Privacy Policy

1. Introduction

At SNX Solution LLC, doing business as X-TMS, one of our main priorities is the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at https://xtms.app, use our platform, mobile applications, or interact with our services (collectively, the "Platform").

SNX Solution LLC (X-TMS) operates as the data controller for the personal data processed through the Platform. This policy applies to all information collected through our online services, including data processed by third-party integrations connected to the Platform. By using X-TMS, you consent to the data practices described in this policy.

2. Information We Collect

We collect information through several channels to provide and improve our services:

• Account Registration: When you create an account, we collect your name, email address, phone number, company name, DOT/MC numbers, and other business-related information necessary for account setup and regulatory compliance.
• Contact Submissions: When you reach out via contact forms, demo requests, or email, we collect your name, email address, phone number, and message content.
• Platform Usage: As you use the system, we collect data related to loads, fleet operations, dispatch records, invoicing, driver assignments, maintenance records, safety inspections, and other business information you enter.
• Vehicle & Fleet Telematics: Through integrations with telematics providers (such as Samsara), we collect real-time GPS location data, vehicle diagnostics, fuel consumption, engine hours, and driver behavior metrics for fleet management and safety compliance purposes.
• Mobile App Location Data: With your permission, our mobile application collects location data for load tracking and fleet management purposes. Location data is used solely for operational purposes and is not shared with third parties unless required by law or with your explicit consent.
• Document Processing: When you upload documents such as rate confirmations, bills of lading, or other shipping documents, we process these documents using artificial intelligence services to extract relevant data. Extracted data is stored within your account for operational purposes.
• Regulatory & Public Data: We may collect publicly available data from regulatory databases such as FMCSA (Federal Motor Carrier Safety Administration) to verify carrier credentials, safety ratings, and compliance status.
• Communication Records: When voice or messaging features are used through the Platform (via third-party providers such as Twilio), metadata and call records may be collected for quality assurance and dispute resolution.

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide the Platform services you have subscribed to, including account management, load dispatch, fleet tracking, invoicing, and customer support.
• Legitimate Interest: Processing necessary for our legitimate business interests, including improving our services, detecting fraud, ensuring platform security, and conducting analytics, where such interests are not overridden by your data protection rights.
• Legal Obligation: Processing necessary to comply with applicable laws and regulations, including transportation safety regulations (FMCSA, DOT), tax obligations (IFTA), and data protection laws.
• Consent: Where required, we obtain your consent before processing, such as for mobile location tracking, marketing communications, and optional AI document processing. You may withdraw consent at any time by contacting us.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Operating, maintaining, and improving the X-TMS platform
• Providing customer support and responding to inquiries
• Processing transactions, invoices, and managing your account
• Fleet management, dispatch operations, and load tracking
• AI-assisted document processing and data extraction from uploaded documents
• Regulatory compliance verification (FMCSA, DOT, IFTA)
• Developing new features and enhancing existing services
• Sending service-related communications, updates, and notifications
• Detecting and preventing fraud, abuse, and security incidents
• Generating reports, analytics, and business intelligence for your account
• Complying with legal obligations and enforcing our terms

5. Log Data

Like most online services, X-TMS collects standard server log information when you access our platform. This includes your IP address, browser type and version, Internet Service Provider (ISP), referring and exit pages, timestamps, and page navigation patterns. This data is used for analytics, security monitoring, and improving platform performance.

6. Cookies and Tracking Technologies

X-TMS uses cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Required for authentication, session management, and core platform functionality. These cannot be disabled.
• Analytics Cookies: Help us understand how users interact with our platform so we can improve performance and usability.
• Preference Cookies: Remember your settings and preferences (e.g., language, display options) across sessions.

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

7. Third-Party Service Providers and Data Sharing

X-TMS shares data with third-party service providers strictly as necessary to operate the Platform. We do not sell your personal data to third parties. The following categories of providers may receive or process your data:

• Payment Processing: Stripe, Inc. processes all payment transactions. X-TMS does not store credit card numbers or bank account details. Stripe's privacy practices are governed by Stripe's Privacy Policy.
• Fleet Telematics: Samsara, Inc. provides vehicle GPS tracking, telematics, and ELD data. Data shared includes vehicle identifiers and driver assignments necessary for fleet tracking integration.
• AI Document Processing: Google (Gemini), OpenAI, and Anthropic (Claude) process uploaded documents such as rate confirmations for automated data extraction. Document content is transmitted to these providers for processing and is not retained by them beyond the processing session, subject to their respective privacy policies.
• Email Services: Twilio SendGrid delivers transactional and notification emails on our behalf. Recipient email addresses and message content are shared for delivery purposes.
• Voice Communications: Twilio provides voice and messaging services. Call metadata and recordings (if enabled) are processed by Twilio.
• Cloud Infrastructure: Our Platform is hosted on cloud infrastructure providers that store and process all Platform data under strict contractual data protection obligations.

All third-party providers are bound by data processing agreements and are prohibited from using your data for purposes other than providing services to X-TMS.

8. International Data Transfers

X-TMS primarily processes data in the United States. If you access the Platform from outside the United States, including from the European Economic Area (EEA), United Kingdom, or other jurisdictions with data protection laws, your data will be transferred to and processed in the United States.

For transfers from the EEA/UK, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission, or other legally recognized transfer mechanisms, to ensure your data receives an adequate level of protection. By using the Platform, you acknowledge and consent to the transfer and processing of your data as described in this policy.

9. Your Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request that we delete personal information we have collected from you, subject to certain exceptions.
• Right to Opt-Out: You may opt out of the sale of your personal information. X-TMS does not sell personal information to third parties.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise these rights, contact us at office@xtms.app. We will verify your identity and respond within 45 days of receiving your verifiable request, as required by the CCPA. In certain circumstances, we may extend this period by an additional 45 days with notice.

10. Your Rights (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have the following rights under the General Data Protection Regulation (GDPR):

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete personal data.
• Right to Erasure: Request deletion of your personal data under certain conditions.
• Right to Restriction: Request restriction of processing of your personal data.
• Right to Object: Object to the processing of your personal data for certain purposes.
• Right to Data Portability: Request transfer of your data to another service provider in a machine-readable format.

To exercise these rights, contact us at office@xtms.app. We will respond within one month of receiving your request. If you believe your rights have been violated, you have the right to lodge a complaint with your local data protection supervisory authority.

11. Children's Privacy

X-TMS is a business-to-business platform designed for transportation and logistics professionals. Our services are not directed at individuals under the age of 18, and we do not knowingly collect personal information from minors. If we become aware that we have collected data from an individual under 18, we will take steps to delete that information promptly. If you believe a minor has provided us with personal data, please contact us at office@xtms.app.

12. Data Security

We implement industry-standard security measures to protect your personal information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure infrastructure with access controls and monitoring
• Regular security assessments and vulnerability testing
• Role-based access controls within the platform

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining the highest practical standards.

13. Data Breach Notification

In the event of a data breach that affects your personal information, X-TMS will:

• Notify affected users without undue delay and no later than 72 hours after becoming aware of the breach, as required by GDPR
• Notify the relevant supervisory authority where required by applicable law
• Provide a description of the nature of the breach, the categories and approximate number of data subjects concerned, the likely consequences, and the measures taken or proposed to address the breach
• Comply with all applicable state breach notification laws, including notification to relevant state attorneys general where required

14. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. After account closure, we retain data for a minimum of three (3) years for legal, regulatory, accounting, or legitimate business purposes, including compliance with FMCSA record-keeping requirements. After the retention period, data may be archived, anonymized, or permanently deleted.

You may request permanent deletion of your data by contacting us at office@xtms.app, unless retention is required by law or legitimate business purposes such as billing records, regulatory compliance, or ongoing dispute resolution.

15. AI and Automated Processing

X-TMS uses artificial intelligence services to process uploaded documents (such as rate confirmations and bills of lading) for automated data extraction. This processing is performed by third-party AI providers as described in Section 7. You should be aware that:

• AI-extracted data may contain errors or inaccuracies. You are responsible for reviewing and verifying all AI-processed data before relying on it for business decisions.
• Uploaded documents are transmitted to AI providers for processing purposes only and are not used to train AI models, subject to the respective provider's data processing terms.
• You retain full ownership of all uploaded documents and the data extracted from them.
• You may opt out of AI document processing and manually enter data instead.

16. Multi-Tenant Data Isolation

X-TMS operates as a multi-tenant platform where each customer's data is logically isolated from other customers. Your business data, including loads, fleet records, customer information, invoices, and all other operational data, is accessible only to authorized users within your organization. X-TMS implements role-based and attribute-based access controls to enforce data isolation between tenants.

17. Changes to This Policy

X-TMS reserves the right to update this Privacy Policy at any time. When we make changes, we will update the "Last updated" date at the top of this page and may notify you through the platform or via email. We encourage you to review this policy periodically to stay informed about how we protect your information.

18. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

SNX Solution LLC
30 N Gould St Ste R
Sheridan, WY 82801, USA
Email: office@xtms.app