Privacy Policy

1. Who we are and what this policy covers

floDock Inc. is a Wyoming corporation operating from Fort Mill, South Carolina 29707, USA. It builds and operates the floDock yard management platform for logistics teams: carriers, partners, facilities and the yard drivers who work with them. floDock Labs LLC is an affiliated company of floDock Inc., operating from the same address. floDock Labs LLC publishes the floDock mobile apps on the Google Play Store and the Apple App Store. floDock Inc. operates flodock.com and the platform services those apps connect to. In this policy, “floDock,” “we,” and “us” mean floDock Inc. and, where this policy describes the mobile apps or their publication, floDock Labs LLC. Questions: hi@flodock.com.

This policy covers flodock.com (including My Account, demo requests, evaluation sandboxes and careers applications) and the floDock mobile apps published by floDock Labs LLC: floDock Partner (com.flodock.partner), floDock Yard (com.flodock.yard) and floDock Go (com.flodock.go). The floDock service is operated from the United States and is offered to businesses; it is not directed to consumers or children. The same privacy URL may be used for flodock.com and for the store listings of all three apps. See also our Terms of Service, Data Processing Addendum, subprocessor list and Security page.

2. Our roles: when floDock is a controller and when it is a processor

Privacy laws distinguish between the party that decides why and how personal information is used (the “controller” or “business”) and the party that processes it on that party’s instructions (the “processor” or “service provider”). floDock plays both roles:

• floDock Inc. is the controller for flodock.com visitor and account data, demo and sales contacts, careers applications and evaluation sandbox set-up records.
• floDock Labs LLC (with floDock Inc.) is responsible for the floDock Partner, Yard and Go apps that floDock Labs LLC publishes. Together they are controllers for the sign-in account and technical data needed to run those apps (push tokens, device records, server logs and crash reports). floDock Inc. operates the backend platform the apps use. This policy describes that processing.
• floDock Inc. is a processor for the work records inside a company’s floDock workspace: bookings, appointments, gate and yard moves, trips and delivery status, dock and gate proof, inspections, weigh records, messages, attached files and photos (including short video clips where the yard uses them), location stamps on captures and trip location while a trip is active, and similar operational data (“Customer Data”). The company (our customer, or the facility you work with) is the controller. It decides what is recorded, why, who can see it and how long it is kept. We process Customer Data only on the company’s documented instructions under our agreement with it and our Data Processing Addendum. If you want access to, correction of or deletion of your work records, ask your company first; we will help it respond.

3. What information we collect

On flodock.com

• Demo and contact requests: name, work email, company, role, areas of interest, operational pains, optional phone number, preferred contact method, message, marketing consent, and request metadata (browser type, IP address, time).
• Website accounts (My Account): work email, full name, company and a password (stored hashed). If you sign in with Google, we receive your verified email, name, Google account identifier, profile picture URL and email-verified status. We never receive your Google password. We use this Google information only to create your floDock website account and sign you in; we do not use it for advertising, do not sell it, and do not share it with anyone other than the service providers that run the site for us.
• Evaluation sandboxes: company label, sandbox passwords you choose, names and emails of teammates you invite, optional interests and message, marketing consent and set-up preferences. Sandbox passwords are transmitted to our provisioning service to create an isolated demo tenant. Do not reuse production passwords in a sandbox.
• Careers applications: name, email, written answers, education and experience, city and state, optional LinkedIn profile, resume, optional cover letter and application metadata. Used only to evaluate hiring.
• Live chat: if you use chat on the site, our chat provider sets a session cookie. If you are signed in we may pass your account email, name and company to the chat widget so we can help in context.
• Analytics: Google Analytics 4 with IP anonymization, used to understand how visitors use the public website. We do not send names or email addresses to Google Analytics. See How Google uses information from sites or apps that use its services.

4. Information collected in the floDock apps

You cannot sign up inside the apps: your company, or the facility you work with, issues your account. The apps collect:

• Account details (all apps): name, work email, user identifier, the company or facility you are linked to (your “membership”) and your role, plus an optional phone number, optional job title and an optional profile photo if you add them. Your sign-in token is stored in your phone’s secure storage.
• Work you do in the app (Customer Data, processed for your company). This differs by app:
  • floDock Partner: bookings and appointments (including driver name or phone you enter for a booking, which may be cached briefly on the device); gate and yard moves; trips you accept or deliver (including trip status); messages with facility staff; documents, files or photos you choose to attach to a booking, message or trip (including delivery proof photos when the yard requires them); and, when you accept a trip and allow location, the trip location described below.
  • floDock Go (drivers): the yard moves assigned to you and the status updates you record (for example take, start, finish or give back a move); where your yard turns it on, trailer reports you create, which can include your answers on a checklist, a note, photos you take with the camera or choose from your photo library, and a location stamp showing where the report was made (see Location below); and your optional profile photo. Go has no messaging.
  • floDock Yard (facility staff): yard operations your company enables for your role, which may include finding trailers on site; gate-in and check-out; dock moves; dock and gate proof (photos and, where enabled, short video clips of about 30 seconds or less); inspections; weighing; requesting or updating moves; papers and documents you attach for a visit; and an optional profile photo. Camera, photo library and file picks are used for those yard records, not for advertising.
• On-device storage (all apps): preferences you set (such as language, appearance, notification choices and biometric lock); a cached copy of your profile and UI language pack where useful offline; an offline queue of work actions waiting to send when you have no signal (and, where the app supports it — for example floDock Partner or floDock Yard — photos, clips or papers waiting to send); and temporary copies of documents or photos you opened for work (for example trip papers in Partner, or proof media in Yard). floDock Go’s offline queue holds move actions and, for trailer reports, the photos and report details waiting to send. That on-device material is cleared when it is no longer needed for the feature, when you sign out, or when you delete the app, subject to your phone’s own backup behaviour.
• Device and technical details: device type and model name, operating system and app version, an app-generated device identifier stored on the phone, a push notification token (so we can deliver the alerts you turn on) and a list of the devices you are signed in on. Our servers record the IP address and time of each request in security and troubleshooting logs.
• Crash and diagnostic reports: sent to our error-reporting provider (Sentry) when the app fails so we can fix it, only when crash reporting is enabled for that build. By default we do not attach your name or email to these reports; we scrub tokens and similar secrets before send.

Location (Partner, Yard and Go)

• floDock Partner (trip-scoped): may collect precise location (GPS) for a trip after you accept and agree to share location for that trip, so the company or facility (the yard) can see where the trip is. Sharing may continue while the app is in the background if you grant background (“Always”) location permission. Sharing stops when you mark the trip delivered, choose stop sharing, or the trip’s time limit ends. When you mark delivered, the app may send your current location once as delivery proof if the yard uses that feature.
• floDock Yard (capture stamp only): may collect precise location while you use the app (“while using” / foreground) to stamp gate-in, check-out, dock and gate proof captures (photos or short clips) with where the phone was, so the company’s record can show the work was done at the door or gate. Location may be refreshed while those flows are open on screen; it is not used for live trip tracking. Location is optional for completing the capture: if you deny permission or no fix is available, the capture is still saved and marked without a location. Yard does not use background (“Always”) location.
• floDock Go (report stamp only): may collect precise location while you use the app (“while using” / foreground) to stamp a trailer report with where it was made, so the yard can see where you saw the issue. The stamp holds the time, latitude and longitude, an accuracy figure, whether the phone reported a mock (fake) location, and the app’s device identifier. Location is not collected in the background and is not used for live tracking. Depending on your yard’s setting, location is either optional (if you deny permission or no fix is available, the report is still saved and marked without a location) or required before a report can be sent.

Location collected this way is Customer Data for your company; we do not use it for advertising, do not sell it, and do not use it to track you across other apps or websites. floDock Go collects location only as a while-using stamp on trailer reports.

What the apps do not do

When you open an evidence link

A floDock customer can share a loading or unloading record with you as a secure, read-only link. To let you in we process your email address (to send a one-time code), the code and its attempts, and an access log: which link, what you opened or downloaded, when, your browser type, and a hashed form of your IP address. The customer who shared the record decides what it contains and how long the link stays open, and is the controller of that record; the access log is available to them. If you have a question about a record, contact the company that sent it.

Information we receive from others

Your company or facility provides your name, email, role and membership when it creates your account. On flodock.com only, Google provides the website sign-in details described above when you choose Google Sign-In for My Account — the Partner, Yard and Go apps do not use Google Sign-In. Our service providers return technical information such as delivery status for emails and push notifications.

5. How we use information, and our legal bases

We use personal information to:

• Create and manage website and app accounts, sign you in and show you the work that belongs to you
• Operate the floDock service for your company, including delivering the alerts you enable; in floDock Partner, messages, trips, delivery proof photos and trip location shared with the yard while a trip is active; and in floDock Yard, gate and dock operations, proof captures (with optional location stamps), inspections, papers and related yard records
• In floDock Go, record yard moves and trailer reports, including photos and a location stamp, for your company
• Respond to demo requests, support questions and sales conversations
• Provision and support evaluation sandboxes
• Send transactional email (confirmations, sandbox logins, security notices, application receipts)
• Send product updates only where you have opted in
• Evaluate job applications and contact candidates
• Detect, prevent and investigate abuse, fraud, spam and security incidents
• Diagnose crashes and improve the reliability and usability of the website and product
• Comply with law, enforce our terms and protect our rights and those of our customers and users

Where the GDPR, the UK GDPR or similar laws apply, our legal bases are: performance of a contract (accounts, sandboxes, the apps and our customer agreements); legitimate interests (security, fraud prevention, troubleshooting, service improvement, business communications with the staff of our business customers and prospects, and defending legal claims), which we balance against your rights; consent (marketing email, non-essential cookies where consent is required, optional photos you choose to add, floDock Partner trip location sharing you accept for a trip — which you can stop by stopping sharing, delivering the trip, or changing phone permissions — and floDock Yard and floDock Go location permission for capture stamps, which you can deny (unless your yard requires location for a Go trailer report)), which you may withdraw at any time; and legal obligation (tax, accounting and responding to lawful requests). Where we process Customer Data as a processor, the company’s legal bases apply to that processing.

We may create aggregated or de-identified statistics (for example, how many gate moves the platform handled in a month) that cannot reasonably identify you, and we may use them for any lawful purpose. We do not re-identify such data.

6. How we share information

We do not sell or rent personal information, we do not share it for cross-context behavioral advertising, and we do not provide it to third parties to build profiles. We share personal information only:

• With your company or facility. If you use the apps, the company that issued your account can see the work records you create and your account details, because it is the controller of that workspace. In floDock Partner this includes trip status, documents and photos you attach for work, and location shared for an accepted trip while sharing is on. In floDock Yard this includes gate and dock records, proof photos and clips, inspection answers, papers you attach, and location stamps on captures when location was available. In floDock Go this includes trailer reports with their photos and location stamps.
• Between affiliated floDock entities. floDock Inc. and floDock Labs LLC may share personal information with each other only as needed to publish and support the apps, operate flodock.com and the floDock platform, provide customer support, and keep the service secure. They do not sell that information or use it for advertising.
• With services your company turns on. A company can connect its workspace to outside services. Carrier checks look up a carrier’s public DOT or MC number in the U.S. Federal Motor Carrier Safety Administration (FMCSA) records. Container tracking sends container numbers to SafeCube. If a company switches on AI help for documents, the document content is sent to the AI provider that company has configured, using that company’s own account and key. These services receive only what the feature needs, and only when the company has turned the feature on.
• With service providers (subprocessors) that process data on our instructions to run the service: hosting, email delivery, push notifications, app updates, error reporting, analytics, live chat and bot protection. The current list is on our subprocessors page. They are contractually limited to processing data for us, not for their own marketing.
• For legal and safety reasons, when we believe in good faith that disclosure is required by law, subpoena or other legal process, or is necessary to protect the rights, property or safety of floDock, our customers, users or the public, or to enforce our agreements.
• In a business transfer. If floDock Inc. or floDock Labs LLC is involved in a merger, acquisition, financing, reorganization or sale of assets, personal information may be transferred as part of that transaction, subject to this policy or one at least as protective. We will tell you if a change of ownership affects your information.
• With your direction or consent, for example when you ask us to connect an integration.

7. International transfers

floDock is operated from the United States and personal information is stored and processed there. Some of our service providers process information in other countries. If you are in the European Economic Area, the United Kingdom or Switzerland, this means your information is transferred to a country that may not provide the same level of data protection as your home country. Where that is the case we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses (and the UK Addendum or International Data Transfer Agreement), or the service provider’s certification under a recognised framework, and we will enter into these terms with business customers on request. If you are in Canada, your information may be accessed by courts, law enforcement and national security authorities in the jurisdictions where it is processed.

8. How long we keep information

• Demo leads and sales contacts: while we have an active conversation or relationship with you, then for a reasonable period for follow-up and record-keeping, unless you ask us to delete sooner.
• Website accounts: while the account is active and for a short period after it is closed.
• Sandbox set-up records: for the life of the sandbox and a short period after it closes; sandbox tenants are deleted when the evaluation ends.
• Careers applications: for the hiring process and a reasonable archive period whether or not you are selected, unless you ask us to delete your application sooner.
• App accounts: while your company’s use of floDock continues and your membership is active. When you delete your account, after the waiting period described on our account deletion page we revoke your sessions and push devices, deactivate your memberships, clear your sign-in credentials, anonymise your email address and replace your name with “Deleted user”.
• Customer Data (work records): for as long as the company instructs us. Operational and audit records such as a booking, trailer move, gate log, trip, dock or gate proof, inspection, weigh record, delivery proof, trip location history or capture location stamps may be kept by the company for its legitimate business and legal needs even after you leave or delete your account; they then point to an account that shows “Deleted user”, not your name. Live trip location (Partner) is only shared while sharing is on for that trip; what the company retains afterward is governed by its instructions.
• On-device app data: preferences and offline queues stay on the phone until you sign out, clear app data or uninstall; temporary document and photo caches are removed when no longer needed for the feature or on sign-out.
• Crash reports: kept by our error-reporting provider for a limited period and removed on its retention schedule.
• Server logs and security records: for a limited period needed for security, troubleshooting and abuse investigation.
• Legal and financial records: for as long as applicable law requires.

Backups are taken on a regular schedule and age out as that schedule rolls forward, so deleted data may persist in backups for a limited time before it is overwritten. Backups are used only for disaster recovery.

9. Security

We take reasonable technical and organisational measures appropriate to the size of our business and the sensitivity of the information. Connections between the apps, the website and floDock use encryption in transit (HTTPS). Website passwords are stored hashed. App sign-in tokens are kept in the phone’s secure storage and can be revoked from the app. Access to personal information inside floDock is limited to people who need it to run the service. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will notify you and the relevant company as required by applicable law. To report a security concern, email hi@flodock.com.

10. Cookies and similar technologies

flodock.com stores first-party tokens in your browser to keep you signed in to My Account and to remember choices you make (strictly necessary). Third parties set cookies or use local storage on the site as follows:

• Google Analytics 4 — usage measurement, IP anonymized (analytics; not essential)
• Chatwoot — live chat session (functional; set only if you open the chat widget)
• Cloudflare Turnstile — bot protection on forms (strictly necessary for security)
• Google Sign-In — authentication when you choose that option (strictly necessary)

We do not use advertising or retargeting cookies. You can block or delete cookies through your browser settings; the site works without non-essential cookies. Google offers an Analytics opt-out add-on. Where the law of your location requires consent for non-essential cookies, we will only set them with your consent. The floDock apps do not use cookies or advertising identifiers.

Do Not Track and Global Privacy Control. Because we do not sell or share personal information for advertising, there is no sale or sharing to opt out of; our treatment of your information is the same whether or not your browser sends these signals.

11. What not to submit

The public website and demo forms are not for production freight secrets, government ID numbers, regulated health data, payment card numbers or credentials you use in live operations. Do not submit passwords through free-text fields. The floDock apps are used with accounts your company provides; in floDock Partner or floDock Yard, only attach files, photos and clips that your company needs for the booking, message, trip, gate or dock work.

12. Your choices and rights

Wherever you live, you may ask us what personal information we hold about you, ask us to correct or delete it, object to or restrict certain processing, ask for a copy in a portable format, and withdraw consent where processing is based on consent. You may opt out of marketing email at any time by using the unsubscribe link or writing to us.

To make a request, write to hi@flodock.com from the email address on your account, or use the account deletion page. We will verify your identity before acting, typically by confirming control of the email address on file, and we will respond within the time allowed by applicable law (normally within 30 days, or 45 days under California law, extendable where permitted). If we decline all or part of a request we will explain why, and you may ask us to reconsider by replying to our answer. You will not be treated differently for exercising your rights. Where floDock acts as a processor for your company, we will forward your request to the company and help it respond.

European Economic Area, United Kingdom and Switzerland

You have the rights of access, rectification, erasure, restriction, portability and objection described above, and the right not to be subject to solely automated decisions with legal or similarly significant effects (we make none). You may lodge a complaint with your local supervisory authority; in the UK this is the Information Commissioner’s Office. floDock does not currently target customers in those regions.

California (CCPA/CPRA) and other US states

floDock may not meet the thresholds that make a company a “business” under the California Consumer Privacy Act. To the extent the CCPA or a similar state law applies, you have the right to know what personal information we collect, use and disclose; to access and delete it; to correct inaccurate information; to opt out of sale or sharing (we do not sell or share personal information, so there is nothing to opt out of); and not to be discriminated against for exercising these rights. The categories of personal information we collect are: identifiers (name, email, user ID, IP address, device identifiers, push tokens), professional information (company, role, optional job title and phone), internet or network activity (website analytics, server logs), audio/visual information (photos, documents and short video clips you choose to upload) and geolocation information where applicable: in floDock Partner, precise location for a trip when you accept trip location sharing; in floDock Yard, precise location stamps on gate-in, check-out and proof captures when you allow location while using the app; in floDock Go, precise location stamps on trailer reports when you allow location while using the app. We do not ask for health, financial account or biometric information, and we do not collect government ID numbers in the floDock apps as floDock’s own product data. Photos, papers and short clips you attach for yard or partner work are Customer Data for your company. We disclose these categories only to the service providers listed on our subprocessors page, to our affiliated floDock entity as described in section 6, and to the companies that issued your account (including trip location while Partner sharing is on, Yard capture location stamps, and Go trailer-report location stamps). We do not sell or share personal information for cross-context behavioral advertising. You may use an authorized agent to submit a request; we will ask for proof of authorization and may verify your identity directly. We do not disclose personal information to third parties for their direct marketing.

Canada

Under PIPEDA and applicable provincial laws (including Quebec’s Law 25), you may access and correct your personal information and withdraw consent subject to legal and contractual restrictions. Privacy requests and questions go to hi@flodock.com. If you are not satisfied with our response you may complain to the Office of the Privacy Commissioner of Canada or your provincial commissioner.

13. Children

flodock.com and the floDock apps are for business use by adults aged 18 or over and are not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

14. Changes to this policy

We may update this policy as the service evolves or the law changes. The “Effective” date at the top will change when we do. If a change materially reduces your rights, we will give more prominent notice, for example by email, in the apps or on the website, before it takes effect. Continued use after an update means you accept the revised policy.

15. Contact

floDock Inc. (flodock.com and the floDock platform) and floDock Labs LLC (publisher of floDock Partner, floDock Yard and floDock Go on the Google Play Store and the Apple App Store), Fort Mill, South Carolina 29707, USA. Email: hi@flodock.com. Privacy requests for the website or the apps may be sent to the same address.