Privacy Policy

1. Information We Collect

We collect information you provide directly:

• Account information: Company name, name, email address, password (hashed)
• Fleet data: Driver profiles, load records, settlement data, documents you upload
• Usage data: Pages visited, features used, timestamps

2. How We Use Your Information

We use collected information to:

• Provide and operate the WheelHouseTMS service
• Send compliance alerts and system notifications you've configured
• Respond to support requests
• Improve the Service based on usage patterns

3. Data Storage and Security

Your data is stored in encrypted databases. We use industry-standard security measures including HTTPS encryption in transit, bcrypt password hashing, and JWT-based session management. We perform automated hourly backups.

Driver personal information (SSN, DOB, address) is stored as you enter it. We recommend using the Service only on secure, trusted devices.

4. Data Sharing

We do not sell your data. We may share data only in these circumstances:

• Service providers: Email delivery (Resend), AI processing (Anthropic) for PDF extraction only — no data is retained by Anthropic beyond the processing request
• Legal requirements: When required by law or valid legal process
• Business transfer: In connection with a merger or acquisition, with notice

5. Third-Party Integrations

When you connect third-party services (Telegram, ELD providers, factoring companies), data may be shared with those services as required to operate the integration. Review each provider's privacy policy for their data practices.

6. Data Retention

We retain your data for as long as your account is active. After account termination, data is retained for 30 days to allow export, then deleted. Backup copies may persist for up to 90 days.

7. Your Rights

You may:

• Access and export all your data at any time via the Reports section
• Request deletion of your account and data
• Correct inaccurate information in your account settings

8. Cookies

We use an HttpOnly session cookie (fd_token) to maintain your login session. This cookie is not used for tracking or advertising purposes.

9. Children's Privacy

The Service is not directed at individuals under 18. We do not knowingly collect personal information from minors.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email. Continued use after changes constitutes acceptance.

11. Contact

For privacy questions or data requests, contact us at privacy@wheelhousetms.app.