This Privacy Policy explains how Ship Smart Solutions, Inc. (“Ship Smart Solutions,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you visit our website, request a quote, book a shipment, use our client or carrier portal, or otherwise interact with us in connection with our asset-based 3PL, freight brokerage, and supply chain services. By using our website or services, you agree to the collection and use of information in accordance with this policy.
1. Scope of This Policy
This policy applies to our public website, any client or carrier login portal we operate, and any forms, quote requests, load tenders, or communications you submit to us. It also covers information that flows between our website and our Transportation Management System (“TMS”), since our website is directly connected to that system for quoting, booking, tracking, and account management.
2. Information We Collect
2.1 Information You Provide Directly
- Contact and account information: name, company name, job title, email address, phone number, mailing/billing address.
- Business and credit information: business type, MC/DOT number (for carriers), tax ID, references, and information needed to establish credit terms or a carrier/broker relationship.
- Shipment and load information: origin and destination, pickup and delivery windows, commodity description, weight, dimensions, equipment type (e.g., FTL, LTL, PTL, Reefer, Flatbed, Open Deck, Drayage, Expedited, Heavy Haul, Oversize/Overweight), special handling or hazmat details, rate and accessorial information, and purchase order or reference numbers.
- Account credentials for any client, shipper, or carrier portal we provide.
- Communications you send us, including quote requests, support inquiries, and claims correspondence.
2.2 Information Collected Through Our TMS Integration
Our website is connected to our TMS to support real-time quoting, load booking, dispatch, and shipment tracking. As a result, information you submit on our website (such as load details, pickup/delivery data, and account information) is transmitted to and stored within our TMS, and information generated within the TMS (such as load status, carrier assignment, tracking/GPS milestones, rate confirmations, and delivery documentation such as PODs and BOLs) may be displayed back to you through the website or portal. We treat data flowing through this integration with the same protections described in this policy, regardless of which system it is stored in at a given time.
2.3 Information Collected Automatically
- Usage data: pages visited, time on site, referring/exit pages, browser type, device type, and general location derived from IP address.
- Cookies and similar technologies, as described in Section 7.
2.4 Information From Third Parties
- Carriers, factoring companies, insurance providers, and credit-reporting or verification services (for example, to verify carrier authority, insurance, or creditworthiness).
- Load boards and industry data platforms (e.g., for capacity or market-rate benchmarking such as DAT, SONAR, or similar).
- Publicly available regulatory data, such as FMCSA safety and authority records for carriers.
3. How We Use Information
- To provide quotes, book and dispatch loads, and manage shipments from pickup through delivery.
- To operate and maintain the client/carrier portal and keep website data synchronized with our TMS.
- To communicate with you about shipments, rates, invoices, account status, and service updates.
- To process payments, extend credit terms, and manage billing and collections.
- To verify carrier authority, insurance, and safety history before tendering freight.
- To comply with legal, regulatory, and safety obligations (including DOT/FMCSA recordkeeping requirements).
- To investigate and resolve claims, disputes, or cargo loss/damage issues.
- To improve our website, services, and marketing, and to measure the performance of our marketing campaigns.
- To detect, prevent, and address fraud, security incidents, or misuse of our systems.
4. How We Share Information
We do not sell your personal information. We may share information with:
- Carriers and drivers, to the extent necessary to move a shipment (e.g., pickup/delivery details, commodity and weight information, contact information for the shipper or receiver).
- Shippers, brokers, and receivers involved in a given load.
- Our TMS provider and other software vendors that host or process data on our behalf under confidentiality and data-processing obligations.
- Factoring companies, insurance carriers, and financial institutions involved in payment, credit, or claims processes.
- Professional advisors (accountants, attorneys, auditors) as needed.
- Government or regulatory authorities where required by law, subpoena, or to comply with DOT/FMCSA or other applicable regulations.
- A successor entity in connection with a merger, acquisition, financing, or sale of assets.
5. Data Security
We use administrative, technical, and physical safeguards designed to protect client, shipment, and load information against unauthorized access, alteration, disclosure, or destruction, including access controls on our website and TMS integration, encrypted transmission where applicable, and limiting internal access to information on a need-to-know basis. No system is completely secure, and we cannot guarantee absolute security of information transmitted to or stored by us.
6. Data Retention
We retain client, shipper, carrier, and load information for as long as needed to provide our services, meet contractual obligations, and comply with legal, tax, insurance, and DOT/FMCSA recordkeeping requirements. Retention periods vary depending on the type of data and applicable regulatory requirements, after which information is securely deleted or anonymized.
7. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to operate core site features, remember preferences, support login sessions for the client/carrier portal, and analyze site traffic. You can control cookies through your browser settings; disabling certain cookies may limit portal functionality, such as staying logged in or viewing real-time load status.
8. Your Privacy Rights
Depending on your state of residence, you may have rights to request access to, correction of, or deletion of your personal information, or to opt out of certain uses. For example, residents of California, Illinois, and other states with applicable privacy laws may submit such requests using the contact information in Section 12. We will respond in accordance with applicable law. Some information, such as shipment and safety records, may be retained even after a deletion request where required for legal, safety, or recordkeeping purposes.
9. Children's Privacy
Our website and services are intended for business use and are not directed to individuals under 18. We do not knowingly collect personal information from children.
10. Third-Party Links
Our website may link to third-party sites (such as carrier tracking pages or industry resources) that are not operated by us. We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will post the revised policy on this page with an updated effective date. Material changes will be communicated through the website or, where appropriate, directly to affected clients or carriers.
12. Contact Us
If you have questions about this Privacy Policy or wish to exercise a privacy right, please contact us at:
Ship Smart Solutions, Inc.
Ship Smart Solutions, Naperville, IL