1. Overview
FreightLanesAI (“we”, “us”, “our”) is committed to handling your personal information responsibly and transparently. This Privacy Policy applies to information collected through our website at freightlanesai.com, our platform, our API, and any other services we operate under the FreightLanesAI brand (collectively, the “Service”).
By using the Service, you acknowledge that you have read and understood this Privacy Policy and how we handle your information. If you do not agree with how we collect or use information, you should not use the Service.
2. Information We Collect
We collect the following categories of information when you use the Service:
Account and Profile Information
When you register, we collect your name, email address, company name (if provided), and the password you set. Passwords are stored using a secure one-way hashing function — we never store or have access to your plain-text password. Where you sign in via Google or Microsoft, we receive your name and email address from the authentication provider.
Authentication and Session Data
We store records relating to your sign-in activity, including the authentication method used (email/password, Google, or Microsoft), email verification status and tokens, and session identifiers used to maintain your logged-in state.
Usage and Activity Data
We collect records of how you interact with the Service, including the freight lanes and routes you query, modes of transport selected, analysis outputs generated, features accessed, and the frequency and timing of your interactions.
API Usage Data
If you use the API, we collect records of API requests made under your API keys, including timestamps, endpoints called, request parameters (such as origin and destination), response codes, and usage volumes. This data is used for quota enforcement, billing accuracy, security monitoring, and aggregated product improvement.
Device and Technical Information
We automatically collect technical information when you access the Service, including your IP address, browser type and version, operating system, referring URL, and general geographic region derived from IP address. This is used for security, fraud prevention, and service analytics.
Billing and Payment Data
If you subscribe to a paid plan, payment processing is handled entirely by our third-party payment processor. We do not store complete payment card details on our systems. We may receive and store billing-related metadata provided by our payment processor, such as the last four digits of a card, billing address, subscription status, transaction identifiers, and invoice records. Full card data is handled solely by our PCI-compliant payment processor in accordance with their own security standards and privacy policy.
Support Communications
If you contact us by email or through any support channel, we retain records of that correspondence, including your messages, attachments, and our responses.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To provide and operate the Service — processing your queries, generating analysis outputs, managing your account, enforcing plan quotas, and ensuring service availability
- To authenticate and verify your identity — sending email verification messages, managing your sign-in sessions, and preventing unauthorised account access
- To process billing and subscriptions — charging your payment method, managing your subscription status, issuing invoices, and handling refund requests
- To send transactional communications — including account activation emails, billing confirmations, password reset instructions, and service notifications essential to your account
- To monitor and enforce usage limits — tracking monthly quota consumption and API call volumes against your plan entitlements
- To ensure security and prevent fraud — detecting unusual account activity, investigating API abuse, and protecting against unauthorised access or misuse
- To improve the Service — analysing aggregated and de-identified usage patterns to inform product development, feature prioritisation, and intelligence quality improvements
- To comply with legal obligations — retaining records as required by applicable law and responding to lawful requests from governmental or regulatory authorities
4. Legal Basis for Processing
Where data protection laws require us to identify a legal basis for processing your personal information, we rely on the following:
- Contract performance — Processing necessary to provide the Service to you under our agreement, including account management, query processing, billing, and quota enforcement
- Legitimate interests — Processing necessary for our legitimate business interests, including security monitoring, fraud prevention, product improvement, and analytics, where those interests are not overridden by your rights
- Legal obligation — Processing required to comply with applicable laws, regulations, or lawful requests from public authorities
- Consent — Where we ask for your consent, such as for optional marketing communications, we rely on that consent as the legal basis. You may withdraw consent at any time without affecting prior processing
If you are located in California (US), you have additional rights under the California Consumer Privacy Act (CCPA). We do not sell your personal information, and we do not share your personal information for cross-context behavioural advertising. You have the right to know what personal information we collect about you, to request deletion, and to opt out of any sale (which we do not engage in). To exercise these rights, please contact us at support@freightlanesai.com.
5. How We Share Your Information
We do not sell your personal information. We share your information only in the following limited circumstances:
Service Providers and Sub-processors
We share information with third-party service providers who assist us in operating the Service. These include our payment processor (which handles all billing and subscription transactions), database hosting providers, email delivery service providers (used to send verification, transactional, and billing emails), and application performance or analytics tools. All such providers are contractually required to process your information only as instructed by us and to implement appropriate security measures.
Authentication Providers
If you choose to sign in via Google or Microsoft, your authentication is conducted directly with those providers. We receive only a limited profile (name and email address) from those providers for the purpose of creating and managing your account. We do not receive or store your credentials from those providers.
Legal Compliance and Safety
We may disclose your information where we have a good-faith belief that disclosure is necessary to: comply with a legal obligation or lawful governmental request; enforce these Terms; protect the rights, safety, or property of FreightLanesAI, its users, or the public; or investigate fraud, abuse, or illegal activity.
Business Transfers
In the event of a merger, acquisition, restructuring, asset sale, or similar transaction involving FreightLanesAI, your information may be transferred as part of that transaction. We will notify you of any such change that materially affects how your personal information is handled.
Aggregated or De-identified Data
We may share aggregated, de-identified data that cannot reasonably be used to identify any individual, for purposes such as industry research, business analysis, or public product commentary.
6. Confidentiality of Query Data
When you use the Service, you may submit commercially sensitive information such as origin countries, destination countries, commodity types, and trade route preferences as part of your analysis queries. We treat this input data as confidential to your account.
We do not use individually identifiable query data to build intelligence products that disclose your specific commercial freight strategies or trade patterns to competitors or other users. Query data may be used in aggregated and anonymised form to improve the Service's analytical models and outputs, but such use will not reveal your individual trading activity to any third party.
7. Cookies and Analytics
We use cookies and similar technologies to operate the Service, maintain your session, and understand how users interact with the platform. Types of cookies we use:
- Strictly necessary cookies — required for the Service to function, including maintaining your authenticated session. These cannot be disabled without disabling Service functionality.
- Preference cookies — used to remember your selected settings such as display theme or interface preferences.
- Analytics cookies — we may use first-party or third-party analytics tools to understand aggregate usage patterns and improve the Service. Where third-party analytics providers are used, they receive anonymised or pseudonymised data and operate under their own privacy policies.
Most browsers allow you to manage, restrict, or delete cookies through their settings. Disabling strictly necessary cookies will impair the functionality of the Service, including your ability to remain logged in. We do not use cookies for targeted advertising.
8. Data Retention
We retain your account information for as long as your account is active or as reasonably necessary to provide the Service to you. Usage and billing records are retained for a minimum period required under applicable financial and accounting regulations, which is typically up to seven years.
If you close your account, we will delete or anonymise your personal information within a reasonable period following closure, except where we are required or permitted to retain it for legal compliance, fraud prevention, dispute resolution, or legitimate business purposes. Query history and generated analysis outputs are not considered essential personal data and may be deleted sooner.
9. Security and Breach Notification
We implement appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration, or destruction. Our security practices include: encrypted data transmission via HTTPS, one-way hashed password storage, access controls and authentication for internal systems, and secure API key generation and management.
No method of transmission over the internet or method of electronic storage is completely secure. While we take reasonable and industry-standard steps to protect your information, we cannot guarantee absolute security against all threats.
Data Breach Notification: In the event of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay, and in any case within the timeframe required by applicable law. Notification will be provided via the email address associated with your account and/or through a prominent notice on the Service. We will also notify the relevant supervisory or regulatory authority where required by law.
10. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights in relation to your personal information. We will respond to verified requests within 30 days, or within any shorter period required by applicable law.
- Access — You may request a copy of the personal information we hold about you.
- Correction — You may request that we correct inaccurate or incomplete personal information.
- Deletion — You may request deletion of your personal information, subject to any legal or legitimate business obligations to retain it.
- Portability — Where technically feasible and legally required, you may request your data in a structured, commonly used, machine-readable format.
- Objection or Restriction — You may have the right to object to certain processing activities or to request that we restrict processing of your data in specific circumstances.
- Withdraw consent — Where our processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out prior to withdrawal.
- Complaint — You have the right to lodge a complaint with the relevant data protection authority in your jurisdiction if you believe our processing of your personal information does not comply with applicable law.
To exercise any of these rights, please contact us at privacy@freightlanesai.com. We may ask you to verify your identity before processing your request to protect your information from unauthorised disclosure.
You may also delete your account directly through your account settings. Account deletion will initiate the data deletion process described in Section 8.
11. Marketing Communications
We may send you product updates, new feature announcements, or other marketing communications where you have opted in to receive them, or where we have a legitimate interest under applicable law. Transactional communications essential to the operation of your account — such as billing receipts, email verification messages, password resets, and security alerts — are sent regardless of your marketing preferences.
You may opt out of marketing communications at any time by using the unsubscribe link included in any marketing email, or by contacting us at support@freightlanesai.com. Opting out of marketing does not affect transactional communications.
12. Children's Privacy
The Service is intended for business use and is not directed at or designed for use by individuals under the age of 18. We do not knowingly collect personal information from individuals under 18. If we become aware that we have inadvertently collected personal information from a minor, we will take prompt steps to delete it. If you believe we may have collected information from a minor, please contact us at support@freightlanesai.com.
13. International Transfers
FreightLanesAI operates using hosting infrastructure and third-party service providers that may be located in, or store or process data in, countries outside your country of residence. These countries may not have data protection laws equivalent to those in your jurisdiction.
Where personal data is transferred internationally, we rely on appropriate safeguards as required by applicable data protection law — such as standard contractual clauses, adequacy decisions, or other lawful transfer mechanisms. By using the Service, you acknowledge that your information may be transferred to and processed in jurisdictions outside your own.
14. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. When we make changes, we will update the “Last updated” date at the top of this page. For changes that materially affect how we use your personal information, we will provide additional advance notice — such as an email notification or a prominent in-app announcement — before the change takes effect. Your continued use of the Service following any update constitutes your acceptance of the revised policy.
15. Contact
If you have questions, concerns, or requests relating to this Privacy Policy or the handling of your personal information, please contact us at:
FreightLanesAI
privacy@freightlanesai.com — data protection and privacy requests
support@freightlanesai.com — general enquiries
freightlanesai.com