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 logistics workflows, including load and shipment details, dispatch records, driver and carrier information, precise location and vehicle movement data, messages, documents, invoices, settlements, financial records, and safety or incident information.
• 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.
• Sensitive and financial information: Depending on your organization's use of the Service, Customer Data may include tax identifiers, license or government identification information, call recordings and transcripts, payroll and settlement records, bank-account and payment details, and other information subject to heightened legal protection.

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.
• To provide invoicing, settlement, accounting synchronization, reconciliation, payment-status tracking, and related financial workflows.

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, authentication, observability, AI/model infrastructure, communications, analytics, storage, and other services on our behalf. Known core providers include Convex, Clerk, Sentry, Google/Gemini, and OpenAI embeddings; the current subprocessor list will be published separately.
• 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. AI and Agent Processing

Trailflow currently uses Google/Gemini for AI generation and document processing and OpenAI embeddings for semantic search and retrieval. Anthropic is installed in the platform but active production use has not been confirmed.

AI agents may read permitted records, draft content, and perform configured actions. Approval requirements vary by workflow. Customers are responsible for configuring permissions, reviewing consequential outputs, and complying with applicable law.

Trailflow does not use private Customer Data to train shared foundation models unless the customer explicitly opts in. Aggregated or de-identified information may be used for product analytics, safety, and evaluation. Customers cannot currently choose models, providers, BYOK, or processing regions.

5. Data Security and Retention

We use security measures appropriate to the risk, including authentication, organization access controls, roles and permissions, audit logs, and provider access controls. We are not currently making SOC 2, ISO 27001, penetration-test, or encryption certification claims in this policy.

Account and workspace data is deleted or anonymized within 30 days after account closure, subject to legal and backup exceptions. Customer Data and AI prompts, outputs, traces, and memories are retained only as needed to provide the Service and are deleted with related workspace data, subject to contract, legal, and backup exceptions. Financial and tax records may be retained as required for accounting, tax, fraud prevention, dispute resolution, and legal obligations. Backups expire through the normal backup lifecycle and are not restored for ordinary access.

6. 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.

7. Cookies and Communications

We may use necessary cookies and similar technologies for authentication, security, preferences, and core functionality. Our current analytics and cookie-consent inventory is being finalized. Users may opt out of marketing communications while continuing to receive transactional and service messages.

Depending on the enabled product features and customer authorization, Trailflow may communicate through email, SMS or WhatsApp, voice, push notifications, and in-app messages.

8. 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.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, contact Trailflow Systems Inc. at ops@trailflow.ai or 163 Great George St, Charlottetown, PE C1A 4L1, Canada.