Privacy Policy

1. Introduction

This platform is operated by LogisticFlow LLC, a limited liability company organized under the laws of North Carolina, USA, with its principal place of business in Raleigh, North Carolina, USA ("LogisticFlow," "we," "our," or "us"). LogisticFlow operates a multi-tenant dispatch management platform for logistics companies, accessible at https://logisticflow.net.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our platform and services. If you have any questions about this policy, you can reach us at admin@logisticflow.net.

2. Information We Collect

We collect the following categories of information:

• Personal Information: Names, email addresses, phone numbers, and account credentials provided during registration and profile setup.
• Driver Information: Driver profiles, license details, compliance documents (such as insurance certificates, medical cards, and other regulatory documents), and vehicle information.
• Email Data via Gmail API: With your explicit authorization, we access your Gmail account to scan for job-related PDF attachments and extract dispatch and job details, and (with a separate consent) to send dispatch-related emails on your behalf from your connected mailbox. Specifically, we request the following Google OAuth scopes:
  • https://www.googleapis.com/auth/gmail.readonly — to read messages and attachments identified as job-related (e.g. rate confirmations, BOLs, dispatch emails) so we can extract dispatch and job details.
  • https://www.googleapis.com/auth/gmail.send — when you opt in, to send dispatch and notification emails on your behalf from your connected mailbox.
  We do not request scopes that allow us to delete or permanently modify your messages.
• Uploaded Documents: Bills of lading (BOL), rate confirmations, proof of delivery documents, fuel statements, and other job-related files you upload to the platform.
• Job and Dispatch Data: Pickup and delivery locations, job statuses, scheduling information, route details, and operational notes.
• Payment Information: Subscription and billing details processed through Stripe. We do not store your full credit card numbers on our servers.
• Usage Data: Information about how you interact with the platform, including login times, features used, and device information.

3. Google API Services — Limited Use Disclosure

LogisticFlow's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• We only access Gmail data to scan for job-related PDF attachments and extract dispatch and job details necessary to provide our logistics management service.
• We do not use Gmail data for advertising purposes or to serve ads.
• We do not sell, rent, or share Gmail data with third parties, except as necessary to provide and improve the service or as required by law.
• We do not use Gmail data for any purpose other than providing and improving the LogisticFlow dispatch management service.
• Human access to Gmail data is limited to cases where it is necessary for security purposes, to investigate abuse, to comply with applicable law, or for the platform's internal operations, and only with the user's affirmative consent.

4. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the LogisticFlow dispatch management platform.
• Process and manage dispatch jobs, driver assignments, and logistics operations.
• Extract job details from email attachments to streamline dispatch workflows.
• Generate invoices, settlements, and financial reports.
• Send operational notifications via email and SMS (through Twilio).
• Manage driver compliance documents and send expiration alerts.
• Process subscription payments and manage billing.
• Improve and optimize the platform's features and user experience.
• Ensure the security and integrity of your account and our platform.

5. Data Storage and Security

We take the security of your data seriously and implement the following measures:

• Encryption: Data is encrypted in transit using TLS/SSL and at rest where applicable.
• Multi-Tenant Isolation: Each organization's data is logically isolated within our platform to prevent unauthorized cross-tenant access.
• Where Your Data Lives: Application data is stored in a managed PostgreSQL database hosted on Neon (AWS, United States). Uploaded files and documents are stored in Replit App Storage, which is backed by Google Cloud Storage (United States). The application itself is hosted on Replit Deployments. Email data is read directly from Google Workspace / Gmail via the Gmail API and is not stored in raw form beyond the extraction process.
• Authentication: We use secure authentication mechanisms, including Google OAuth, with scrypt-based password hashing for local accounts.
• Access Controls: Role-based access controls ensure users can only access data appropriate to their role (admin, dispatcher, or driver).

6. Third-Party Services / Sub-Processors

We use the following third-party services to operate our platform:

• Neon (Database Hosting): Managed PostgreSQL database hosting. Subject to Neon's Privacy Policy.
• Replit (Application Hosting & Object Storage): Hosts the LogisticFlow application and stores uploaded documents via Replit App Storage (backed by Google Cloud Storage). Subject to Replit's Privacy Policy.
• Google APIs (Gmail, OAuth, Gemini): For user authentication, email-based job extraction, and AI document processing. Subject to Google's Privacy Policy.
• Stripe: For payment processing and subscription management. Subject to Stripe's Privacy Policy.
• Twilio: For SMS notifications to drivers and dispatchers. Subject to Twilio's Privacy Policy.

These third-party services have their own privacy policies, and we encourage you to review them.

7. AI Processing and Third-Party AI Services

We use artificial intelligence to help dispatchers and drivers work more efficiently. AI features are powered by Google Gemini (via Google Cloud and Replit AI Integrations). Before any AI feature is used in our mobile driver app, we ask each driver to review and agree to this notice.

What we send to AI providers:

• Voice assistant audio & transcripts: When a driver uses the in-app voice assistant, the audio request (or its transcript) and recent job context (job number, stop addresses, status, recent messages) are sent to Google Gemini to produce a response.
• Document images and PDFs: When a driver or dispatcher uploads a BOL, POD, rate confirmation, compliance document, or similar file, the image or PDF is sent to Google Gemini for OCR and field extraction (dates, reference numbers, signatures, line items, etc.).
• Email content: When a dispatcher connects Gmail, the body and attachments of emails identified as job-related are sent to Google Gemini to extract job details.
• Chat & dispatch commands: Messages sent to the AI command center are sent to Google Gemini, along with the dispatch context required to answer the question.

What we do not do:

• We do not use your data to train AI models.
• We do not sell your data, AI prompts, or AI responses.
• We do not share AI-processed content with other organizations on the platform — results stay scoped to the organization that submitted them.

Google's use of data submitted through the Gemini API is governed by Google's Privacy Policy and the Gemini API Additional Terms of Service.

Drivers can decline AI processing in the mobile app; in that case AI features will be disabled for that driver and they may continue using non-AI features. Account holders can also request that we disable AI features for their entire organization by emailing us at the contact below.

8. Cookies and Session Management

We use cookies and similar technologies for the following purposes:

• Authentication Cookies: To maintain your login session and keep you authenticated as you navigate the platform.
• Session Cookies: To store temporary session data necessary for the platform to function properly.
• Preference Cookies: To remember your language preferences and display settings.

We do not use advertising or tracking cookies. You can manage cookie preferences through your browser settings, though disabling cookies may affect platform functionality.

9. Your Rights

You have the following rights regarding your personal data:

• Access: You may request a copy of the personal data we hold about you.
• Correction: You may request that we correct any inaccurate or incomplete personal data.
• Deletion: You may request that we delete your personal data, subject to any legal obligations that require us to retain certain information.
• Data Portability: You may request your data in a structured, commonly used format.
• Revoke Consent: You may revoke LogisticFlow's access to your Gmail account at any time by disconnecting it in your account settings, or directly from your Google account at myaccount.google.com/permissions.

To exercise any of these rights, email us at admin@logisticflow.net or use our Contact Us page.

9a. Account & Data Deletion

You can request deletion of your account and associated personal data at any time by contacting us through our Contact Us page or by emailing admin@logisticflow.net with the subject line "Account Deletion Request" from the email address associated with your account.

We will confirm receipt within 5 business days and delete or anonymize your personal data within 30 days, except where retention is required by law (for example, financial transaction records). Data we receive from the Gmail API is purged from our systems as part of this process, and your Gmail OAuth grant can be revoked independently at myaccount.google.com/permissions.

10. Data Retention and Deletion

We retain your personal data for as long as your account is active or as needed to provide you with our services. Specifically:

• Account Data: Retained while your account is active and for a reasonable period after account closure to comply with legal obligations.
• Job and Dispatch Data: Retained for the duration of the business relationship and as required for record-keeping purposes.
• Gmail Data: Extracted job information is stored as part of your dispatch records. Raw email data is not permanently stored beyond the extraction process.
• Payment Data: Transaction records are retained as required by applicable financial regulations.
• Uploaded Documents: Retained while your account is active. Upon account deletion, documents are removed in accordance with our deletion procedures.

When you request account deletion, we will delete or anonymize your personal data within 30 days, except where retention is required by law.

11. Children's Privacy

LogisticFlow is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal data from a child, we will take steps to delete that information promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the platform after any changes constitutes your acceptance of the revised Privacy Policy.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: admin@logisticflow.net
• Contact form: logisticflow.net/contact
• Mailing address: LogisticFlow LLC, Raleigh, North Carolina, USA

We are committed to resolving any complaints or concerns you may have regarding our use of your personal information.