1. Overview
This Privacy Policy explains how TruxlyOS ("we", "us") collects, uses, and protects information when you use our trucking management platform at truxlyos.com (the "Service"). It applies to account holders, their team members, and anyone whose information is entered into the Service. By using the Service you agree to this Policy and our Terms of Service.
2. Information We Collect
Account information — name, email, phone, password (stored hashed), company name, DOT/MC numbers, country and province/state.
Operational data you enter — loads, routes, customers, invoices, quotes, expenses, fuel transactions, fleet records, and driver information (including names, contact details, pay rates, CDL numbers and expiry dates, and medical card expiry dates). As the account holder, you are responsible for having the right to enter your drivers' and employees' personal information.
Documents you upload — rate confirmations, PODs, BOLs, and similar files, stored so you can access them within the Service.
Payment information — payments are processed by Stripe. Your full card number never touches our servers; we store only Stripe references (customer and subscription IDs) and billing status.
Usage and log data — standard technical logs (IP address, browser type, pages accessed, timestamps) used for security and troubleshooting.
Cookies — we use essential cookies only, for authentication and session management. We do not use advertising or cross-site tracking cookies.
3. How We Use Information
- To provide and operate the Service — dispatching, invoicing, settlements, reporting, compliance alerts.
- To process AI features: when you use AI tools (document scanning, dispatch suggestions, document generation, load auditing, rate quoting), the relevant content is sent to our AI provider (Anthropic) for processing. Per our API agreement, this data is not used to train their models.
- To send transactional email — invoices to your customers, reports to recipients you specify, compliance and billing alerts to you — via our email provider (Mailgun).
- To process subscriptions and payments via Stripe.
- To operate integrations you connect, such as QuickBooks (accounting sync) and ELD providers like Samsara or Motive (vehicle locations, hours of service).
- To secure the Service, prevent abuse, and comply with legal obligations.
We do not sell your data, and we do not use your operational data for advertising.
4. How Information Is Shared
We share information only with service providers needed to run the Service, each bound by their own privacy and security commitments:
- Supabase — database and file hosting
- Stripe — payment processing
- Mailgun — email delivery
- Anthropic — AI processing (only content you submit to AI features)
- Intuit QuickBooks, Samsara, Motive — only if you connect these integrations, and only the data required for the integration to work
We may also disclose information if required by law, to protect our rights or users' safety, or as part of a business transfer (in which case this Policy continues to apply).
5. Data Retention
We retain your data while your account is active. After your account is terminated, we delete or anonymize your data within a reasonable period (normally 30 days), except where retention is required by law (for example, billing records) or in encrypted backups that expire on their own schedule. You can export your data (CSV and printable reports) at any time before closing your account.
6. Security
Data is encrypted in transit (TLS) and at rest. Access is controlled with authentication and row-level security so each company can only access its own data. No system is perfectly secure, so we also recommend using a strong, unique password.
7. Your Rights
Depending on where you live (including under Canada's PIPEDA and applicable US state laws), you may have rights to access, correct, export, or delete your personal information. Account holders can edit most information directly in the Service. For anything else — including deletion requests — contact us at support@truxlyos.com and we will respond within 30 days.
If you are a driver or employee whose information was entered by your carrier, your carrier controls that data; contact them first, and we will support their instructions.
8. Children
The Service is a business tool for users 18 and older. We do not knowingly collect information from children.
9. International Transfers
Our service providers may process data in the United States and other countries. Where they do, they are subject to contractual safeguards consistent with this Policy.
10. Changes to this Policy
We may update this Policy from time to time. For material changes we will notify you by email or in-app notice before they take effect. The "Last updated" date at the top reflects the latest revision.
11. Contact
Privacy questions or requests: support@truxlyos.com