Intelligate’s Privacy Policy

I. Introduction

This Privacy Policy explains how Intelligate (“we,” “us,” or “our”) collects, uses, discloses, and protects your personal data when you use our cloud-based yard and gate management platform (“Service”). It also describes your rights regarding your data and how you can exercise them.

We collect and process your information to provide, maintain, and improve our Service, including features such as driver self-registration, yard automation, asset tracking, and system integrations. This may include personal data (such as contact details), operational data (such as vehicle or equipment logs), and usage data (such as IP addresses or access times).

By using our Service, you consent to the practices described in this policy. If you do not agree with these terms, please refrain from accessing or using our platform. For questions about this Privacy Policy or your data rights, please contact us using the information provided at the end of this document.

II. Understanding the Policy’s Timeline: Elaborating on the “Effective Date” and “Last Updated” Sections

At the beginning of this Privacy Policy, users will find both an “Effective Date” and a “Last Updated” date. The “Effective Date” signifies when this version of the Privacy Policy officially came into effect, outlining the point from which the stated data handling practices began to be implemented. While in traditional contract law, an effective date marks the commencement of mutual obligations, in the context of digital agreements like privacy policies, it primarily serves an informative purpose, indicating the starting point for the current set of guidelines.The “Last Updated” date, typically located near the top of the document, is equally important as it informs users about the policy’s currency. This date indicates when the privacy policy was most recently reviewed and revised to reflect any changes in data handling practices, legal requirements, or the evolution of services. In the dynamic environment of data privacy, laws and business practices can change rapidly. Therefore, the “Last Updated” date assures users that the information they are reading is the most recent and relevant version, reflecting the company’s ongoing commitment to compliance and transparency. For users who may have reviewed the policy in the past, this date provides a clear indicator of whether any updates have been made since their last visit, allowing them to quickly identify if they need to familiarize themselves with new provisions. To further enhance transparency, Intelligate may also consider providing a link to previous versions of the Privacy Policy, enabling users to easily access and review the history of changes and updates over time. This practice demonstrates a commitment to keeping users fully informed about how their data has been handled and how the policy has evolved.

III. Ensuring Legal Clarity: Expanding the “Legal Disclaimer” Section

Please read this Privacy Policy carefully. It is important to understand that this document provides a general overview of Intelligate’s data handling practices for Intelligate. While we have strived to make this policy comprehensive and legally sound, the information provided herein is for informational purposes only and should not be considered as legal advice. The legal landscape surrounding data privacy is constantly evolving and varies across jurisdictions. Therefore, we strongly advise users to seek independent legal advice from a qualified legal professional to understand how applicable data protection laws and regulations specifically affect their rights and obligations. This Privacy Policy is intended to provide clarity about our practices but should not be relied upon as a substitute for professional legal consultation. Intelligate makes no representations or warranties regarding the legal sufficiency or compliance of this policy with all applicable laws. Users should be aware that the use of this policy template, even as elaborated by the instructions provided, does not create an attorney-client relationship between the user and Intelligate or any of its affiliates. Furthermore, Intelligate shall not be liable for any actions taken or decisions made by users based solely on the information provided in this Privacy Policy.

IV. Setting the Stage: Enhancing the “Introduction and Scope” Section

At Intelligate, we recognize the critical importance of data protection and are deeply committed to safeguarding the privacy of our users. We believe that transparency and trust are fundamental to our relationship with individuals and businesses that utilize our Intelligate services. This commitment to data protection is not merely a legal obligation but a core value that underpins every aspect of our operations. We strive to implement robust security measures and adhere to best practices to ensure that your information is handled with the utmost care and respect. This Privacy Policy applies to all users of the Intelligate services, including those accessing our web platform, mobile applications, and any related services or APIs. Intelligate are innovative SaaS solutions designed to provide comprehensive visibility and management tools for operational environments. Our services leverage a range of technologies, including cloud-based platforms for data hosting and application delivery, web interfaces for user access and control, mobile applications for real-time updates and management on the go, and APIs to enable seamless integration with other enterprise systems. By utilizing these technologies, we aim to streamline operations, enhance efficiency, and provide valuable insights to our users, all while maintaining the highest standards of data privacy and security.

V. Deep Dive into Collected Information: Expanding the “Information We Collect and Process” Section

This section details the various types of information that Intelligate collects and processes to provide and improve our services. The data we collect can be broadly categorized into Personal Data, Operational Data, Derivative Data, and Information from Third Parties.

A. Personal Data: Providing Specific Examples for Each Subcategory

Personal Data refers to information that identifies or can be used to identify an individual. We collect and process several categories of personal data to manage user accounts, facilitate billing, and enable communication.

• Contact Information: This includes details such as your name, email address, phone number, postal address, and other information you provide when registering for our services or contacting us. For billing purposes, this may also include the name and contact details of the billing contact person. This information is essential for account management, providing support, and communicating important service-related updates.
• Account Credentials: To ensure secure access to Intelligate, we collect account credentials such as usernames and passwords. We may also collect security questions and their answers, which are used for account recovery and to enhance the security of your account.
• Billing Information: When you subscribe to our paid services, we collect necessary billing information, including credit card details, bank account information, billing addresses, and payment history. Your purchase history, including dates and amounts of transactions, is also recorded for billing and support purposes.
• Communication Content: We may collect and process the content of your communications with us, which includes emails you send to our support team, transcripts of chat sessions with our customer service representatives, and records of phone calls for support or other inquiries. This helps us to understand your needs and improve our services.

B. Operational Data: Elaborating on the Provided Examples

Operational Data is generated through your use of the Intelligate services and is crucial for providing the core functionalities of our platform.Shipment & Load Details: This category includes information related to the shipments and loads managed within our platform, such as container numbers, appointment references, dates and times of arrival and departure, loading and unloading details, and the types of goods being transported.

• Carrier & Driver Information: We may collect information about the carriers and drivers involved in the operations, such as carrier names, driver identification details, and driver contact information if provided by you or the carrier.
• Movement & Status Data: Intelligate utilizes technologies like RFID tags and GPS data to provide real-time visibility of assets and their movement within the yard and gate. This data includes the current location of trailers, containers, and vehicles, their status (e.g., in transit, arrived, loaded, unloaded), and historical movement patterns.
• System Configuration Data: This includes information about how your Intelligate system is configured, such as user settings, preferences, and integrations with other systems like specific Warehouse Management Systems (WMS) or Transportation Management Systems (TMS).

C. Derivative Data: Providing Context for the Examples

Derivative Data is information that we derive or infer from your use of our services and the data you provide.Log Files: Our servers automatically collect log files, which include information such as your IP address, browser type, operating system, referring URLs, access times, and dates. This data helps us in identifying usage patterns, diagnosing technical issues, and detecting potential security incidents or unauthorized access attempts.

• Usage Metrics: We collect data on how you use the Intelligate platform, including the features you access, the frequency and duration of your sessions, and your interactions with various functionalities. These metrics are vital for understanding feature adoption, identifying areas for improvement, and assessing the overall performance of our platform.
• Device Data: We collect information about the devices you use to access our services, such as device identifiers, device type, operating system, and mobile network information. This data helps us in providing a consistent user experience across different devices, troubleshooting issues, and ensuring the security of your account.
• Location Data: While Intelligate may collect general location data (e.g., IP-based location), precise location data is only collected with your explicit user consent for specific features that require it. For example, if you enable location services for a mobile application to track your movement within a yard, we will collect precise location data for that specific purpose.
• Cookies and Tracking Technologies: We use cookies, web beacons, and other tracking technologies to enhance your user experience, personalize content, analyze website traffic, and for marketing purposes. Comprehensive details about our use of these technologies, including the types of cookies we use and how you can manage your preferences, can be found in our separate Cookie Policy.

D. Information from Third Parties: Clarifying the Examples

We may also collect information about you from third-party sources that we trust.

• Integration Partners: If you choose to integrate Intelligate with other third-party services, such as logistics platforms or carrier systems, we may receive data from these partners. This data can include shipment status updates, delivery information, and other details relevant to the integration.
• Business Partners: We may receive information from our business partners who assist us in various aspects of our operations, such as facilitating the subscription process, providing customer support, or offering related services.
• Publicly Available Sources: We may collect information about businesses and individuals from publicly available sources, such as company websites, professional networking sites, and business directories. This data is used for improving our service offerings, understanding market trends, and enhancing the accuracy of our business-related information.

VI. How We Utilize Your Information: Elaborating on the “How We Use Your Information” Section

The information we collect and process is used for a variety of purposes aimed at providing, maintaining, improving, and securing the Intelligate services, as well as enhancing the overall user experience.

• Service Provision and Operation: We use your information to provide you with access to the Intelligate platform and its features. This includes personalizing your user experience by remembering your preferences, tailoring the interface to your specific needs, and ensuring efficient delivery of our services. For instance, we may use your role within your organization to display the most relevant dashboards and functionalities.
• Service Maintenance and Improvement: We continuously work to maintain and improve the Intelligate services. To achieve this, we analyze usage data and feedback to identify areas for enhancement, debug issues, and develop new features. We may also use data for A/B testing new functionalities to ensure they are effective and user-friendly.
• Customer Support and Communication: Your contact information and communication content are used to provide you with customer support, respond to your inquiries, and address any issues or concerns you may have. We may communicate with you through various channels, including email, phone, and chat, depending on the nature of your request and your preferred method of contact. We may also send you important service-related announcements, updates about new features, and security notifications.
• Security, Compliance, and Fraud Prevention: We take the security of our platform and your data very seriously. We use collected information to monitor for and detect potential security threats, unauthorized access attempts, and other fraudulent activities. For example, we may analyze login patterns to identify suspicious behavior. Additionally, we use your information to ensure compliance with applicable laws, regulations, and our contractual obligations.
• Analytics and Business Intelligence: We analyze aggregated and anonymized data to gain insights into how our platform is used, understand market trends, and make informed strategic decisions about the future development and direction of our services. This helps us to improve our offerings and better serve our users.
• Personalization: By understanding your usage patterns and preferences, we can personalize your experience on the Intelligate platform, making it more efficient and tailored to your specific operational needs. This may include suggesting relevant features, customizing reports, or highlighting information that is most important to you.
• Marketing and Promotions: With your consent, we may use your contact information to send you marketing communications about new features, product updates, promotional offers, and other information that may be of interest to you. You will always have the option to opt-out of receiving these marketing communications at any time.
• Fulfilling Other Purposes: In some cases, we may need to use your information for other purposes that are not explicitly listed in this section. If this occurs, we will inform you about these purposes at the time of data collection and obtain your consent where required by applicable law.

VII. When and How We Share Your Data: Clarifying the “Disclosure and Sharing of Your Information” Section

We understand the importance of keeping your information private. We only disclose and share your information in limited circumstances, as described below:

• Legal Requirements and Rights Protection: We may disclose your information if required to do so by law or in response to a valid legal process. We may also disclose your information when we believe it is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
• Third-Party Service Providers: We engage various third-party service providers to assist us in delivering and improving our services. These providers may have access to your information to perform tasks on our behalf, such as hosting our platform, processing payments, providing analytics services, and offering customer support. We maintain a list of our major subprocessors, which is publicly available for transparency. We ensure that these service providers are contractually obligated to protect your information in accordance with this Privacy Policy and applicable data protection laws.
• Business Transfers or Transactions: In the event of a merger, acquisition, sale of company assets, or other business transaction, your information may be transferred to the acquiring entity or third party as part of the transaction. We will provide notice to you via email and/or a prominent notice on our website of any such change in ownership or control and the transfer of your personal information.
• With Your Explicit Consent or Direction: We may share your information with third parties if you have given us your explicit consent to do so or if you have directed us to share it in a specific way. For example, if you choose to enable a specific integration with another platform, we will share the necessary information with that platform to facilitate the integration, with your explicit consent.
• Aggregated, Anonymized, or De-Identified Data: We may share aggregated, anonymized, or de-identified data with third parties for various purposes, including analytics, research, and industry benchmarking. This type of data does not identify you as an individual.
• Within Your Organization: If you are using Intelligate as part of an organizational account, your information, including Operational Data, may be accessible to other users within your organization, particularly administrators. It is your organization’s responsibility to manage access controls and permissions for user accounts within their Intelligate instance.

VIII. Protecting Your Information: Detailing the “Data Security Measures” Section

We have implemented a variety of technical and organizational measures designed to protect your information from unauthorized access, use, disclosure, alteration, or destruction. These measures are regularly reviewed and updated to address evolving security threats and best practices.

• Encryption: We utilize industry-standard encryption protocols to protect your data both when it is at rest on our servers and when it is transmitted between you and our platform. This ensures that your data is protected against unauthorized interception and access.
• Access Controls: We implement strict access controls to limit access to your information to authorized personnel only. Access is granted based on the principle of least privilege, ensuring that individuals only have access to the data necessary to perform their specific job duties.
• Network Security: We employ various network security measures, including firewalls and intrusion detection systems, to protect our systems and your data from unauthorized access and malicious attacks.
• Secure Development Practices: We adhere to secure development practices throughout our software development lifecycle. This includes conducting regular code reviews and security testing to identify and address potential vulnerabilities before they can be exploited.
• Personnel Security: We implement personnel security measures, including background checks for employees with access to sensitive data and regular training on data security and privacy best practices.
• Incident Response Plan: We have established and maintain an incident response plan to effectively handle any security breaches or incidents that may occur. This plan outlines the procedures for identifying, containing, eradicating, and recovering from security incidents to minimize their impact.
• Regular Audits and Assessments: We conduct regular internal and external security audits and assessments to evaluate the effectiveness of our security measures and identify areas for improvement. We may also undergo third-party security certifications to validate our security posture.

IX. Data Retention Policy: Elaborating on the Criteria Used

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, as outlined in this Privacy Policy, or as required by applicable laws and regulations. Our data retention periods are based on several criteria:

• The duration of your active account: We will retain your personal information for as long as your account with Intelligate is active. Once you close your account, we will retain your data for a period of time thereafter to allow for account recovery, handle any outstanding issues, and as otherwise required by law.
• Compliance with our legal obligations: We may need to retain certain information to comply with our legal obligations, such as tax laws, accounting requirements, and legal reporting duties. The specific retention periods for these types of data are determined by the relevant legal requirements.
• The terms specified in our contractual agreement: The retention of Operational Data, in particular, may be subject to the terms specified in our contractual agreements with our customers. Depending on the agreement, customers may have control over the retention period for their Operational Data.
• Anonymization and Secure Deletion: Once the retention period for specific data has expired and there is no longer a need to retain it for legal or business purposes, we will either anonymize the data by removing or obscuring any personally identifiable information, or we will securely delete the data using appropriate data destruction methods. For electronic data, this may involve overwriting or securely wiping the data, while for physical records, it may involve shredding or other secure destruction methods.

X. Your Data Protection Rights and Choices: Elaborating on Each Right

We are committed to respecting your data protection rights and providing you with choices regarding your personal information. Depending on your location and applicable data protection laws, you may have the following rights:

• The right to be informed: You have the right to know what personal data we collect about you, how we use it, and your rights regarding your data. This information is provided in this Privacy Policy.
• The right to access: You have the right to request access to the personal data we hold about you and receive a copy of it.
• The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• The right to erasure (right to be forgotten): In certain circumstances, you have the right to request that we delete your personal data from our records.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain situations.
• The right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and have the right to transmit that data to another controller.
• The right to object: You have the right to object to the processing of your personal data in certain circumstances, such as for direct marketing purposes.
• Rights in relation to automated decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

To exercise any of these rights, please contact us using the contact information provided in the “Contact Us” section below. We will respond to your request in accordance with applicable data protection laws.

XI. International Data Transfers: Specifying the Primary Country/Region

As a global organization, we may transfer your personal information to, and process it in, countries other than the country in which you are resident. These countries may have data protection laws that are different from the laws of your country. To ensure that your personal information is protected when it is transferred internationally, we rely on Standard Contractual Clauses (SCCs) or similar data transfer mechanisms approved by the European Commission, the Swiss Federal Data Protection and Information Commissioner (FDPIC), and the UK Information Commissioner’s Office (ICO), as applicable, for data transfers outside the European Economic Area (EEA), Switzerland, or the United Kingdom. These mechanisms provide appropriate safeguards for the transfer of personal data in accordance with applicable data protection laws.

XII. Children’s Privacy: Explicitly Stating the Age Limit

Intelligate is intended for use by businesses and individuals over the age of 18. If we become aware that we have collected personal data from a child without verifiable parental consent, we will take steps to delete that information from our records as quickly as possible. If you are a parent or guardian and believe that your child has provided us with personal data without your consent, please contact us immediately so that we can take appropriate action.

XIII. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us.

XIV. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data handling practices, legal requirements, or the features of our services. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

XV. Conclusion

This elaborated Privacy Policy reflects Intelligate’s ongoing commitment to transparency and the protection of user privacy in the context of the Intelligate services. By providing detailed information about our data handling practices, we aim to build and maintain the trust of our users and ensure compliance with applicable data protection laws. We encourage users to carefully review this policy and contact us with any questions or concerns.