Privacy & Messaging Policy
FreightScout, Inc. ("FreightScout," "we," "us") builds execution intelligence for freight brokerages. This policy covers both of our products, FreightScout (brokerage operations intelligence) and SalesScout (freight sales), and explains what data we collect, how we use it, and the specific ways we handle your connected email and calendar, and the SMS/text messages we send. It is written to be read plainly by the people who use our software.
Who We Are
FreightScout, Inc. is a Delaware corporation headquartered in Wilmington, DE. Our platform helps freight brokerages coordinate loads, carriers, and shift changes (FreightScout) and discover and reach prospects (SalesScout). You can reach us any time at privacy@freightscout.ai.
What Data We Collect
Account information. When your brokerage onboards, we store your name, work email address, brokerage affiliation, role, and, where you provide it, a work phone number. This is typically supplied by your brokerage administrator during setup.
Operational & CRM data. To power the product we store load records, carrier and contact records, lane and rate data, pipeline status, and outreach history. This is the working data of your brokerage and is scoped to your organization.
Connected email & calendar content. If you connect a Google or Microsoft account via OAuth, we store encrypted authentication tokens. The scope of what we access is deliberately narrow and is described in detail below.
Call & SMS logs. When our platform places operational voice calls or sends text messages as part of brokerage operations, we log metadata (phone numbers involved, timestamps, delivery status) and message content for the purpose of coordinating loads, recordkeeping, and support. Consent and opt-out handling for SMS are described in the Messaging section below.
Usage data. We log interactions with the platform (queries, brief requests, sends) to improve service quality and to provide activity reporting to brokerage managers.
Website visit data. When you browse our public website, our analytics provider records pages viewed, referring page, approximate location derived from IP address, and general device and browser information. This is separate from the product data above and applies to anyone visiting the site, whether or not they are a customer. It is described in full in the next section.
How We Use Data
We use your data solely to operate and improve the product for your brokerage: to run the agents and workflows you enable, to send outreach and operational communications you or your brokerage approve, to provide reporting to your managers, and to support and secure the service. We do not sell, rent, or trade your data, and we do not use it for third-party advertising.
Website Visitors, Cookies & Analytics
This section covers our public website only. It does not apply to data inside the product, which is governed by the sections above.
What we use. Our public website uses GoHighLevel, a marketing and customer-relationship platform, to understand how visitors find and move through the site. GoHighLevel acts as our processor for this data. Its script sets cookies and similar identifiers in your browser and records the pages you view, the page that referred you, an approximate location derived from your IP address, and general device and browser information.
Why. We use it to see which pages and topics are useful, to measure whether our marketing reaches the right people, and, where you have given us your details through a form or a booking link, to connect your inquiry to the pages you read before it. We do not use it to build advertising profiles, and we do not sell or rent website visit data.
Your choices. This tracking is not required to browse the site and nothing on the site is withheld if you block it. You can refuse or delete these cookies in your browser settings, or use a browser or extension that blocks analytics scripts, without losing access to any page. If you would like us to delete website visit data already associated with you, or to stop processing it, email privacy@freightscout.ai and we will do so.
Consent. When your browser's timezone indicates you are in the United Kingdom, the European Union or the wider European Economic Area, we ask before anything loads. The analytics script is not requested at all until you choose Accept, and choosing Decline is remembered on that browser and respected on every later visit. Elsewhere the script loads by default.
We use the timezone your browser reports because it needs no location lookup and no third party. It is not perfect: if you are travelling, using a VPN, or your device clock is set elsewhere, you may not be asked when you otherwise would be. We would rather say that plainly than imply a precision we do not have, so the control below is open to everyone, wherever we think you are.
Turn analytics off. This applies to any visitor in any country, takes effect immediately, is remembered on this browser, and also clears analytics cookies already stored here.
Global Privacy Control. If your browser sends a Global Privacy Control signal, we treat it as a refusal everywhere, regardless of region and without asking. The analytics script is never requested.
Hosting analytics. Some pages also load Vercel Analytics, provided by our hosting platform, which records aggregate page-view counts and sets no advertising cookies.
Email & Calendar Integration (Google & Microsoft OAuth)
When you connect your work email or calendar, we request only the permissions required for the specific feature you are using:
Google Gmail: gmail.send. Used solely to send emails that you compose or approve within the product, from your own address. We do not request read access to Gmail and do not read, access, or store the content or metadata of messages in your Gmail mailbox.
Google Calendar: calendar.readonly. When you enable the meeting-prep / notetaker assistant, we read your scheduled meetings' times, titles, and attendees solely to identify which meetings the assistant should prepare for or join. We do not create, modify, or delete calendar events.
Microsoft Outlook: Mail.Send (send on your behalf), Mail.Read (detect whether a prospect has replied to a message we sent), offline_access (maintain the connection without repeated sign-ins), and User.Read (identify your account). For Microsoft connections we access email only to the extent needed to detect a reply to a message the product sent; we do not scan your inbox or read unrelated mail.
Limited Use disclosure. FreightScout's and SalesScout's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not transfer or use Google user data to serve advertisements, and we do not allow humans to read this data unless we have your affirmative consent for specific messages, it is necessary for security purposes (such as investigating abuse), to comply with applicable law, or the data has been aggregated and anonymized. We do not use Google user data to train generalized AI/ML models.
SMS & Messaging (A2P 10DLC)
FreightScout sends operational text messages as part of freight brokerage operations managed through our platform. This section is our SMS/messaging disclosure and applies to every messaging program we register.
What the messages are
Messages are transactional, freight/logistics operational communications tied to active shipments and business relationships. For example: load check-calls and status requests, driver and carrier coordination, appointment and pickup/delivery scheduling, and shipment status notifications. Messages are not marketing and are not sent to consumers for promotional purposes.
Consent. We send SMS messages only to individuals who have a direct business relationship with FreightScout or its customer brokerages (such as carriers, drivers, and dispatch contacts) and who have provided their mobile number and agreed to receive operational text messages. Consent is collected in these ways:
1. On our website. Our contact form includes an optional, unchecked consent checkbox alongside the field for your mobile number. Checking that box is what grants consent. The checkbox reads: "By checking this box, I consent to receive non-marketing text messages from FreightScout, Inc. at the phone number provided, about my enquiry, scheduling, and the loads and shipments we coordinate. Message frequency varies. Message and data rates may apply. Reply HELP for help, reply STOP to opt out. See our Privacy & Messaging Policy and Terms & Conditions." We record the fact of consent, the time it was given, and the version of that wording.
2. During carrier onboarding and load coordination. When a carrier, driver, or dispatch contact provides a mobile number for shipment coordination and agrees to receive operational text messages about the loads they are moving.
Providing a phone number alone is never consent. Consent must be granted affirmatively, and it is never a condition of any purchase or of using FreightScout. Consent is never purchased, rented, or shared with third parties, and mobile opt-in data is never shared with third parties for their own marketing.
Message frequency. Message frequency varies based on load and shipment activity. You may receive messages only when there is an active shipment or coordination need.
Cost. Message and data rates may apply, per your mobile carrier plan.
Opt-out. You can opt out of receiving text messages at any time by replying STOP (or END, QUIT, CANCEL or UNSUBSCRIBE) to any message. You may also email support@freightscout.ai or call (904) 467-2114 to request removal. After you opt out we will send one confirmation message and then send no further texts to that number unless you re-subscribe by replying START. Messages already queued may still arrive briefly.
Help. For help, reply HELP or INFO to any message, contact us at support@freightscout.ai, or call (904) 467-2114. Carriers are not liable for delayed or undelivered messages.
Mobile information and opt-in consent are never sold or shared with third parties or affiliates for their marketing or promotional purposes. Information may be shared only with the messaging service providers (such as our SMS aggregator and telecom carriers) strictly to deliver the messages you have agreed to receive.
What we collect for SMS, and how long we keep it
When you opt in to receive text messages we collect and use your name, mobile number, email address, the details of your enquiry, your consent status and the time it was recorded, and our records of message delivery and opt-out. This is used only to respond to you, coordinate scheduling and shipments, provide service updates, maintain consent records, honour opt-out requests, and meet legal and regulatory obligations.
Consent records are retained for the duration of consent plus four years for compliance purposes. Opt-out records are retained permanently, because that is what allows us to keep honouring your opt-out. Message logs are retained for up to three years for compliance and dispute resolution.
Your SMS privacy rights
You may withdraw consent at any time without penalty, ask us for your SMS consent records, correct your mobile number, request deletion of your SMS data (subject to the retention obligations above), or raise a complaint about our messaging practices. To do any of these, email privacy@freightscout.ai or call (904) 467-2114.
Brand registration
FreightScout maintains brand and campaign registration with carrier networks and messaging aggregators as required by A2P 10DLC regulations, so our messages are identifiable and traceable to us.
How We Protect Your Data
Encryption. All OAuth tokens (Google and Microsoft) are encrypted at rest using AES-256-GCM. Tokens are decrypted only in-memory at runtime by our backend service; raw tokens are never written to disk, included in logs, or exposed in any user-facing interface.
Key separation. Encryption keys are held as server environment variables, separate from the database, so a compromise of the database alone does not expose token data.
Access control. Database access is restricted to our backend service via a private service key, with row-level security enforced so each organization sees only its own data.
Automatic cleanup. When a user is deactivated by their brokerage administrator, associated OAuth tokens and email-connection data are automatically and permanently deleted.
Data Retention
Account, operational, CRM, and messaging data are retained for the duration of your brokerage's subscription. Upon cancellation, or at the request of your brokerage administrator, data associated with your organization is permanently deleted within 30 days. Individuals may request deletion of their personal data at any time.
Certain records may be retained longer where required to comply with legal, tax, or recordkeeping obligations. This includes security and audit logs (an append-only record of sign-ins, privilege changes, and administrative actions), which are retained for up to three years for security and compliance purposes. Because these records exist to be tamper-evident, individual entries cannot be modified or removed, including in response to a deletion request.
Data Sharing
We do not sell, rent, or share your data with third parties for their own purposes. Our infrastructure and delivery providers process your data to provide database and application hosting, email delivery, and SMS/voice delivery. GoHighLevel, our website analytics and marketing platform, processes public-website visit data only, and never your brokerage's operational or CRM data. All of them act under data-processing agreements and solely to provide the service to you.
Your Rights
You may request access to, correction of, or deletion of your personal data at any time. Brokerage administrators may deactivate users, which triggers automatic deletion of associated authentication tokens. To exercise your rights, email privacy@freightscout.ai.
Changes to This Policy
We may update this policy as our products evolve. Material changes will be communicated to active brokerage administrators. The "last updated" date above reflects the most recent revision.
Contact
For privacy questions or data requests: privacy@freightscout.ai. For SMS/messaging help: support@freightscout.ai or (904) 467-2114.
FreightScout, Inc. · Wilmington, DE, USA.