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.
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.
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 — for example when onboarding as a carrier, booking a load, or otherwise providing a phone number for shipment coordination. 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 to any message. After you send STOP, we will send one confirmation message and then send no further texts to that number unless you re-subscribe by replying START.
Help. For help, reply HELP to any message, or contact us at support@freightscout.ai. 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.
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.
Data Sharing
We do not sell, rent, or share your data with third parties for their own purposes. The only external services that process your data are our infrastructure and delivery providers — database and application hosting, email delivery, and SMS/voice delivery — acting 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.
FreightScout, Inc. · Wilmington, DE, USA.