Privacy Policy

1. Introduction

Vantage Freight (“we”, “us”, or “our”) is committed to protecting the privacy of our users. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you use Vantage Freight (“the Service”), a cloud-based Transportation Management System. This policy applies to all users, including tenant administrators and team members.

2. Information We Collect

Information you provide directly:

• Account information: name, email address, password
• Company information: company name, address, contact details
• Operational data: order records, customer details, driver information, invoices, and related logistics data
• Communications: emails, support requests, and feedback you send to us

Information collected automatically:

• Device and browser information (type, version, operating system)
• IP address and approximate geographic location
• Usage data: features accessed, pages visited, actions performed within the Service
• Cookies and similar tracking technologies for session management and analytics

3. How We Use Your Information

We use the information we collect to: provide, operate, and maintain the Service; process your transactions and manage your account; send you service-related communications, including invoices and notifications; provide customer support and respond to inquiries; improve and develop new features for the Service; monitor and analyze usage trends and performance; detect, prevent, and address technical issues and security threats; and comply with legal obligations.

4. Consent

By creating an account and using the Service, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. Where we rely on consent as the legal basis for processing your information, you have the right to withdraw your consent at any time by contacting us at privacy@vantagefreight.ca. Withdrawal of consent does not affect the lawfulness of processing conducted prior to withdrawal.

For operational data that you enter into the Service on behalf of your organization (such as order records, customer details, and driver information), your organization's tenant administrator is responsible for ensuring that appropriate consent or legal basis exists for the processing of such data.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Service providers: third-party vendors who assist in operating the Service (such as hosting, email delivery, and payment processing), bound by confidentiality agreements
• Within your tenant: other authorized users within your organization's tenant may access shared operational data
• Legal requirements: when required by law, court order, or governmental authority
• Business transfers: in connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. In such cases, we will notify you before your information is transferred and becomes subject to a different privacy policy

6. Sub-Processors

We use the following categories of sub-processors to operate the Service:

• Infrastructure and hosting: Supabase (database and authentication services)
• Email delivery: transactional email service providers
• Analytics: usage analytics providers

We maintain a current list of sub-processors and will provide reasonable advance notice to tenant administrators before engaging any new sub-processor that processes personal information. Sub-processors are bound by data processing agreements that require them to protect your information to the same standard as this Privacy Policy.

7. Cross-Border Data Transfers

Your data is stored on secure servers managed by our infrastructure provider (Supabase) with data centers in Canada and the United States. As a result, your personal information may be processed in and transferred to the United States, where it may be subject to the laws of that jurisdiction, including laws that may permit access by law enforcement or national security authorities. By using the Service, you acknowledge and consent to the transfer and processing of your personal information outside of Canada. We take reasonable steps to ensure that your information is protected in accordance with this Privacy Policy regardless of where it is processed.

8. Data Storage and Security

We implement industry-standard security measures including encryption in transit (TLS) and at rest, row-level security policies, and regular security reviews. Despite these measures, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Breach Notification

In the event of a security breach involving personal information that creates a real risk of significant harm to affected individuals, we will:

• Notify the Office of the Privacy Commissioner of Canada as required under PIPEDA
• Notify affected individuals as soon as feasible, describing the nature of the breach, the information involved, and the steps we are taking in response
• Notify tenant administrators so they can take appropriate action for their organizations

We maintain an incident response process designed to detect, contain, and remediate security incidents promptly.

10. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you or your tenant administrator requests account deletion, we will delete your personal information within 30 days, except where retention is required by law. Anonymized and aggregated data may be retained indefinitely for analytics purposes.

11. Your Rights

Under applicable Canadian privacy legislation (including PIPEDA and provincial privacy laws), you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information, subject to legal retention requirements
• Withdraw consent to the processing of your information
• Request a copy of your data in a portable format (CSV or JSON)

To exercise any of these rights, please contact us at privacy@vantagefreight.ca. We will respond to your request within 30 days.

12. Cookies

We use essential cookies for authentication and session management. We may also use analytics cookies to understand how the Service is used. You can control cookie preferences through your browser settings, though disabling essential cookies may affect the functionality of the Service.

13. Third-Party Services

The Service may integrate with third-party services (such as mapping providers and email services). These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of third-party services.

14. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected such information, we will take steps to delete it promptly.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the version date at the top of this page and notify you through the Service. We encourage you to review this policy periodically. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

16. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: