Docking Buddy Privacy Policy

1. Introduction

This Privacy Policy explains how Docking Buddy LLC ("Docking Buddy," "we," "us," or "our") collects, uses, and shares information when facilities, their employees, customers, carriers, and other authorized users ("you") use the Docking Buddy platform and related services (the "Service").

2. Information We Collect

Account information: name, email address, phone number, and company or facility affiliation, collected when an account is created through invitation, manual assignment, approved access, or another authorized account process.

Operational data: booking and load details, booking requests, dock assignments, arrival and departure times, carrier and customer records, employee role and permission information, and related content that facilities enter into or authorize for processing through the Service ("Facility Data").

Communications data: information reasonably necessary to deliver, process, or record Service-related email and SMS communications, including message content where provided to the Service for an authorized operational purpose, delivery status, phone numbers, and email addresses.

Usage data: log data, device and browser information, and general usage patterns collected automatically to help maintain, secure, and improve the Service.

We do not intentionally collect payment card numbers, government identification numbers, or Social Security numbers through the Service.

3. How We Use Information

We may use information to:

• Provide and operate the Service, including dock scheduling, booking management, and notifications.
• Authenticate accounts and enforce facility-level and role-level access controls.
• Process and deliver Service Communications.
• Maintain security, investigate misuse, and enforce our Terms of Service.
• Provide support and respond to user requests.
• Improve the reliability and functionality of the Service based on usage patterns.
• Comply with applicable legal obligations.

We do not sell your personal information to third parties.

4. Email and SMS Messaging

The Service may use email and, where enabled and applicable, SMS messaging for transactional and operational communications related to bookings, dock assignments, arrivals, account activity, and other Service functions.

If a facility authorizes a third-party email account, messaging service, telephone line, or other communication channel to connect with the Service, information received through that authorized connection may be processed as necessary to provide the requested functionality. Facilities are responsible for ensuring they have the necessary rights and permissions to authorize such processing.

You may opt out of eligible SMS messages by replying STOP. Email notification preferences may be adjustable within the Service where available. Certain account or operational communications may still be necessary for use of particular Service features.

Mobile opt-in information and SMS consent collected through the Service are not shared with third parties for their own marketing purposes. Message frequency varies based on account and booking activity, and message and data rates may apply.

We may use third-party communication providers to deliver email and SMS messages. Those providers may process information as necessary to provide their services to us and are subject to their own contractual and legal obligations.

5. How We Share Information

We share information only as reasonably necessary for the following purposes:

• Within a facility's own account: employees and administrators may access operational information relevant to their role and permissions at that facility.
• With customers and carriers: only information related to their own company's loads and bookings, and only at facilities that have granted the applicable access.
• With service providers who help us operate the Service, such as cloud hosting, database infrastructure, authentication, security, SMS delivery, email delivery, and facility-authorized integration providers.
• For legal and safety reasons: when required by law, subpoena, court order, or when reasonably necessary to protect the rights, safety, or property of Docking Buddy, our users, or the public.
• In a business transfer: if Docking Buddy is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to applicable law.

6. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including encrypted data transmission where appropriate and role- and facility-based access controls designed to isolate one facility's data from another facility's data. No system is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain information for as long as reasonably necessary to provide the Service, maintain security, meet legal and contractual obligations, resolve disputes, and enforce agreements. Facility Data may generally be retained while the relevant account remains active and for a reasonable period afterward to support data export, transition, security, or legitimate operational needs, unless a shorter or longer period is required by law or applicable agreement.

8. Your Rights and Choices

You may request access to, correction of, or deletion of certain personal information by contacting support@trydockingbuddy.com. Employees and portal users may also need to contact their facility administrator for requests relating to facility-controlled information.

Depending on your location and applicable law, you may have additional privacy rights. We may need to verify your identity and authority before responding to a request.

9. Cookies and Similar Technologies

Our website or Service may use cookies or similar technologies to support functionality, security, authentication, preferences, and performance. You may be able to control certain cookies through your browser settings, although disabling them may affect functionality.

10. Children's Privacy

The Service is intended for business use and is not directed to children under 16. We do not knowingly collect personal information from children.

11. International Users

The Service is currently operated from the United States. If you access the Service from outside the United States, information may be processed in the United States or other locations where our service providers operate, subject to applicable law.

12. Third-Party Services

The Service may link to or integrate with third-party services. Those third parties are responsible for their own products, services, and privacy practices. We encourage users to review applicable third-party terms and privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes may be communicated to facility administrators by email, through the Service, or by another reasonable method before taking effect. The Effective Date above will reflect the latest version.

14. Contact

Questions or privacy requests may be sent to support@trydockingbuddy.com.

Legal company name: Docking Buddy LLC
Location: Phoenix, Arizona