Effective Date: January 2025
1. Introduction
Octopus TMS Platform ("Octopus", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our transportation management platform and related services.
2. Information We Collect
2.1 Business Information
- Company name, DOT/MC numbers
- Business address and contact information
- Tax identification numbers
- Insurance and compliance documentation
2.2 User Account Information
- Names and contact details of authorized users
- Login credentials (encrypted)
- Role and permission settings
2.3 Operational Data
- Load booking and dispatch history
- Fleet and driver information
- Location data for tracking shipments
- Communication logs between parties
2.4 Financial Information
- Banking details for settlements
- Payment method information (processed securely by Stripe)
- Transaction history and invoices
2.5 Gmail Integration Data
When you connect your Gmail account to Octopus TMS:
- We request permission to send emails on your behalf
- We store encrypted OAuth tokens to maintain your connection
- We do NOT read, store, or access your email content
- We only send emails when you explicitly initiate the action
3. How We Use Your Information
3.1 Service Delivery
- Process load bookings and dispatch assignments
- Facilitate communication between shippers and carriers
- Send emails on your behalf (invoices, documents, notifications)
- Process payments and settlements
- Provide customer support
3.2 Platform Improvement
- Analyze usage patterns to improve features
- Develop new services and functionality
- Ensure platform security and prevent fraud
4. Information Sharing
4.1 Service Providers
We share information with trusted third-party service providers including:
- Stripe for payment processing
- Google for Gmail integration (OAuth2)
- DAT for load board integration
- AWS for cloud infrastructure
4.2 Legal Requirements
We may disclose information when required by law or to protect rights and safety.
5. Data Security
- Encryption of data in transit (TLS/SSL) and at rest (AES-256)
- OAuth tokens encrypted before database storage
- Regular security audits
- Access controls and authentication protocols
6. Your Rights
You have the right to:
- Request access to your personal data
- Correct inaccurate information
- Delete your account and associated data
- Export your data
- Disconnect third-party integrations (like Gmail)
Revoking Gmail Access
You can disconnect your Gmail account at any time through Octopus TMS Settings or through your Google Account at myaccount.google.com/permissions.
7. Data Retention
- Active account data: Duration of business relationship
- Financial records: 7 years per regulatory requirements
- OAuth tokens: Until you disconnect or delete your account
8. California Privacy Rights (CCPA)
California residents have additional rights including the right to know what personal information is collected, request deletion, and opt-out of sale of personal information. We do not sell personal information.
9. Google API Services User Data Policy
Octopus TMS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Limited Use Disclosure:
- We only use Gmail API access to send emails on your behalf when you explicitly request it
- We do not use Gmail data for advertising purposes
- We do not allow humans to read your email data unless required for security purposes or with your explicit consent
- We do not use Gmail data for AI/ML training unrelated to the email feature
10. Updates to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated revision date. Material changes will be notified via email.
11. Contact Us
By using the Octopus TMS Platform, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.