Privacy Policy

1. Scope of This Policy

This Policy applies to our public website, client and carrier portals that we operate, online forms, quote requests, load tenders, shipment-tracking features, text-message programs, and communications submitted to us. It also covers information exchanged between our website or portal and our Transportation Management System ("TMS") for quoting, booking, dispatch coordination, tracking, document exchange, and account management.

2. Information We Collect

2.1 Information You Provide Directly

• Contact and account information, such as name, company name, job title, email address, phone number, and mailing or billing address.
• Business and credit information, such as business type, MC/DOT number, tax identification information, references, and information used to establish credit terms or a carrier/broker relationship.
• Shipment and load information, such as origin and destination, pickup and delivery windows, commodity description, weight, dimensions, equipment type, special handling or hazardous-material details, rates, accessorials, and purchase-order or reference numbers.
• Portal account credentials and authentication information.
• Communications you send us, including quote requests, support inquiries, billing communications, claims correspondence, and SMS or other messaging communications.

2.2 Information Collected Through TMS and Operational Integrations

Our website and portals may connect with our TMS and other logistics technology to support quoting, booking, carrier assignment, dispatch coordination, shipment tracking, and document exchange. Information submitted through the website or portal may be transmitted to and stored within those systems. Information generated within those systems, such as load status, carrier assignment, tracking or GPS milestones, rate confirmations, bills of lading, and proof-of-delivery documents, may be displayed through the website or portal.

2.3 Information Collected Automatically

• Usage information, such as pages visited, time on site, referring or exit pages, browser type, and device type.
• Internet or network information, including IP address and general location derived from IP address.
• Cookies and similar technologies used for core functionality, login sessions, preferences, security, website analytics, and, where enabled, advertising measurement.

2.4 Information From Third Parties

• Carriers, drivers, shippers, receivers, factoring companies, insurance providers, and credit or verification services.
• Load boards, transportation-industry platforms, and market-data services used for capacity, pricing, or operational purposes.
• Publicly available regulatory sources, including FMCSA safety, insurance, and operating-authority records.

3. How We Use Information

• Provide quotes, arrange transportation, coordinate logistics services, book and manage loads, and provide shipment tracking and support.
• Operate, secure, and maintain our website, portals, TMS integrations, communications systems, and related technology.
• Communicate about shipments, rates, invoices, account status, claims, service updates, support requests, and other operational matters.
• Process payments, establish or administer credit terms, and manage billing and collections.
• Verify carrier authority, insurance, safety history, and other qualifications.
• Comply with legal, tax, safety, insurance, contractual, and regulatory obligations, including applicable DOT and FMCSA requirements.
• Investigate and resolve cargo claims, disputes, fraud, security incidents, or misuse of our systems.
• Improve our website and services and measure the performance of our business and marketing activities.

4. How We Disclose Information

We do not sell personal information for monetary consideration. We may disclose information as reasonably necessary for our business and services, including to:

• Motor carriers and drivers, to the extent necessary to arrange, pick up, transport, track, or deliver a shipment.
• Shippers, consignees, receivers, warehouses, and other parties involved in a shipment or logistics transaction.
• Our TMS provider, hosting providers, communications providers, analytics providers, and other vendors that process information on our behalf.
• Factoring companies, insurers, financial institutions, payment processors, and credit providers involved in payment, credit, or claims processes.
• Professional advisors such as attorneys, accountants, auditors, and consultants.
• Government agencies, regulators, law-enforcement authorities, courts, or other parties when disclosure is required or permitted by law.
• A successor or potential successor in connection with a merger, financing, acquisition, restructuring, or sale of assets.

5. Mobile Numbers, SMS Consent, and Messaging Data

If you provide a mobile number and consent to receive text messages from Ship Smart Solutions, we may use that number to send operational or conversational messages relating to quotes, shipments, pickups, deliveries, account support, or other requested services. Marketing or promotional text messages, if any, will be sent only where separately permitted or consented to as required by applicable law.

Mobile phone numbers, SMS opt-in data, and text-messaging consent will not be sold, rented, or shared with third parties or affiliates for their own marketing or promotional purposes. We may disclose such information to service providers solely as necessary to provide or support our messaging services, customer service, fraud prevention, security, or other communications requested by you. Text-messaging originator opt-in data and consent are not transferred to third parties for unrelated marketing purposes.

6. Cookies and Similar Technologies

We may use cookies and similar technologies to operate website features, maintain login sessions, remember preferences, support security, analyze site traffic, and, where enabled, measure advertising or marketing performance. Browser settings may allow you to block or delete cookies, but disabling certain cookies may limit portal functionality. Where applicable law requires an additional opt-out mechanism for particular data practices, we will provide one through the website or another appropriate method.

7. Data Security

We use administrative, technical, and physical safeguards designed to protect client, carrier, shipment, and account information against unauthorized access, alteration, disclosure, or destruction. These measures may include access controls, secure transmission where appropriate, system monitoring, and limiting internal access on a need-to-know basis. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain client, shipper, carrier, account, communications, and shipment information for as long as reasonably necessary to provide services, administer business relationships, meet contractual obligations, resolve disputes, and comply with applicable legal, tax, insurance, safety, and DOT/FMCSA recordkeeping requirements. Retention periods vary by record type and legal obligation. When information is no longer required, we may delete or anonymize it in accordance with our practices and applicable law.

9. Your Privacy Rights

Depending on where you reside, whether the applicable privacy law applies to Ship Smart Solutions, and statutory exceptions, you may have rights concerning personal information we maintain about you. These may include rights to request access, correction, deletion, or a copy of certain information, and to opt out of certain data practices. We may need to verify your identity and may retain information that must be preserved for legal, safety, fraud-prevention, contractual, or recordkeeping purposes. Requests may be submitted using the contact information below.

10. Children's Privacy

Our website and services are intended for business use and are not directed to children. We do not knowingly collect personal information from children under 13 through our website or portals.

11. Third-Party Links and Services

Our website or portals may link to or integrate with third-party websites, tracking tools, payment services, mapping services, communications platforms, or industry resources. We do not control and are not responsible for the privacy or security practices of third parties. Their own privacy policies and terms govern their services.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, services, or legal requirements. The updated version will be posted with a revised effective date. Where required by law, we will provide additional notice of material changes.

Contact Us

Ship Smart Solutions, Inc.

650 E Diehl Rd, Naperville, IL 60563

Email: operations@ship-solutions.net

Phone: (331)-249-2786