Privacy Policy

Last updated: April 30, 2026

This Privacy Policy explains what information Coldloads ("we", "us", "the Service") collects when you use the Coldloads dispatch service, how we use it, and your rights regarding it.

1. Who we are

Coldloads is a dispatch-intelligence tool for trucking companies. The Service is operated as an independent product. To contact us, write to [email protected].

2. What information we collect

2.1 Account information (from Google Sign-In)

• Your Google account email address and display name
• Your Google profile picture URL

2.2 Gmail data (only if you connect Gmail)

If you choose to connect your Gmail to Coldloads, we request the gmail.modify scope and use it strictly for the dispatching workflow you opted into:

• Reading messages from broker email addresses you've added to your contact list, to extract load offers (origin / destination / equipment / price)
• Adding labels to broker emails (broker name + an ONDUTY indicator for fresh messages) so dispatchers can find them faster
• Sending messages on your behalf when you press the "Send" button in the Quick Compose feature

We do not read messages from senders outside your broker list. We do not transfer Gmail content to any third party. We do not display Gmail content publicly.

2.3 Telegram data (only if you connect Telegram)

If you connect a Telegram account via Telethon, we store the encrypted Telegram session locally on the server so we can send messages to your selected groups. We read messages only from groups you explicitly mark as cap-lists or load-sources.

2.4 Application data you create

• Cap lists (truck location and equipment data you paste in)
• Broker contacts you add
• SMTP credentials you configure
• Sender groups, message templates, and message history
• Settings and preferences

2.5 Operational metadata

• Login and audit logs (timestamp, action, originating IP — for security)
• Background job tick timestamps (for the /healthz endpoint)
• Server access logs (HTTP path, status, IP — kept on the VPS for ~30 days)

3. What we do not collect

• We do not use cookies for advertising or analytics
• We do not run third-party tracking scripts
• We do not collect device fingerprints, location coordinates beyond what you paste in cap-lists, or behavioral profiles

4. How we use your information

• To operate the dispatch workflow you signed up for (read inbound emails, send outbound messages, match loads against caps, label messages)
• To authenticate you and protect your account (audit logs, session management)
• To debug and improve the Service when something breaks

We do not use your information for advertising, profiling, or sale to data brokers.

5. Where your data is stored

• Application servers: Hetzner Cloud, Falkenstein, Germany (FSN1 data centre).
• Database: Supabase (PostgreSQL), hosted in the United States.
• Encrypted backups: On the same Hetzner server (last 14 days, age-encrypted), plus Hetzner Cloud Backups (weekly snapshots), plus a private GitHub repository (encrypted releases).

6. Third-party services we send data to

The Service makes API calls to the following providers strictly to deliver core functionality:

• Google APIs — to read/write your Gmail messages on your behalf, only with the scopes you granted
• Telegram API (Telethon) — to deliver messages you composed
• Anthropic Claude API — only if you explicitly enable the optional Chat AI feature; the message contents you send are forwarded to Anthropic for processing per their Terms
• OpenStreetMap / OSRM — to compute routes between cap and load coordinates
• Google Geocoding API — to convert city names to lat/lng for matching

We do not share data with any provider beyond what is technically required to fulfill the immediate request.

7. How long we keep your data

We keep your data for as long as your account is active. You can request deletion at any time (see Section 9). Encrypted backups are pruned after 14 days locally and weekly Hetzner snapshots roll forward.

8. Security

• All traffic is served over HTTPS (TLS 1.3) with HSTS
• The application sits behind Cloudflare with origin lock-down to Cloudflare IPs only
• OAuth tokens are stored encrypted on the server filesystem
• Database backups are age-encrypted (X25519 public-key encryption) before leaving the server
• Sensitive secrets in the operations vault are age-encrypted; private keys are held only on the operator's personal devices
• Two-factor authentication (TOTP) is available for your account

9. Your rights

You have the right to:

• Access your data — write to [email protected] and we'll send you a JSON export
• Correct data through the in-app settings page
• Delete your account — write to the same address; we'll wipe your account directory and remove your row from Supabase within 30 days
• Withdraw OAuth consent at any time at myaccount.google.com/permissions — this revokes our access to your Gmail immediately
• Port your data — included in the JSON export

10. Children

The Service is not directed to anyone under 18. If you become aware that a minor has registered, contact us and we will delete the account.

11. Changes to this Policy

We may update this Policy. The "Last updated" date at the top reflects the most recent change. Material changes will be posted in-app at first login after the change.

12. Contact

Questions, concerns, or rights requests: [email protected].