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Privacy Policy

Last updated: February 21, 2026

1. Introduction

InboxTMS (“we”, “our”, “us”) operates inboxtms.com and app.inboxtms.com. InboxTMS is an AI-powered Transportation Management System designed for freight brokerages.

This Privacy Policy explains what data we collect, how we use it, how we protect it, and your rights regarding your information. We believe in transparency and want you to understand exactly how your data is handled.

By using InboxTMS, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our service.

2. Information We Collect

Account Information

  • Name, email address, company name, and phone number provided during registration
  • Password (hashed and salted — never stored in plain text)
  • Organization name and settings
  • Team member information (names, emails, roles) added by your organization

Email Data

  • When you connect your Microsoft Outlook account via OAuth, we access your email with your explicit permission
  • We read incoming emails to parse freight-related data such as rate requests, carrier quotes, and load updates
  • We send emails on your behalf (carrier blasts, customer quotes, follow-ups) only when you explicitly approve each email
  • We do NOT store full email content permanently — we extract structured shipment data and store that. Email metadata (subject, sender, date) is cached for display in the Command Center.
  • We never access emails from accounts you haven't explicitly connected
  • You can revoke email access at any time through your Microsoft account settings

Shipment & Business Data

  • Rate requests, quotes, load details, carrier information, and customer information
  • Documents you upload (BOLs, PODs, rate confirmations, invoices)
  • Invoice and payment records
  • Lane history and pricing data

Usage Data

  • Browser type, IP address, pages visited, and features used
  • This data is collected to improve the service and troubleshoot issues

Payment Data

  • Payment processing is handled entirely by Stripe
  • We never see or store your full credit card number
  • Stripe may collect information as described in their privacy policy

3. How We Use Your Information

  • To provide and maintain the InboxTMS service
  • To parse and process freight-related emails on your behalf
  • To send emails you've approved through your connected email account
  • To generate invoices, quotes, and shipping documents
  • To build lane intelligence (aggregated historical rate data for your organization)
  • To send you service-related communications (account notifications, billing)
  • To improve the service based on usage patterns

We do NOT sell your data to third parties. Ever.

We do NOT use your shipment data, rates, or business information to benefit competing brokerages.

4. AI and Data Processing

  • InboxTMS uses artificial intelligence to parse email content and extract shipment data
  • Email content is processed by third-party AI services (such as Anthropic's Claude) for data extraction only
  • AI processing is transient — email content is sent to the AI for parsing and the AI does not retain your data after processing
  • We do not use your data to train AI models
  • AI-generated content (such as suggested email drafts) is always reviewed by you before being sent

5. Data Storage and Security

  • Data is stored on Google Cloud Platform (via Firebase) in the United States
  • All data is encrypted in transit (TLS/SSL) and at rest
  • Each organization's data is isolated in our multi-tenant architecture — other organizations cannot access your data
  • We use Firebase Authentication for secure login
  • Access to production systems is restricted to authorized personnel only
  • We conduct regular security reviews of our infrastructure

6. Data Sharing

We only share your data with:

  • Service providers necessary to operate InboxTMS: Google Cloud/Firebase (hosting and database), Stripe (payments), Microsoft (email OAuth), and AI service providers (email parsing)
  • These providers are bound by their own privacy policies and data processing agreements
  • We may disclose data if required by law, regulation, or legal process

We do NOT share your data with other InboxTMS customers, advertisers, or data brokers.

7. Data Retention

  • Your data is retained as long as your account is active
  • If you cancel your subscription, your data is retained for 30 days in case you reactivate, then permanently deleted
  • You can request data deletion at any time by contacting contact@inboxtms.com
  • Some data may be retained in anonymized, aggregated form for analytics

8. Your Rights

  • Access: You can request a copy of all data we hold about you
  • Correction: You can update your information through the app or by contacting us
  • Deletion: You can request deletion of your account and all associated data
  • Portability: You can request your data in a machine-readable format
  • Revoke email access: You can disconnect your email account at any time

To exercise any of these rights, contact contact@inboxtms.com.

9. Cookies

  • We use essential cookies for authentication and session management
  • We may use analytics cookies to understand how the service is used
  • You can disable cookies in your browser settings, but some features may not work properly

10. Children's Privacy

InboxTMS is not intended for use by anyone under 18 years of age. We do not knowingly collect personal information from minors. If we become aware that we have collected data from a minor, we will take steps to delete that information promptly.

11. Changes to This Policy

  • We may update this policy from time to time
  • We will notify you of significant changes via email or in-app notification
  • Continued use of InboxTMS after changes constitutes acceptance of the updated policy

12. Contact Us

If you have any questions about this Privacy Policy, please contact us: