Privacy Policy

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide to us when you register for an account, request a demo, fill out contact forms, subscribe to our newsletter, or communicate with us. This information may include:

• Contact information: Your full name, email address, phone number, and company name
• Account credentials: Username, password (stored in hashed form), and account security information
• Professional information: Job title, company size, industry, and logistics role
• Communication content: Messages and inquiries you send to us through our contact forms, support channels, or email
• Payment information: Billing address and payment card details (processed securely via our payment processor; we do not store full card numbers)
• Demo and sales conversation information: Notes and details shared during product demonstrations or sales conversations

1.2 Logistics and Operational Data

If you use the RouteBrain platform as a customer, you may submit business data related to your logistics operations. This may include:

• Shipment records and freight data
• Carrier rate and performance data
• Supply chain network topology information
• Route and lane data
• Integration data from your ERP, TMS, or WMS systems

This operational data is governed by our Master Service Agreement and Data Processing Addendum, which establish the terms under which we process your business data as a data processor.

1.3 Information Collected Automatically

When you visit our website or use our platform, we automatically collect certain information through cookies and similar technologies. This includes:

• Device information: IP address, browser type and version, operating system, device identifiers
• Usage information: Pages visited, time spent on pages, links clicked, features used, and navigation patterns
• Session information: Session duration, referral source, and entry/exit pages
• Performance data: Page load times, error events, and platform performance metrics
• Location information: General geographic location inferred from IP address (not precise GPS location)

1.4 Information From Third-Party Sources

We may receive information about you from third-party sources, including:

• Business contact data providers used for outreach to logistics professionals
• LinkedIn and other professional networks when you connect or engage with our content
• Analytics and advertising partners that help us understand how people find and use our website
• References provided by mutual business contacts

2. How We Use Your Information

2.1 Providing and Improving Our Services

We use the information we collect to:

• Operate, maintain, and improve the RouteBrain platform and website
• Process and fulfill your requests, including demo scheduling and account setup
• Provide customer support and respond to your inquiries
• Monitor platform performance, identify bugs, and optimize system reliability
• Develop new features and improvements based on usage patterns and user feedback
• Train and improve our AI and machine learning models (using aggregated, anonymized data)

2.2 Communications

We use your contact information to:

• Send transactional emails related to your account or service (password resets, billing notices, service announcements)
• Deliver our newsletter and industry insights content if you have subscribed
• Contact you about our products and services if you have expressed interest or given consent
• Follow up on demo requests and sales inquiries

You may opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly at privacy@routebrainai.com.

2.3 Analytics and Business Intelligence

We use aggregated and anonymized data for business analytics purposes, including understanding how our website and platform are used, measuring the effectiveness of our marketing programs, and informing our product roadmap decisions. This analytics use does not involve identifying individual users.

2.4 Legal Compliance and Safety

We may use your information when necessary to comply with applicable law, respond to legal process, protect our legal rights, prevent fraud or abuse, and protect the safety of our users and the public.

3. How We Share Your Information

3.1 Service Providers

We share information with third-party vendors and service providers who help us operate our business and deliver our services. These providers are contractually bound to use your information only as directed by RouteBrain and in accordance with this Privacy Policy. Categories of service providers include:

• Cloud infrastructure: Hosting, storage, and computing infrastructure providers
• Analytics: Web analytics and product analytics platforms
• CRM and marketing: Customer relationship management and email marketing platforms
• Payment processing: Secure payment processing services (we do not store raw payment card data)
• Customer support: Help desk and support ticketing systems
• Communications: Email delivery, video conferencing, and collaboration tools

3.2 Business Transfers

If RouteBrain is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information in connection with such a transaction.

3.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or government request, or if we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

3.4 With Your Consent

We may share your information with third parties when you have given us your explicit consent to do so.

3.5 We Do Not Sell Your Personal Information

RouteBrain does not sell, rent, or trade your personal information to third parties for their own marketing purposes.

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website and platform. Cookies are small data files stored on your device. We use the following categories of cookies:

• Essential cookies: Required for the website and platform to function, including session management, authentication, and security. These cannot be disabled without affecting functionality.
• Analytics cookies: Help us understand how visitors interact with our website by collecting anonymized information about pages visited and navigation paths.
• Marketing cookies: Used to track visitors across websites for advertising relevance purposes. We use these in limited ways for our B2B marketing programs.
• Preference cookies: Remember your preferences such as language settings and cookie consent choices.

You can control cookies through your browser settings and through our Cookie Preference Center accessible via the cookie banner on our website. For more information, see our Cookie Policy.

5. Your Rights and Choices

5.1 Access and Portability

You have the right to request a copy of the personal information we hold about you. We will provide this information in a commonly used electronic format within 30 days of a verified request.

5.2 Correction

You have the right to request correction of inaccurate or incomplete personal information we hold about you. You can update many types of information directly in your account settings; for other corrections, contact us at privacy@routebrainai.com.

5.3 Deletion

You have the right to request deletion of your personal information. We will honor deletion requests subject to certain exceptions, including where we are required to retain information for legal compliance purposes, or where information is necessary to complete a transaction you have initiated.

5.4 Opt-Out of Marketing

You can opt out of receiving marketing communications from us at any time by clicking the unsubscribe link in any marketing email, updating your communication preferences in your account settings, or contacting us at privacy@routebrainai.com.

5.5 Cookie Preferences

You can manage your cookie preferences through your browser settings or through our cookie banner. Note that disabling certain cookies may affect the functionality of our website.

6. Data Security

RouteBrain implements industry-standard security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• Encryption of data in transit using TLS 1.2 or higher
• Encryption of sensitive data at rest
• Access controls limiting data access to authorized personnel with a legitimate business need
• Regular security assessments and penetration testing
• Multi-factor authentication requirements for platform access
• Security incident response procedures

While we take reasonable precautions to protect your information, no method of transmission over the internet or method of electronic storage is 100% secure. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, including for the period of your customer relationship with us, plus a reasonable period thereafter to comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods vary by data category:

• Account information: retained for the duration of the account plus 3 years following account closure
• Communication records: retained for 3 years from the date of communication
• Website analytics data: retained for 26 months (standard analytics retention period)
• Payment records: retained as required by tax and financial regulations, typically 7 years

8. Children's Privacy

Our website and platform are intended for business use by adults and are not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected information from a child under 16, please contact us immediately at privacy@routebrainai.com.

9. Links to Third-Party Sites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these third-party sites and encourage you to review their privacy policies before providing any personal information. The presence of a link does not constitute an endorsement of the linked site.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by email and/or by posting a prominent notice on our website prior to the changes taking effect. The "Last updated" date at the top of this policy reflects the most recent revision. Your continued use of our website or services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.

11. Contact Information

If you have questions or concerns about this Privacy Policy, or if you wish to exercise your privacy rights, please contact us:

We will respond to all privacy inquiries within 30 days of receipt. For urgent matters, please indicate the urgency in your subject line.