# Raptor TMS — Privacy Policy
**Effective date:** June 26, 2026 · **Provider:** Raptor TMS LLC · **Contact:** support@raptor-tms.ai
## 1. Scope
This Policy explains how we collect, use, and share information when you use Raptor TMS (the
"Service") and our website. For Customer Data you submit as a Tenant, you are the
"controller" and we act as your "processor"/service provider; we process it on your behalf
per our [Terms of Service](/terms) and any Data Processing Addendum (DPA).
## 2. Information we collect
- **Account & user info:** name, work email, role, tenant/organization, authentication
identifiers (via Amazon Cognito).
- **Customer Data (you submit):** loads, shipments, stops, customers, carriers, leads,
quotes, rates, invoices/settlements/statements, uploaded documents (e.g., BOLs, rate
confirmations), contact details, carrier MC/DOT and insurance info, and driver phone
numbers and location coordinates for tracking.
- **Billing info:** subscription/seat data and billing identifiers. Card details are
handled by Stripe; we do not store full card numbers.
- **Usage & device data:** log data, IP address, timestamps, actions taken (audit log),
and basic telemetry needed to operate and secure the Service.
- **Cookies:** session/authentication cookies required to run the app.
## 3. How we use information
To provide, secure, maintain, and improve the Service; authenticate users; process billing;
send service/transactional communications; provide AI-assisted features on your inputs;
detect and prevent fraud/abuse; and comply with law. We do **not** sell personal
information. We do **not** use Customer Data to train third-party foundation models.
## 4. AI processing
AI features (document intake/extraction, load summaries, drafted emails) send the relevant
inputs to our AI subprocessor (Amazon Bedrock) to generate output for you. Inputs/outputs
are processed to deliver the feature; we do not log full prompt/response bodies for
analytics, and the model provider does not use the content to train its models.
## 5. SMS / text messaging & driver location
Raptor TMS sends operational text messages (via Twilio) to carriers, drivers, and
dispatchers — driver location requests for active loads, and freight rate-bid requests and
confirmations. Recipients consent by providing their mobile number to a broker who uses
Raptor TMS and agreeing to operational contact about a load, or via consent recorded by the
broker during carrier/driver setup. Message frequency varies with load activity; message and
data rates may apply. Reply STOP to opt out or HELP for help. **Mobile opt-in information and
phone numbers collected for SMS are never shared or sold to third parties or affiliates for
marketing purposes**, and are used only to send and receive these operational messages. See
our [SMS / Text Messaging Terms](/messaging) for full details. Tenants remain responsible for
ensuring they have the right to provide a recipient's number for these messages.
## 6. How we share information
- **Subprocessors / service providers** (below) that help us run the Service.
- **At your direction** (e.g., generating documents, sending emails/SMS you initiate).
- **Legal/safety:** to comply with law, enforce terms, or protect rights and safety.
- **Business transfer:** in a merger, acquisition, or asset sale (with notice).
### Subprocessors
| Vendor | Purpose | Data |
|---|---|---|
| Amazon Web Services (AWS) | Hosting, database, storage, email (SES) | All Service data at rest/in transit |
| Stripe | Subscription billing & payments | Billing identifiers; card data handled by Stripe |
| Twilio | Driver SMS / location & bid messaging | Driver/carrier phone numbers, message content |
| Amazon Bedrock (AWS) | AI features | Inputs you submit to AI features |
| FMCSA / EIA / USPS | Carrier safety, fuel index, address validation (data sources) | Carrier identifiers / addresses you query |
## 7. Data retention
We retain Customer Data for the life of your subscription and for 30 days after
termination to allow export, then delete or anonymize per schedule. Operational records
have defined retention (e.g., position/tracking data ~12 months; audit logs ~365 days;
billing-event records ~90 days). Backups age out on their normal cycle.
## 8. Security
We use measures including encryption in transit and at rest, least-privilege access,
tenant-scoped data access, secret management, logging, and monitoring. No method is 100%
secure; we cannot guarantee absolute security. We will notify affected customers of a
personal-data breach as required by law and your DPA.
## 9. Your rights
Depending on your jurisdiction (e.g., GDPR/CCPA where applicable), individuals may have
rights to access, correct, delete, or port personal data, and to object/restrict
processing. For Customer Data, direct requests to the relevant Tenant (controller); we will
assist Tenants in responding. To exercise rights regarding data we control, contact
support@raptor-tms.ai.
## 10. International transfers
We process data in the United States (AWS region us-east-1). If you access the Service from
outside the US, you consent to processing in the US.
## 11. Children
The Service is not directed to individuals under 18 and is intended for business use only.
## 12. Changes
We may update this Policy; material changes will be notified and may require re-acceptance.
**Contact:** Raptor TMS LLC · 10046 Pokagon Loop, Fort Wayne, IN 46818 · support@raptor-tms.ai
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