1.Who this policy covers

This policy applies to:

• Visitors to ultraship.ai.
• Customers who subscribe to the Platform and the users they invite ("Users").
• Shippers, carriers, drivers and other people whose details are entered into the Platform by a Customer ("Business Contacts").

For information that a Customer enters into the Platform about its own shippers, carriers and loads, the Customer is the data controller and UltraShip is the data processor acting on the Customer's instructions. If you are a Business Contact and have questions about how a Customer handles your information, please contact that Customer directly.

2.Information we collect

Information you give us

• Account details: name, work email address, phone number, company name, job title, password.
• Billing details: billing address and payment information. Card numbers are handled by our payment processor and are not stored on UltraShip systems.
• Demo and contact requests: anything you submit through our forms, email or phone.
• Support communications: messages, attachments and call notes when you contact support.

Information Customers enter into the Platform

• Shipper, carrier and driver records, including names, contact details, MC and DOT numbers, insurance and compliance documents.
• Load, quote, tracking, invoice and payment records.
• Emails and messages processed by Platform features such as Inbox Intellect, UltraCampaign and UltraConnect.

Information we collect automatically

• Device and usage data: IP address, browser type, operating system, pages viewed, features used, timestamps and error logs.
• Cookies and similar technologies, described in section 8.

Information from third parties

• Data returned by integrations you connect, such as load boards, carrier compliance services, tracking providers and accounting software.
• Business contact information from data providers used for sales and marketing, where permitted by law.

3.How we use information

We use information to:

• Provide, operate, maintain and secure the Services.
• Create and manage accounts, process payments and send invoices.
• Run Platform features you choose to use, including AI-assisted features that read emails or documents to draft loads or answer questions about your own data.
• Respond to demo requests, questions and support tickets.
• Send service notices, security alerts and product updates.
• Send marketing communications, which you can opt out of at any time.
• Analyse usage to improve performance, reliability and features.
• Detect, prevent and investigate fraud, abuse and security incidents.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell personal information. We do not use Customer data to train models that are made available to other customers.

4.Legal bases (EEA, UK and similar jurisdictions)

Where data protection law requires a legal basis, we rely on:

• Performance of a contract: to provide the Services you or your company signed up for.
• Legitimate interests: to secure and improve the Services, communicate with business contacts, and run our business, balanced against your rights.
• Consent: for non-essential cookies and, where required, marketing communications. You can withdraw consent at any time.
• Legal obligation: to keep records required by tax, accounting and other laws.

5.How we share information

We share information only as needed to run the Services:

• Service providers: hosting, databases, email delivery, payment processing, customer support, analytics and security vendors, bound by contracts that limit their use of the data.
• Integrations you connect: when you enable an integration (for example a load board, a carrier compliance service, a tracking provider or accounting software), we exchange the data needed for that integration to work, according to your settings.
• Within your company: other Users on your Customer account can see data according to the roles and permissions your administrator sets.
• Legal and safety: when required by law, subpoena or court order, or to protect the rights, property or safety of UltraShip, our Customers or others.
• Business transfers: if UltraShip is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction, subject to this policy.

6.Data retention

• Account and billing records are kept for as long as your account is active and as required afterwards for tax, accounting and legal purposes.
• Customer data in the Platform is kept for as long as the Customer's subscription is active. On cancellation, Customers can request a full export of their data in standard formats. We delete or anonymise Customer data within 90 days after the account closes, except where the law requires longer retention or where data is held in routine backups that expire on a fixed schedule.
• Usage logs are kept for a limited period for security and troubleshooting, then deleted or anonymised.

7.Security

We use administrative, technical and physical safeguards designed to protect information, including encryption in transit and at rest, role-based access controls, logging and monitoring, and regular backups. No system is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and the relevant authorities as required by law.

8.Cookies and similar technologies

We use cookies and similar technologies to keep you signed in, remember your preferences, understand how the site and Platform are used, and measure marketing. Essential cookies are required for the Services to work. Analytics and marketing cookies are used only with your consent where the law requires it. You can manage cookies in your browser settings; disabling essential cookies may stop parts of the Services from working.

9.International transfers

UltraShip is based in the United States and our service providers may be located in other countries. Where we transfer personal information from the EEA, UK or Switzerland, we use safeguards recognised under applicable law, such as standard contractual clauses.

10.Your rights and choices

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate information.
• Delete your information.
• Receive a copy of your information in a portable format.
• Object to, or restrict, certain processing.
• Withdraw consent where processing is based on consent.
• Opt out of marketing emails using the unsubscribe link in any message.
• Lodge a complaint with your local data protection authority.

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect and how we use it, the right to delete it, and the right not to be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioural advertising.

To exercise any of these rights, contact us using the details in section 13. We may need to verify your identity before responding. If your request concerns information a Customer entered into the Platform, we will refer the request to that Customer.

11.Children

The Services are for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from children.

12.Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last changed. For significant changes we will notify Customers by email or through the Platform.

13.Contact us