Privacy Policy

Last updated: July 2025

1. Introduction

This Privacy Policy describes how LoadFlow Logistics LLC (“LoadFlow”, “we”, “our”, or “us”) collects, uses, stores, and protects personal and usage data when you use our website, platform, or expiration reminders and compliance workflow services. This Policy applies to visitors, registered users, paying customers, and support contacts interacting with any part of the LoadFlow ecosystem.

2. Data Controller

LoadFlow Logistics LLC is a limited liability company incorporated in Wyoming, United States. We act as the data controller for the information you provide to us. You may contact us at:

• Business Name: LoadFlow Logistics LLC
• Jurisdiction: State of Wyoming, United States
• Privacy Contact Email: support@loadflowlogistics.com

3. Information We Collect

We may collect the following types of personal and technical information when you interact with LoadFlow:

• Account registration data (email address, name, hashed password)
• Compliance and expiration tracking details (e.g. document types, expiration dates, renewal status)
• Reminder and workflow usage data (user ID, timestamp, IP address, action performed)
• Support communications (emails, tickets, feedback forms)
• Website interaction metadata (browser, OS, pages visited, referrer URL)

4. How We Collect Data

We collect data through the following methods:

• When you create an account or sign up for a subscription
• When you use our reminders or compliance workflow features (logs generated server-side)
• When you submit a support request or fill out a form
• When you track compliance documents or set expiration reminders
• When Stripe processes a billing transaction

5. Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds:

• Consent: When you voluntarily provide information, such as when subscribing or contacting support.
• Contractual necessity: When data is required to fulfill a paid plan, manage your reminders, or deliver access to our platform.
• Legitimate interest: To prevent fraud, detect abuse, enforce limits, and analyze service usage for product improvement.
• Legal obligation: When we are required to retain or disclose data under applicable laws, such as tax or fraud reporting.

6. How We Use Your Data

We use collected data to:

• Provide, maintain, and improve the LoadFlow Reminders and web services
• Authenticate accounts and enforce subscription access
• Track compliance deadlines, send expiration reminders, and automate renewal workflows
• Prevent abuse, fraud, and unauthorized key usage
• Process billing transactions via Stripe
• Respond to support inquiries or feedback
• Analyze aggregate usage trends to optimize performance
• Notify you of product updates, terms changes, or billing alerts

7. Usage Logs & Technical Metadata

Every action performed in LoadFlow Reminders is logged server-side to ensure security, detect anomalies, and improve system performance. Logs may include:

• Timestamp of action
• User ID or account reference
• Action type and parameters
• Client IP address
• User-Agent or integration metadata
• Response status code

Usage logs are retained securely for internal analysis and abuse mitigation. We do not sell or share log data with third parties except where required by law.

8. Cookies & Tracking Technologies

LoadFlow's public website may use essential cookies or analytics scripts to understand traffic patterns and detect bugs. This includes tools like Fathom or privacy-focused versions of Google Analytics.

• No third-party tracking cookies are used for advertising
• We do not use behavioral profiling or sell tracking data
• LoadFlow Reminders does not use or rely on cookies for workflow features

9. Email Communications

By creating an account or using LoadFlow services, you agree to receive essential communications related to your usage. These include:

• Transactional emails: Account setup, password reset, plan updates, billing receipts
• Service alerts: Feature deprecations, quota warnings, critical updates
• Optional product updates: New features, UX improvements (only sent with your consent)

10. Data Sharing & Disclosure

We do not sell or rent your personal data. We may share limited data with trusted third-party providers only for purposes necessary to operate the LoadFlow service. These include:

• Stripe – for payment processing
• Vercel – for frontend hosting and monitoring
• DigitalOcean – for backend infrastructure and log storage
• Email provider – for transactional and support messages

11. Third-Party Service Providers

While LoadFlow selects privacy-conscious vendors, we are not responsible for the privacy practices or content of third-party platforms. When you interact with third-party services (e.g., Stripe), their terms and privacy policies also apply.

12. Data Retention Policy

We retain personal and usage data only as long as required for operational, legal, or security purposes. Typical retention periods:

• Account data: Up to 90 days after account deletion or cancellation
• Usage logs: 90–180 days
• Support messages: Up to 12 months
• Billing records: 7 years (per legal requirements)

13. Security Measures

LoadFlow uses TLS encryption, hashed credentials, limited staff access, and abuse prevention tools to protect your data. However, no system is 100% secure. Use is at your own risk, and you are responsible for protecting your own credentials.

14. Your Rights

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

• Access, correct, or delete your data
• Object to certain uses
• Request data portability

To exercise these rights, email support@loadflowlogistics.com. We'll respond within 30 days.

15. Children’s Privacy

LoadFlow does not knowingly collect personal data from anyone under the age of 18. If we become aware that we have inadvertently stored data from a minor, we will delete it promptly. Our services are intended for use by professionals and businesses only.

16. International Users & Data Residency

LoadFlow is operated in the United States. By using our services from outside the U.S., you consent to the transfer, processing, and storage of your information in the U.S., where privacy laws may differ from those in your jurisdiction.

17. California Privacy Rights (CCPA)

California residents may request access to, deletion of, or information about how LoadFlow has used their data in the last 12 months. We do not sell personal data. You may email support@loadflowlogistics.com to exercise your rights under the CCPA.

18. GDPR Notice (EU/UK Visitors)

If you are located in the European Economic Area (EEA) or United Kingdom (UK), you may have additional rights under GDPR, including the right to lodge a complaint with your data protection authority. LoadFlow does not offer EU-hosted storage or data residency at this time.

19. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time. Material changes will be announced via email or banner alerts in the LoadFlow dashboard. Continued use of the Service after changes indicates acceptance.

20. Contact & Complaints

For privacy-related questions or complaints, contact us at:

• Email: support@loadflowlogistics.com
• Business Name: LoadFlow Logistics LLC
• Jurisdiction: Wyoming, United States

We investigate all valid privacy concerns. If you are unsatisfied with our resolution, you may escalate your concern to your local data protection authority.