Privacy Policy

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Last updated: June 18, 2026

This Privacy Policy explains how Zapload ("we," "us," or "our") collects, uses, discloses, and protects personal information when you use our document capture and management platform (the "Service"). We are committed to protecting your privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Canada.

1. Information We Collect

1.1 Carrier (Admin) Information

Data Type	Purpose
Company name, Tenant ID	Account identification and multi-tenant data isolation
Admin email address	Account management, billing communications, password resets
Billing email address	Invoicing and subscription management
Notification email address	Document submission alerts and flagged document notifications
Admin password (hashed)	Account authentication (stored server-side only, never transmitted to browser)

1.2 Driver Information

Data Type	Purpose
Driver ID, name	User identification within the Carrier's account
Phone number, email (optional)	Communication and welcome email delivery
Access code	Authentication for document submission
Login timestamps	Activity tracking and billing verification

1.3 Document Data

Data Type	Purpose
Uploaded photos, PDFs, scans	Core service functionality — document capture and storage
Document metadata (type, load number, truck number, date)	Document organization and search
Submission timestamp	Record keeping and audit trail

1.4 Device and Location Data

Data Type	Purpose
Approximate GPS coordinates (if permitted by driver)	Document verification — confirming where a document was submitted
Device type, browser	Technical support and compatibility optimization
IP address	Security monitoring and rate limiting

1.5 Automatically Collected Data

We use Google AdSense on certain pages, which may use cookies and similar technologies to serve relevant advertisements. Please see Section 7 (Cookies) for details.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service: storing and organizing your documents, managing your fleet, and enabling document sharing
• Authentication and Security: verifying user identity, preventing unauthorized access, and detecting abuse
• Communication: sending document notifications, welcome emails, password reset links, billing reminders, and service updates
• Billing: managing subscriptions and processing payments
• Improving the Service: analyzing usage patterns to improve features and performance
• Legal Compliance: meeting our obligations under applicable law

3. How We Share Your Information

We may share your information only in the following circumstances:

• At your direction: When you use the document forwarding or factoring email features to send documents to third parties (e.g., factoring companies, brokers)
• Service providers: We use the following third-party services to operate the platform:
  • Google Cloud Platform (Google Drive, Google Sheets) — document storage and data management
  • Google Workspace (Gmail) — email delivery
  • Vercel — web application hosting
  • Google AdSense — advertising on select pages
• Legal requirements: If required by law, regulation, legal process, or governmental request
• Safety: To protect the rights, property, or safety of Zapload, our users, or the public
• Business transfer: In connection with a merger, acquisition, or sale of assets, with prior notice to affected users

4. Data Storage and Transfer

Your data is stored on Google Cloud infrastructure. Google's data centers are located globally, and your data may be stored or processed in the United States or other jurisdictions. By using the Service, you consent to the transfer and processing of your data outside of Canada, subject to appropriate safeguards.

Google's privacy practices are governed by their own privacy policy, and they are certified under various data protection frameworks.

5. Data Retention

We retain your data as follows:

Data Type	Retention Period
Account information	Duration of active subscription + 90 days after cancellation
Uploaded documents	Duration of active subscription + 90 days after cancellation
Audit logs	12 months from creation
Login/session data	4 hours (session tokens) / 90 days (login history)
Backup copies	90 days (rolling backups)

You may request earlier deletion of your data by contacting us at admin@zapload.app.

6. Your Rights Under PIPEDA

Under PIPEDA, you have the following rights regarding your personal information:

• Access: You may request access to the personal information we hold about you.
• Correction: You may request that we correct inaccurate or incomplete personal information.
• Withdrawal of consent: You may withdraw your consent to the collection, use, or disclosure of your personal information, subject to legal or contractual restrictions. Note that withdrawing consent may affect our ability to provide the Service.
• Complaint: You may file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, contact us at admin@zapload.app. We will respond within 30 days.

7. Cookies and Tracking

The Service uses the following cookies and tracking technologies:

Technology	Purpose	Type
Session storage (browser)	Maintaining login state during your session	Essential — required for the Service to function
Google AdSense cookies	Serving relevant advertisements on select pages	Advertising — can be declined
Google Analytics (if enabled)	Understanding usage patterns to improve the Service	Analytics — can be declined

You can manage cookie preferences through your browser settings. Blocking essential cookies may prevent the Service from functioning properly.

8. Security Measures

We implement appropriate technical and organizational measures to protect your personal information, including:

• Session-based authentication with 4-hour automatic expiry
• Server-side password validation (passwords never sent to the browser)
• Per-tenant data isolation (Carrier A cannot access Carrier B's data)
• Login attempt rate limiting and lockout protection
• File upload size restrictions
• Email sending rate limits
• Daily automated backups
• Audit logging of administrative actions

Despite these measures, no system is perfectly secure. We encourage you to use strong passwords and keep your access codes confidential.

9. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at admin@zapload.app and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of material changes by email or through the Service at least 30 days before they take effect. The "Last updated" date at the top of this page indicates when this policy was last revised.

11. Privacy Officer Contact