Oculus Freight Privacy Policy

1. Who we are and what this policy covers

Oculus Freight LLC ("we", "us") makes software for trucking businesses: carriers, dispatch services and brokers. The "Service" is:

• a carrier app for the office;
• a driver app;
• Telegram bots;
• AI features and AI connections;
• integrations with ELD, fuel card, email and other services.

This policy explains what personal information we handle, why, who we share it with, and the choices people have. It covers the Service and our website, oculusfreight.com.

2. Our two roles

For the trucking businesses that use Oculus (our customers: carriers, dispatch services and brokers), most information in the Service is theirs: their loads, customers, documents, drivers, trucks and messages. We handle it on their behalf and on their instructions, as their service provider.

If you drive for or work at a carrier that uses Oculus, that carrier decides what is collected about you. Please contact them first. If you contact us, we'll pass your request on and help them respond.

We decide how to handle:

• information about our customers' account holders and contacts, such as sign-up and billing details;
• information about people who visit our website or contact us;
• the records we keep to secure the Service.

For that information, this policy describes our own practices.

3. Information we collect

• Account and sign-up:
  • name, email and phone;
  • password, stored only as a hash;
  • company name, DOT and MC numbers, and FMCSA registration details;
  • verification documents;
  • the IP address and device used to sign up.
• Billing: billing contact, plan and truck count. Payments are handled by Stripe, which stores card details; we don't.
• Operations data our customers enter or connect: loads, stops, rates, invoices, settlements, customers and broker contacts, documents (rate confirmations, bills of lading, proof of delivery, permits, insurance), messages and notes.
• Driver information:
  • name, phone and email;
  • the Telegram account linked to the company's bot;
  • CDL and medical card details and expiry dates;
  • other records the carrier keeps, such as inspections, incidents and pay statements.
• Location and vehicle data:
  • location from the driver app (section 6);
  • data from ELD and telematics providers the carrier connects: vehicle location, hours of service and diagnostics;
  • fuel card transactions and toll data.
• Email: if a carrier connects a mailbox, we read the messages and attachments needed for the features it uses, such as finding rate confirmations and load offers. We keep the load offers and rate confirmations we find, with their attachments, as part of the carrier's records. We don't copy the whole mailbox: other messages are read through the connection when a user opens them.
  • Mailboxes are connected through our email-connection provider (Nylas), for Gmail, Outlook and IMAP.
  • Oculus Freight's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.
• Telegram: messages, photos and documents sent to a company's Oculus bot.
• AI connections: which AI app was connected, by whom and when, and a record of each request (section 5).
• Usage and device data:
  • logs such as IP address, browser and device type, the features used, and errors. We use them for security, support and fixing problems;
  • push-notification tokens for the driver app.
• Website: cookies and similar technologies on oculusfreight.com, to run the site and to understand how it's used through Google Analytics.
• Support: whatever you send us when you contact us.

4. How we use information

• To provide the Service: dispatch, tracking, documents, billing, driver pay, compliance reminders and messages, as our customers use them.
• To keep it secure:
  • authenticate users and enforce permissions;
  • keep each company's data separate;
  • detect and stop misuse, including probing and scraping;
  • investigate incidents.
• For support: to answer questions and fix problems.
• For billing: to charge for subscriptions.

• To improve the Service:

  • understand how features are used and fix them;
  • produce de-identified data that doesn't identify any person, company, vehicle or load, and use it for statistics, benchmarks and research;
  • use that same de-identified data to develop and train AI models;
  • share or license it, for example as industry benchmarks.

  De-identified data isn't personal information. We don't try to re-identify it, and we forbid anyone we share it with from doing so. - To communicate: - service notices, security alerts and changes to our terms; - product news to account holders, who can opt out. - For legal reasons: to comply with the law, enforce our terms, and protect rights and safety.

We don't sell personal information, and we don't share it for cross-context behavioral advertising.

5. AI features and AI connections

Our own AI features.

• When the Service reads a document or answers a question, we send the content it needs (for example, a rate confirmation) to an AI service provider that works for us. Currently that is Google (Gemini).
• Our AI providers use this content only to return the result to us and to detect abuse. They may not use it to train their models.

AI connections (Claude, ChatGPT and other AI apps).

• A carrier's admin can let office staff connect AI apps such as Claude (Anthropic) or ChatGPT (OpenAI).
• When a connected person asks their AI app something, we send that AI app the information that answers the question. That can include personal information from the carrier's records, such as a driver's name, phone number, or a truck's location.
• The AI provider handles that information under its own terms and privacy policy, and under the person's account with that provider. We don't control what happens to it there.
• Drivers can't connect AI apps.
• In the carrier app, a carrier's admin can switch AI connections off, and each person can cut their own connection, at any time.

AI connection records.

• For each request, we record who made it, which app, the type of request, when, the result, and a short summary of the request. Fields that look like passwords, tokens, license numbers or birth dates are removed from the summary.
• We keep these records for 90 days, then delete them.
• We use them:
  • to secure the Service, including detecting misuse;
  • for support;
  • to show the carrier's admins recent activity.

6. Location data (driver app)

The Oculus Freight Driver mobile application collects precise and approximate location data, including in the background, to provide its core trip-tracking functionality:

• recording trip routes while a driver is on an active leg;
• auto-detecting arrivals and departures at pickup and delivery stops via geofences;
• sharing the driver's current position with their dispatcher in real time.

Location data is collected only when the driver has an assigned active trip and is on duty. The app does not collect location data when the driver is off duty.

Location data is transmitted to and stored on Oculus Freight servers solely for the purposes listed above. We do not share location data with third parties for advertising, analytics, or any purpose unrelated to trip operations.

When a carrier's staff member asks their connected AI app where a truck is, we send that location to the AI app on the carrier's behalf (section 5).

Drivers may revoke location permission at any time through their device settings. Doing so disables trip tracking and may affect the app's core functionality.

7. How we share information

• Service providers that work for us under contract:
  • hosting and storage: Amazon Web Services, in the United States (Ohio region);
  • payments: Stripe;
  • AI processing: Google;
  • addresses and places: Google;
  • push notifications: Google Firebase;
  • email delivery: the service we use to send account and service emails;
  • error monitoring for the driver app: Sentry;
  • website analytics: Google Analytics;
  • toll calculation: TollGuru.

• Services our customers connect:

  • ELD and telematics providers, such as Samsara, Motive and Geotab;
  • fuel card providers, such as WEX, EFS and Comdata;
  • email providers and Telegram;
  • AI apps (section 5).

  We exchange data with them on the customer's instructions. - Within the customer's company: a carrier's admins and authorized staff see the information in their company's account, according to their roles. - For legal reasons and safety: when the law requires it, or to protect rights, safety and the Service. - When someone other than the carrier asks for a carrier's records, for example in accident litigation, we refer them to the carrier. - We tell the carrier unless the law forbids it. - We answer only properly served legal process. - We may disclose information without a request when that is needed to prevent death or serious harm. - Business transfers: as part of a merger, acquisition or sale of assets, with this policy's protections continuing. - With your permission.

8. How long we keep information

We keep information longer only when the law requires it, or to resolve a dispute.

9. Security

We protect information with:

• encryption in transit (HTTPS), and encryption at rest for stored files and documents;
• role-based permissions;
• separation of each company's data;
• logging and monitoring, including automatic detection of probing on AI connections;
• staff access only where needed.

Our staff can open a customer's account, including by viewing it as a user would. They do this to give support, investigate problems, secure the Service or enforce our terms, and every such access is logged.

We don't collect biometric information.

No system is perfectly secure. If a breach affects you, we'll notify you as the law requires.

10. Your choices and rights

• Account holders can update their details in the app and opt out of product news.
• Your rights. Depending on where you live (for example, California and some other US states), you may have the right to:
  • know what personal information we have about you, and get a copy;
  • correct or delete it;
  • opt out of certain uses.
• What we don't do. We don't sell personal information or share it for targeted advertising. We don't use it for decisions with legal or similarly significant effects on you.
• Drivers and carrier staff: your carrier controls your records in Oculus, so contact them first. We'll support them.
• How to ask. Email help@oculusfreight.com.
  • We'll verify your identity and respond within the time the law requires.
  • We won't treat you differently for using your rights.
  • An authorized agent can ask on your behalf, with proof of authority.

11. Children

The Service is not for anyone under 18, and we don't knowingly collect children's information.

12. Where information is processed

We store the Service's data in the United States, in Amazon Web Services' Ohio region.

To operate and support the Service, our team also accesses it from Ukraine, and our service providers may access it from other countries. That access is under confidentiality obligations and security controls.

13. Changes

We'll post updates here with a new version date. We'll tell account holders about material changes by email or in the app.

14. Contact

Oculus Freight LLC · 431 West Liberty, Unit 107, Medina, OH 44256 · help@oculusfreight.com