Privacy Policy

1. Overview

This policy applies to anyone who uses the Services, including customers who book and track shipments, drivers who deliver shipments, warehouse and dispatch staff, and visitors to our public website. By using the Services, you agree to the collection and use of information as described here.

2. Information we collect

We collect the following categories of information:

• Account information. Name, email address, phone number, company name, billing email, and password (stored as a secure hash, never in plain text).
• Shipment information. Pickup and delivery addresses, contact names and phone numbers, package weight and dimensions, declared value, and shipment descriptions.
• Tracking and delivery data. Tracking event history, status updates, estimated and actual delivery times, proof of delivery (recipient name, delivery notes, and any photo or signature you or our drivers provide).
• Location and vehicle data. GPS coordinates from delivery vehicles and, where enabled, from the driver app, used to power live tracking. See Section 3 for details.
• Payment and billing information. Invoice details, payment method type, and transaction references. We do not store full payment card numbers — these are handled by our payment processor.
• Support communications. The contents of support tickets, contact form submissions, and any messages exchanged with our support team.
• Technical information. IP address, browser type, device information, and usage data collected automatically when you use our website or apps.

3. Location and GPS tracking

Our platform provides live tracking of shipments, vehicles, and drivers. This involves processing location data in the following ways:

• Vehicle telemetry. Fleet vehicles report GPS location to our systems so that dispatch and customers can see a shipment's real-time position and estimated arrival time.
• Driver location sharing. Drivers using the driver portal can choose to share their live location while on duty, which is used to update route progress and ETAs for assigned deliveries. Drivers can stop sharing their location at any time from the route screen.
• Customer-facing tracking. When a shipment is in transit, customers and anyone with the tracking number can see a general status and, where available, an approximate vehicle location for that specific shipment — not a continuous history of a driver's movements.

Location data tied to a specific shipment is retained alongside that shipment's tracking history. Standalone vehicle and driver location data is retained only as long as needed for operational purposes such as route history, dispute resolution, and safety records.

4. How we use information

We use the information we collect to:

• Create and manage your account, and authenticate access to the Services
• Book, route, and deliver shipments, and provide tracking and status updates
• Generate invoices, process payments, and manage billing
• Respond to support requests and communicate about your shipments or account
• Optimize routes, fleet utilization, and warehouse operations
• Maintain the security, integrity, and proper functioning of the Services
• Comply with legal, regulatory, customs, and tax obligations
• Analyze usage to improve the Services over time

5. How we share information

We share information only in the following circumstances:

• Within the delivery network. Driver and warehouse staff can see shipment, address, and contact details necessary to complete a delivery.
• Service providers. We use third-party providers for hosting, payment processing, mapping and route optimization, and communications (e.g. email and SMS notifications). These providers are bound by contractual obligations to protect your information.
• Customs and regulatory authorities. For international shipments, we share the information required for customs clearance and compliance with import/export regulations.
• Legal requirements. We may disclose information if required by law, legal process, or to protect the rights, property, or safety of Velocity Freight, our customers, or others.
• Business transfers. If Velocity Freight is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

We do not sell personal information to third parties.

6. Data retention

We retain account and shipment information for as long as your account is active and for a period afterward as needed to resolve disputes, satisfy legal, accounting, or reporting requirements, and enforce our agreements. Tracking history and proof of delivery records are typically retained for the duration required by applicable carrier liability and tax regulations. You can request deletion of your account as described in Section 8.

7. Security

We use industry-standard safeguards to protect your information, including encrypted connections, hashed passwords, and role-based access controls that limit which staff can view which categories of data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your rights and choices

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Request deletion of your account and associated personal information
• Object to or restrict certain processing of your information
• Receive a copy of your information in a portable format

To exercise any of these rights, contact us using the details in Section 12 or submit a request through the support center in your dashboard. We may need to verify your identity before fulfilling certain requests, and some information may be retained where required by law (for example, completed shipment and billing records).

9. Cookies and tracking technologies

Our website and dashboard use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Services are used. You can control cookies through your browser settings; disabling certain cookies may affect the functionality of the dashboard and tracking features.

10. Children's privacy

The Services are intended for business and adult personal use and are not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.

11. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify you through the dashboard or by email. Continued use of the Services after changes take effect constitutes acceptance of the updated policy.

12. Contact us

If you have questions about this Privacy Policy or how we handle your information, contact us at privacy@velocityfreight.com or through our contact page.