVV, or bank account details. We receive from Stripe only a tokenized payment method reference, the last four digits of the card, the card type, and the billing name. Stripe's own privacy policy governs its handling of payment data.

1.7 Usage and Analytics Data

We collect information about how you interact with the Service, including pages visited, features used, session timestamps, IP addresses, browser type, and device information. This data is used to monitor platform health, debug issues, and improve the Service.

1.8 API Keys and Credentials (Encrypted)

If you configure third-party integrations or API keys within your account, those values are encrypted at rest using AES-256-GCM encryption with per-organization encryption keys before storage. Loadlinkers staff cannot read plaintext API key values.

1.9 Connected Mailbox (optional)

A Tenant administrator may connect the organization's own mailbox (IMAP for reading, SMTP for sending) by entering the mailbox address and an app password. We store that app password encrypted, and it is never shown again or written to logs. When connected, Loadlinkers checks the mailbox on a schedule, or when you press "Check now", only to find PDF or image attachments that look like rate confirmations. For each message we keep the sender address, subject, date, and the attachments we import; we do not store the full text of your emails. Loadlinkers sends email from your mailbox only when a user presses Send on a specific message; nothing is sent automatically or in bulk. For each message sent we keep a log entry (recipients, subject, time and the mail server's response) but not a copy of the body. You can disconnect the mailbox at any time in Settings, which deletes the stored app password immediately.

1.10 Driver Upload Links

A load can have a tokenized link that a driver opens on a phone to upload a proof of delivery or bill of lading and to check in. The link needs no account. Files a driver uploads are stored with that load, and the link stops working 30 days after delivery (a Tenant administrator can also regenerate it, which invalidates the old link).

2. How We Use Your Data

• Providing the Service — Storing, displaying, and processing your operational data to enable load management, carrier vetting, document handling, invoicing, and all other platform features.
• OCR and Document Processing — Uploaded documents are sent to a third-party AI/vision model provider for optical character recognition and structured data extraction. See Section 4 for disclosure of this sharing.
• Billing — Processing subscription payments and sending billing notifications through Stripe.
• Email Communications — Sending transactional emails (trial expiration notices, billing receipts, password reset emails, load tracking notifications, and system alerts). We do not send marketing emails without your opt-in consent.
• Platform Improvement — Analyzing anonymized, aggregated usage data to improve features, fix bugs, and understand how the platform is used.
• Legal Compliance and Safety — Responding to valid legal process, enforcing our Terms of Service, or protecting the rights and safety of Loadlinkers and its users.

3. Cookies and Tracking

The Service uses cookies and similar tracking technologies for the following purposes:

• Session cookies — To maintain your authenticated session while you are logged in. These are required for the Service to function.
• Preference cookies — To remember settings such as UI preferences (stored in browser local storage).
• Analytics and advertising cookies — Optional, set only with your consent (see 3.1 below). You can withdraw consent from Cookie Settings in the footer.

Apart from the Meta Pixel described in the next section, which is off unless you consent, the Service does not use third-party advertising cookies or cross-site behavioral tracking.

3.1 Meta Pixel (advertising measurement)

With your consent, our public website pages load the Meta Pixel from Meta Platforms, Inc. so we can measure visits and the performance of our ads. The Pixel runs only on public pages (home, product pages, sign-up, log-in, cookie, privacy and terms pages) and never inside the signed-in application.

• What is sent: page views and the page address, clicks on sign-up, free-trial and pricing buttons, a completed registration event, and, after a successful subscription, the plan price and currency. Meta also receives standard browser information and the _fbp and _fbc cookie identifiers.
• What is not sent: your email address, name, phone number, password, organization name, or any load, customer, carrier or document data.
• Consent: the Pixel does not load until you accept analytics and advertising cookies. You can withdraw consent at any time from Cookie Settings in the footer; events then stop immediately.
• Meta's use: Meta processes this data under its own policy: Meta Privacy Policy.

4. Third-Party Data Sharing

We share data with third parties only as described below. We do not sell personal data.

• Stripe, Inc. (Payment Processing) — Receives billing contact and payment method data to process subscription charges. Governed by Stripe's Privacy Policy.
• Supabase, Inc. (Database and Infrastructure) — Our primary database, authentication, and file storage provider. Tenant data is stored on Supabase-managed infrastructure. Governed by Supabase's Data Processing Agreement.
• AI/Vision OCR Provider — Uploaded and emailed rate confirmation and proof-of-delivery files (the PDF or image itself, not the rest of your email) are transmitted to a third-party AI vision model provider for text extraction. Today that provider is Google (Gemini API). The provider may change as the platform evolves; the relevant vendor is identified in our sub-processor list available upon request.
• Carrier Verification Data Provider — Carrier DOT/MC numbers may be submitted to a third-party data provider (currently FMCSA public data APIs or a contracted commercial safety data provider) to retrieve authority status, safety ratings, and insurance information.
• Legal and Compliance — We may disclose data to law enforcement or regulatory authorities in response to valid legal process, or to protect the rights, property, or safety of Loadlinkers, its users, or the public.

5. Tracking Links and Public-Facing Pages

The platform generates tokenized public tracking links that can be shared with drivers or shippers. These pages expose only non-sensitive shipment information: the load reference number, origin and destination (city/state level), status, and estimated arrival. Rate, carrier rate, broker margin, customer contact details, and internal notes are never visible on public tracking pages.

Tracking links are time-limited and associated with a single load. Accessing a tracking link may result in location data being collected as described in Section 1.4.

6. Data Retention and Deletion

We retain your data for as long as your account is active. Upon cancellation of your subscription:

• Your account enters a 30-day post-cancellation window during which you may export your data.
• After 30 days, your operational data (loads, carriers, financial records, documents) will be permanently deleted from our active databases.
• Backup copies may persist for up to 90 days before automatic deletion.
• We may retain certain records longer if required by applicable law or to resolve open disputes.
• A connected mailbox's app password is deleted when you disconnect it and with the rest of the account data above. Imported attachments are ordinary documents of your organization and are kept (and deleted) with the rest of your operational data.

To request early deletion of your data or to submit a data deletion request, contact us at support@loadlinkers.co.

7. Security Measures

We implement the following security practices:

• Encryption at rest — Sensitive fields (API keys, credentials) are encrypted using AES-256-GCM with per-organization keys. Database storage is managed by Supabase, which uses encrypted storage volumes.
• Encryption in transit — All data transmitted between your browser and the Service is encrypted via TLS 1.2+.
• Row-level security (RLS) — The database enforces tenant data isolation at the database layer. Each organization's data is inaccessible to other organizations.
• Access controls — Role-based access control limits team member access to only the features and data their role permits. Organization administrators control team permissions.
• Authentication — Passwords are never stored in plaintext. Authentication is handled via Supabase Auth with support for email/password and OAuth (Google) sign-in.

No system is perfectly secure. If you become aware of a security vulnerability in the Service, please contact us at support@loadlinkers.co.

8. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

• Access — Request a copy of the personal data we hold about you.
• Correction — Request correction of inaccurate personal data.
• Deletion — Request deletion of your personal data, subject to legal retention obligations.
• Portability — Request your operational data in a machine-readable format. Organization administrators can export most data from the account dashboard.
• Opt-out of marketing communications — Use the unsubscribe link in any marketing email or contact us directly.

To exercise any of these rights, contact us at support@loadlinkers.co. We will respond within 30 days. We may need to verify your identity before fulfilling requests.

9. Children's Privacy

The Service is not directed at individuals under the age of 16 (or 13 in jurisdictions where that is the applicable minimum age). We do not knowingly collect personal data from children. If you believe a minor has provided us with personal data, please contact us immediately at support@loadlinkers.co and we will take steps to delete that information.

10. International Data Transfers

Loadlinkers is based in the United States and the Service operates primarily on US-based infrastructure. If you are accessing the Service from outside the United States, your data will be transferred to and processed in the United States. By using the Service, you consent to this transfer. If you have concerns about cross-border data transfers (including GDPR compliance for EU users), please contact us to discuss data processing agreements.

11. Governing Law

This Privacy Policy is governed by the laws of the State of Wyoming, USA, consistent with our Terms of Service.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by sending an email to your account's primary contact address and/or displaying an in-app notice at least 14 days before the changes take effect. The updated policy will be posted at this URL with a revised effective date. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. SMS / Text Messaging

If you agree to receive text messages from Load Linkers (for example during a sales call), we collect your mobile phone number to send you follow-up messages about our software and your trial. Message frequency varies. Message and data rates may apply. You can reply STOP at any time to opt out or HELP for help. We do not share mobile information or text messaging opt-in data with third parties or affiliates for their marketing or promotional purposes.

14. Contact Us

For any privacy-related questions, data requests, or concerns, contact our privacy team at:

support@loadlinkers.co

Loadlinkers Logistics LLC
Wyoming, USA