Privacy Policy

Last updated: March 19, 2026

1. Who We Are

FreightVox ("we," "our," or "us") is an AI email automation platform for freight brokers, operated by FreightVox Inc. Our service is accessible at freightvox.com.

If you have questions about this policy, contact us at hello@freightvox.com.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Email address (required for authentication and communication)
• Organization name (required for multi-user account setup)
• Password (stored as a one-way bcrypt hash — we cannot read it)

2.2 Freight Email Content

To provide the core service, FreightVox receives and processes inbound emails forwarded to your assigned inbox address. This includes:

• Sender email addresses and names
• Email subject lines and message bodies
• Attachments referenced in emails (not stored as files)
• Shipment-related data extracted from email content

This content is processed by our AI system (powered by OpenAI) to classify email intent and generate draft responses. Email content is stored in our database to enable your team to review and approve responses.

2.3 Usage Data

We automatically collect usage information including:

• Pages visited and features used within the application
• Email volume and processing counts (for billing purposes)
• Browser type, operating system, and IP address (for security)
• Session timestamps and authentication events

2.4 Payment Information

Payments are processed by Stripe, Inc. We do not store your credit card numbers, expiration dates, or CVV codes on our servers. When you subscribe to a paid plan, Stripe stores your payment credentials and sends us only a customer identifier and subscription status.

3. How We Use Your Data

We use your information to:

• Operate the service — process inbound emails, generate AI draft responses, and manage shipment records
• Authenticate your identity — verify your login and maintain your session
• Send transactional emails — account notifications, email processing alerts, and billing receipts via Postmark
• Enforce usage limits — track monthly email counts for Free plan limits
• Improve the product — analyze aggregate usage patterns to identify bugs and improve AI accuracy
• Comply with legal obligations — retain records as required by law

We do not use your email content to train AI models for external products or share it with third parties beyond what's described in this policy.

4. Third-Party Services

4.1 Meta Pixel (Facebook)

Our website uses the Meta Pixel (ID: 936472532253214) to measure the effectiveness of our advertising campaigns. The pixel collects information about your visit to our site, including pages viewed and actions taken, and shares this with Meta Platforms, Inc.

The Meta Pixel may set cookies on your browser. You can opt out of Meta's ad tracking via Meta Ad Preferences or by using our cookie consent banner. California residents have additional rights under CCPA (see Section 9).

4.2 Stripe (Payments)

Subscription billing is processed by Stripe, Inc. When you enter your payment information, it is transmitted directly to Stripe over a secure connection. Stripe's privacy policy is available at stripe.com/privacy.

4.3 Postmark (Email Delivery)

We use Postmark (by ActiveCampaign, LLC) to deliver transactional emails — including account verification, notifications, and billing receipts. Your email address is shared with Postmark solely for the purpose of delivering these messages. Postmark's privacy policy is at postmarkapp.com/privacy-policy.

Inbound email processing: When you configure your brokerage email to forward messages to FreightVox, those emails are received via Postmark's inbound email infrastructure. Email content is transmitted over encrypted connections (TLS) and stored in our database.

4.4 OpenAI (AI Processing)

Email content is sent to OpenAI's API (GPT-4o-mini) for intent classification and response drafting. OpenAI processes this data according to their API Privacy Policy. Data sent via the API is not used to train OpenAI's models.

4.5 Neon / PostgreSQL (Database)

Your data is stored in a PostgreSQL database hosted on Neon (Neon Technologies, Inc.). Neon provides encrypted database hosting with access controls limiting data access to authorized FreightVox systems only.

5. Cookies and Tracking

FreightVox uses cookies and similar tracking technologies for:

• Authentication: We store a JSON Web Token (JWT) in your browser's localStorage to keep you logged in across sessions.
• Analytics: We use a first-party analytics beacon to measure visit counts on our marketing pages.
• Advertising: The Meta Pixel sets third-party cookies to measure ad campaign performance.

You can control cookies through your browser settings. Disabling cookies will prevent the Meta Pixel from tracking but will not affect core application functionality (which uses localStorage, not cookies).

6. Data Retention

We retain your data as follows:

• Account data — retained for the life of your account, deleted within 30 days of account deletion request
• Email content — retained for 12 months from receipt, then automatically purged unless you request earlier deletion
• Usage logs — retained for 90 days for security and debugging
• Billing records — retained for 7 years as required by financial record-keeping laws

7. Data Security

We protect your data using industry-standard security measures:

• All data transmitted over HTTPS/TLS encryption
• Passwords hashed with bcrypt (cost factor 10+)
• Database access restricted to FreightVox application servers
• JWT tokens expire after 7 days and are invalidated on logout
• Stripe handles all payment data — we never see raw card numbers

No security system is perfect. In the event of a data breach affecting your personal information, we will notify affected users within 72 hours of discovery.

8. Your Rights (GDPR — EU/EEA Users)

If you are located in the European Union or European Economic Area, you have the following rights under GDPR:

• Access: Request a copy of the personal data we hold about you
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Limit how we process your data
• Portability: Receive your data in a machine-readable format
• Objection: Object to processing based on legitimate interests

To exercise these rights, email hello@freightvox.com with your request. We will respond within 30 days.

9. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request disclosure of personal information collected, used, or shared
• Right to Delete: Request deletion of personal information
• Right to Opt Out of Sale: FreightVox does not sell your personal information to third parties
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights

The Meta Pixel may constitute a "sale" of data under CCPA's broad definition. You can opt out by declining cookies in our cookie banner or by visiting Meta's Ad Preferences.

To submit a CCPA request, contact us at hello@freightvox.com.

10. Children's Privacy

FreightVox is a business-to-business service designed for freight brokerage professionals. We do not knowingly collect personal information from anyone under 18 years of age. If you believe we have inadvertently collected data from a minor, contact us immediately at hello@freightvox.com.

11. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will update the "Last updated" date at the top of this page. For material changes, we will notify registered users via email at least 14 days before the changes take effect.

Continued use of FreightVox after policy changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions, data requests, or concerns:

• Email: hello@freightvox.com
• Subject line: "Privacy Request" for data requests