Privacy Policy

1. Scope and responsibilities

FreightPilot is operated by ZEDA's Group LTD, a United Kingdom company. This policy covers our website, account services, Rate Calculator, Oilfields TMS, Fracing TMS, Field Crew, Driver App, OTR workspace, Loadboards and enabled integrations. Features depend on your plan, role, organization, device and deployment.

We determine how information is used for our own account administration, support and service-security activities. When a carrier, employer, customer or other organization supplies operational information and instructs us to process it, that organization generally determines its use and we process it on its behalf. Its workplace privacy notice and applicable data-processing agreement also apply. Contact that organization about its monitoring, retention and sharing decisions; you may also contact us for assistance.

2. Information processed

• Identity and access: names, company and contact details, user and driver identifiers, profile pictures, roles, permissions, credential-verification records, sessions, invitations and company connections.
• Operational records: jobs, wells, terminals, products, orders, stages, assignments, load status and timestamps, BOL/ticket details, images and documents, weights, mileage, routes, geofence events, detention, notes and activity records.
• Fleet and financial operations: trucks, trailers, ownership and assignment history, maintenance, inspections, rentals, fuel-card assignments and transactions, rates, FSC, bonuses, costs, deductions, invoices, billing reports and lock/correction history. Fuel records can include purchase location, time, quantity, amount and card identifiers supplied by the connected system.
• Communications: direct and group messages, job/well/channel membership, attachments, read/dismissal state, support submissions, preferences and push-subscription identifiers.
• Location: coordinates, accuracy, timestamps and related movement or arrival information when device access is enabled, plus addresses, pins, routing points and locations entered or supplied by authorized users.
• AI and voice: questions, relevant workspace context, documents or BOL images submitted for analysis, microphone recordings submitted for transcription, transcripts, generated answers, speech text and feature-usage information.
• Account billing and technical information: selected products, billing contacts and payment status where applicable, browser/device information, request and security logs, cookies, browser storage, cached resources and diagnostics. Payment card entry, when enabled, is handled by the payment provider rather than stored as full card numbers in FreightPilot.

3. Sources, purposes and legal bases

Information comes from you, your organization and its authorized users, connected carriers or customers, device permissions and enabled integrations. We use it to authenticate access, deliver services, coordinate dispatch and field work, calculate estimates and billing, maintain operational history, communicate, troubleshoot and protect the service.

Where UK or European data-protection law applies to our controller activities, the basis depends on the activity: performing a contract with you; legitimate interests in operating and securing business software; legal obligations; or consent where required. You may object to processing based on legitimate interests. Withdrawal of consent does not affect earlier lawful processing. For customer-controlled workplace data, the organization must identify its own lawful basis; a device permission prompt does not replace that responsibility.

4. Location and device permissions

Location access depends on browser or operating-system permissions. Supported native installations can collect location in the background while tracking is active, including when the app is not in the foreground. Browser/PWA tracking is subject to device restrictions and may stop or be delayed. Continuous or exact tracking is not guaranteed.

Location and geofence data can support maps, arrival/staging events, status transitions, load completion and dispatch automation according to workspace settings. Authorized dispatchers, assigned field users and connected organizations may see information within their permitted scope. Hiding a driver from a particular map is a display preference, not necessarily a stop-tracking or delete-data command.

Camera or file access supports BOL, document and profile uploads. Microphone access supports optional voice input. Notification permission supports alerts whose previews may appear on a lock screen. Manage permissions and previews through device/browser settings. Revoking permission affects future access but does not automatically erase submitted records. Organizations must explain monitoring to affected workers and ensure their use is lawful.

5. Organizational sharing and providers

Information is available to authorized workspace users and, where a connection, job assignment or sharing setting permits it, other participating organizations and their users. Shared information can include driver/equipment details, location, load progress, BOLs, job settings and messages. Disconnecting, changing permissions or clearing your conversation view does not necessarily erase recipients' existing records, exports or messages.

Enabled features use providers including Supabase for hosted data and related services; OpenAI for AI, document analysis and cloud voice; Google Maps/Routes/Places and configured mapping/routing providers for geographic services; Open-Meteo for weather; Stripe where payment services are enabled; and hosting, browser and operating-system push services. Requests disclose information needed by the feature, such as route coordinates or submitted text/images. Loading third-party map resources also exposes network/device information to that provider.

Organizations may connect external fuel systems or local workers to import authorized fuel records. These have their own configuration and permissions. We may also disclose information to comply with law, respond to valid legal process, protect rights/security, or support a corporate transaction subject to applicable safeguards. We do not sell personal information or share it for cross-context behavioral advertising.

6. AI, voice and automated operations

AI requests may include relevant operational context, not only your typed question. Some verified answers are calculated from workspace records without a model request; cloud transcription, speech and model-based answers use configured providers. Avoid unrelated sensitive information. Provider processing and retention depend on the feature and applicable agreement; this policy does not promise zero retention or a particular model-training arrangement.

Configured rules can allocate or release loads, evaluate geofences, generate notifications, calculate reports or apply rates. Forecasts, stage estimates, AI output and suggested routes can be incomplete or wrong. Authorized people should review consequential decisions and correct underlying records. Contact your organization or support to request review of a decision involving your information.

7. Cookies, browser storage and caches

Cookies and browser/device storage support sign-in, preferences, drafts, recent calculations, cache recovery and installed-app behavior. Service workers cache application resources; some workspaces retain local state for responsiveness. Clearing local storage or uninstalling a PWA does not delete server or organizational records and can remove unsaved work. Sign out when finished on shared devices.

Continued browsing is not treated as consent to optional tracking. Additional non-essential tracking that requires consent must be presented with an appropriate choice before use.

8. Retention and security

Retention depends on the record and purpose: account and operational needs, organizational instructions, accounting and dispute requirements, security investigations and applicable law. Records can follow different schedules. A visible chat window, personal clear action or notification dismissal is not a promise that underlying records or backups have been deleted. Billing locks and audit history may remain necessary after a correction or access change.

We use access controls and technical and organizational measures intended to protect information. No system is completely secure. Requests may require verification and coordination with the controlling organization. We do not promise immediate deletion of every copy, a universal retention period or security certification.

9. Privacy requests and rights

Depending on the applicable law, you may have rights to access, correct, delete or obtain a portable copy of information, restrict or object to processing, withdraw consent, or challenge certain automated decisions. Where applicable, you may use an authorized agent, appeal a denial and exercise rights without unlawful discrimination. Exceptions can apply, including necessary legal and accounting records.

Send requests or appeals to support@freightpilotapp.io, identifying the organization and request. Do not send passwords or unnecessary identity documents. Proportionate identity or authority verification may be needed. For employer/customer-controlled data, we can help direct your request to that organization. You may complain to the UK Information Commissioner's Office or another competent data-protection authority.

10. International processing and children

Information may be processed in the United Kingdom, United States and other countries associated with selected services. Applicable transfer requirements depend on the organizations, contracts and locations involved. Contact us about safeguards applicable to your service; using the app alone is not a substitute for legally required transfer safeguards.

FreightPilot is business software and is not directed to children under 16. Contact support if you believe a child has provided information inappropriately.

11. Changes and contact

We may update this policy as services or legal requirements change. The date above identifies the revision. Material changes will be communicated and necessary consent obtained as required before applying a new use of information. Contact ZEDA's Group LTD at support@freightpilotapp.io with privacy questions.