Legal
Privacy policy
1. Who we are and what this policy covers
Freight OS is a transport management system for road carriers, provided by DSI Farming Company Pty Ltd ABN 23 678 501 203 ("we", "us").
This policy explains how we handle personal information in three situations:
| Situation | Who it's about | Our role |
|---|---|---|
| A. Our website and enquiries | People who visit this website or email us | We decide how the information is used |
| B. Our customers' accounts | The people at our customers who set up and manage their subscription | We decide how it's used for account, billing and support |
| C. Data in the Freight OS service | Our customers' staff, drivers, subcontractors, and their customers' and consignees' contacts | Our customer decides how it's used. We handle it on their behalf under our contract with them |
We follow the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth) for all three. As a small business, we may not be legally bound by the Privacy Act, but we choose to handle personal information as if we were, and we commit to that in this policy and in our customer contracts.
Freight OS is kept separate from our own freight business. We also operate a road freight business. Information in a customer's Freight OS account is held in a separate environment and is never used by our freight business or any other (see section 8).
2. What personal information we collect
A. Website visitors and enquiries
- Your name, business name, email address, phone number and the content of your message, when you email us or ask for a demo.
- This website sets no cookies and runs no analytics. Our hosting provider (Google Firebase Hosting) keeps standard server logs, such as IP address, browser type and the page requested, for security and to keep the site running.
B. Customer account contacts
- Name, position, business contact details and log-in details.
- Billing information and records of support requests and our communications with you.
C. Data in the Freight OS service (handled for our customers)
Depending on which modules a customer uses:
- Users: name, email, phone, role and log-in records.
- Drivers: name, contact details, the vehicles and runs assigned to them, timesheets and hours worked, pre-start vehicle checks and fault reports, odometer readings, fuel purchases linked to them, and, if the customer uses the Payroll module, pay rates and calculated pay.
- Customers', consignees' and subcontractors' contacts: names, business contact details and addresses, and names and signatures on delivery dockets and proofs of delivery.
- Audit and access logs of actions taken in the service.
We don't intend to collect sensitive information, such as health information. If a document uploaded to the service contains it, it's handled under this policy and our customer's instructions.
3. How we collect it
- Directly from you, when you email us, sign up or use the service.
- From our customers, who enter or upload information about their staff, drivers and contacts, or invite them as users.
- From the driver app, when a driver records their work, such as a pre-start check, a delivery, a proof of delivery or a timesheet. The driver app does not collect the driver's location.
- From services our customers connect, such as their accounting system (MYOB or Xero), their Microsoft 365 mailbox (bookings, statements and other documents they choose to bring in), or CHEP.
- From documents uploaded to the service, such as dockets, proofs of delivery and fuel receipts.
If you are a driver or a customer's contact, the carrier you work for or deal with usually gave us your information. Drivers also see our collection notice in the driver app.
4. Why we collect, use and disclose it
| Purpose | A. Website | B. Account | C. Service data |
|---|---|---|---|
| Respond to enquiries and give demos | Yes | ||
| Set up and manage subscriptions, bill and collect payment | Yes | ||
| Provide, secure, support and fix the service | Yes | Only on the customer's behalf | |
| Send service notices, such as maintenance, security and changes to terms | Yes | ||
| Send news about Freight OS (you can opt out at any time) | With your consent | Yes | Never |
| Comply with the law and respond to lawful requests | Yes | Yes | Yes |
We do not sell personal information, use service data for advertising, use service data to train AI models, or use one customer's data for another customer.
5. Who we disclose it to
- Our service providers, who help us run Freight OS. They and their locations are listed in section 6.
- Services our customers connect, such as MYOB, Xero or CHEP, when the customer tells the service to send data to them.
- The customer who controls the account. For example, a carrier can see its own drivers' timesheets, and can give its own customers access to their consignments and proofs of delivery.
- Professional advisers, insurers and financiers, under confidentiality.
- A successor business, if Freight OS is transferred to another entity, on condition that it keeps protecting the information under this policy.
- Regulators, courts and law enforcement, where the law requires or permits it.
6. Where information is stored and processed
Freight OS stores customer data in Australia, in Google Cloud's Australian data centres. Some information is handled outside Australia:
| Provider | What | Where |
|---|---|---|
| Google (Firebase Authentication) | User log-in details, such as name and email | United States and other locations in Google's network |
| Google (Gemini on Vertex AI) | Images of dockets, proofs of delivery and receipts, when the customer uses document reading | Google's global network, which may be outside Australia |
| Google (Gemini on Vertex AI) | Questions users ask the Assistant, and the records needed to answer them, when the customer uses the Assistant module | Australia (Google Cloud Sydney region) |
| Google (Maps Platform) | Customer and delivery addresses, to check and place them on a map | Google's global network |
| Google (Firebase Cloud Messaging) | Notification content sent to users' phones | Google's global network |
| Microsoft 365, or the customer's own mail server if they choose one | Email addresses and the content of emails the service sends | Australia (Microsoft 365); set by the customer for their own server |
We take reasonable steps to make sure these providers handle personal information consistently with the APPs, including contractual limits on how they use it. Our AI provider's terms prohibit training on customer content.
7. How we keep it secure
Measures include a separate cloud environment for each customer, encryption in transit and at rest, role-based access, logging of changes, and backups. No system is completely secure. If a data breach is likely to cause serious harm, we or our customer will notify the people affected and the Office of the Australian Information Commissioner (OAIC), following the Notifiable Data Breaches scheme.
8. Freight OS data is not used by any freight business
Freight OS was built inside a working carrier, and we operate a road freight business ourselves. So we commit that:
- each customer's data is held in a cloud environment separate from any freight business's own data;
- only named Freight OS product and support people can access a customer's environment, only when needed, and access is logged; and
- no customer's data, including rates, customer lists, volumes, costs, driver details or pay, is used by any freight business.
9. Automated decisions
Some Freight OS features use computer programs to do things automatically. None of them makes a decision by itself that significantly affects a person's rights or interests, such as setting a driver's pay, allocating or withdrawing work, or ending an engagement. Our customers' staff make those decisions.
| Feature | Personal information used | What the program does | Decided by the program alone? |
|---|---|---|---|
| Pay calculations (Payroll module) | Hours worked, timesheets, and pay rates set by the customer | Calculates pay figures from the customer's rates and rules | No. The customer reviews and approves every pay run before anyone is paid |
| Timesheet checks | Hours and odometer readings | Flags unusual entries for review | No. Flags never change a record; a person reviews them |
| Dispatch | Driver and vehicle assignments entered by the customer | Suggests defaults, such as a driver's usual vehicle | No. A person allocates the work |
| Document reading | Names and signatures on documents | Reads fields from documents for a person to check | No |
| Emailed bookings | Names and contact details in emailed orders | Reads orders from a connected mailbox into draft bookings | No. An allocator approves every booking |
| Assistant | The records a user is allowed to see | Answers questions in plain English | No. Answers are information for a person to check, never an action |
If you think a decision about you was made using Freight OS, contact the business you work for or deal with first. You can also contact us (section 11).
10. Accessing and correcting your information
- Website and account information (A and B): contact us (section 11). We'll respond within 30 days and may need to verify your identity. We don't charge for a request.
- Information in the service (C): our customer controls it, so we'll usually refer your request to the business that uses Freight OS for you, such as your employer, and help them respond. If you're not sure who that is, contact us.
If we refuse access or correction, we'll tell you why in writing and how to complain.
11. Complaints and contact
For a question or complaint about how we handle personal information, contact our Privacy Officer:
- Email: hello@freight-os.com.au
We'll acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you're not satisfied with our response, you can contact the OAIC at oaic.gov.au, on 1300 363 992, or at GPO Box 5288, Sydney NSW 2001.
12. How long we keep it
- Website enquiries: up to 2 years after our last contact, unless you become a customer.
- Account and billing records: for the life of the account, then 7 years for tax and legal purposes.
- Service data (C): while our customer subscribes. When they stop, we email the account owner a secure, time-limited link to a full export of their data, and delete the data 30 days later, unless the customer deletes it sooner or the law requires otherwise. Customers are responsible for keeping their own statutory records.
When we no longer need personal information, we destroy or de-identify it.
13. Changes to this policy
We may update this policy, for example when we add a feature or a provider. We'll post the new version here with a new date and, for material changes, tell customers' admin contacts in advance.