Syntelli TMS Privacy Policy

1. Information We Collect

Depending on how you use the Services, we may collect the following categories of information:

• Account and identity information: name, email, phone number, company name, role, username, password hash, account status, and authentication data.
• Business and transportation information: carrier, broker, shipper, receiver, facility, load, route, pickup, delivery, commodity, equipment, rate, invoice, payment, expense, document, settlement, and operational records.
• Driver app information: assigned load data, status updates, GPS/location data if location sharing is enabled, uploaded documents, timestamps, notes, and device/browser information.
• Uploaded files and documents: BOLs, PODs, lumper receipts, scale tickets, rate confirmations, invoices, receipts, photos, and other files uploaded by users.
• Billing and subscription information: subscription plan, Stripe customer/subscription identifiers, billing status, invoice status, and payment-related metadata. We do not store full card numbers.
• Support communications: contact form submissions, chat-style support messages, emails, support requests, screenshots, and troubleshooting details.
• Technical information: IP address, browser type, device identifiers, operating system, pages visited, timestamps, referring URLs, cookies, log data, and security/audit logs.

2. How We Use Information

We use information to:

• provide, operate, maintain, secure, and improve the Services;
• create accounts, authenticate users, manage roles, and provide customer support;
• process dispatch, load management, driver status, GPS, documents, invoices, payments, expenses, reports, settlements, and billing workflows;
• send password reset emails, support responses, product notices, security alerts, and service communications;
• detect, prevent, investigate, and respond to fraud, misuse, unauthorized access, security incidents, and policy violations;
• enforce our Terms of Service, subscription rules, plan limits, payment obligations, and legal rights;
• comply with legal, regulatory, tax, accounting, subpoena, audit, dispute, and law-enforcement obligations; and
• analyze usage and improve performance, reliability, user experience, and product functionality.

3. Customer Data and User Responsibilities

Customers control the business data they enter into Syntelli TMS. Customers are responsible for ensuring they have the rights, permissions, consents, authorizations, and legal basis needed to submit, process, monitor, and share data through the Services, including driver GPS/location data, employment-related data, shipper/receiver data, broker/customer data, and uploaded documents.

Customers are also responsible for user access management, internal policies, driver notices, customer notices, compliance with carrier/broker laws, retention decisions, and ensuring that their users only upload accurate, lawful, and authorized content.

4. Driver GPS and Location Data

If a driver enables GPS/location sharing in the driver app, the Services may collect and transmit location coordinates, location accuracy, timestamps, and related load status information to the customer’s dispatch portal. Location sharing is used for dispatch visibility, load tracking, operational safety, delivery management, exception monitoring, and related transportation workflows.

Customers are responsible for notifying drivers and obtaining any required consent under applicable law or internal policies before requiring or using location tracking.

5. Cookies and Similar Technologies

We may use cookies, local storage, and similar technologies to keep users signed in, remember preferences, improve user experience, detect security issues, analyze usage, and support application functionality. Users may control some browser-level cookie settings, but disabling cookies or storage may prevent parts of the Services from working correctly.

6. How We Share Information

We may share information with:

• Customer-authorized users: company owners, admins, dispatchers, accounting users, drivers, and other authorized users within a customer’s workspace.
• Service providers: cloud hosting, email delivery, billing, mapping, analytics, security, logging, support, and infrastructure vendors.
• Integrated platforms: payment processors, accounting systems, mapping providers, email providers, and other integrations requested or enabled by customers.
• Legal and safety recipients: courts, regulators, law enforcement, government agencies, auditors, insurers, advisors, or parties involved in disputes where disclosure is legally required or reasonably necessary.
• Business transfer recipients: in connection with a merger, acquisition, financing, reorganization, bankruptcy, asset sale, or similar transaction, subject to appropriate confidentiality or legal protections.

We do not sell personal information in the traditional sense. We do not use customer load, driver, invoice, or document data to sell third-party advertising.

7. Payment Processing

Subscription billing and payment processing may be handled by Stripe or another payment provider. Payment card details are processed by the payment provider and are subject to that provider’s own terms and privacy practices. Syntelli TMS stores limited billing metadata such as plan, subscription status, customer identifiers, invoice status, and payment status.

8. Data Security

We use administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure. No system, network, or transmission method is completely secure. Customers and users are responsible for keeping passwords secure, limiting access to authorized personnel, and promptly notifying us about suspected unauthorized access.

9. Data Retention

We retain information for as long as reasonably necessary to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, support backups, prevent fraud, maintain audit logs, and support legitimate business purposes. Customers may request deletion or export of certain data, subject to technical, contractual, legal, tax, compliance, dispute, and backup limitations.

10. Privacy Rights

Depending on your location, role, and applicable law, you may have rights to request access, deletion, correction, portability, restriction, objection, or information about certain personal data. California residents may have rights under the California Consumer Privacy Act/California Privacy Rights Act, including rights to know, delete, correct, opt out of certain sharing/sales, limit use of sensitive personal information, and avoid discrimination for exercising rights. European Economic Area, United Kingdom, or similar jurisdiction residents may have rights under data protection laws such as GDPR or UK GDPR.

To make a privacy request, contact us at privacy@syntellitms.comor use the support page. We may need to verify your identity and authority before responding. If your data is controlled by one of our customers, we may direct you to that customer or process the request on the customer’s behalf.

11. International Data Transfers

The Services may be operated from the United States and may use vendors located in the United States or other jurisdictions. By using the Services, you understand that information may be processed and stored in jurisdictions that may have data protection laws different from those in your location.

12. Children’s Privacy

The Services are intended for businesses and are not directed to children under 13 or the minimum age required by applicable law. We do not knowingly collect personal information from children for consumer use of the Services.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date above indicates the latest revision. Continued use of the Services after an update means the updated policy applies to your use of the Services.

14. Contact Us

Syntelli Freight Systems Inc.
Email: privacy@syntellitms.com
Support: https://www.syntellitms.com/support