Privacy Policy

Draft of 1 October 2026.

1. Who we are

TRANSOFAI INC, doing business as Transofai (“Transofai”, “we”), makes the Transofai TMS: this website, the office app at app.transofai.com and the driver app. We are a Canadian company, based in Ontario, and we follow Canada’s federal privacy law for businesses, the Personal Information Protection and Electronic Documents Act (PIPEDA).

Our Privacy Officer is responsible for this policy and for how we handle personal information. Write to them at [email protected], with “Attention: Privacy Officer” in the subject line. Our mailing address is given on request.

2. Two kinds of information

• Your account. Information about the people who sign up and use Transofai: you and your team. We are responsible for it.
• Your company’s records. What your company keeps in Transofai about its loads, customers, drivers, trucks and money. Your company controls these records. We hold them and work with them only to run the service for you.

Your records can include personal information about other people, such as your drivers or your customers’ contacts. Your company is responsible for having the right to put it in Transofai, and for telling those people as the law requires.

3. What we collect

• Account details: your name, e-mail, phone number, password (stored only as a scrambled hash we can’t read back), your role and the companies you belong to.
• Company details: legal names, addresses, tax and carrier numbers, and the payment details printed on your invoices.
• Your records: loads, stops and rates; customers, their contacts and locations; drivers (name, phone, e-mail, licence number and expiry); trucks and trailers (VIN, plates, renewals and service); invoices, payments and costs; messages and load chat; and the documents you upload, such as rate confirmations, bills of lading, PODs, receipts and photos.
• From the driver app: the statuses a driver taps, like Arrived and Departed, with their time; the photos they upload; and their messages. The driver app does not track a driver’s location in the background.
• Technical records: sign-ins, IP addresses, browser and device type, and error logs, which keep the service secure and working.

On this website we set no cookies and run no analytics or advertising trackers. The site loads its typeface from Google Fonts, so your browser connects to Google to fetch it. The contact form sends nothing to us: it opens your own e-mail app with the message written. If you choose Monthly prices or a currency on the pricing page, your browser remembers that choice in its own storage. It is never sent to us, and choosing Annual again clears the Monthly choice. To show Canadian or US dollars first, the pricing page reads your browser’s time zone and language, in your browser only. The office app keeps a sign-in token in your browser so you stay signed in.

4. How we use it

• To run Transofai for you: showing, saving and sending your records.
• To keep it secure: checking sign-ins, and recording who changed permissions, documents and money.
• To give support and fix problems, as section 7 explains.
• To send the e-mails you ask Transofai to send, such as invoices, dispatch sheets and status updates to your customers, and the service e-mails your account needs, such as sign-up checks, limit warnings and, once paid plans open, receipts.
• To bill you, once paid plans open.
• To improve Transofai, using counts of how it is used, not the contents of your records.

We don’t sell personal information, and we don’t use it for advertising. We send marketing e-mail only to people who agreed to it, as Canada’s anti-spam law (CASL) requires, and every one has a way to unsubscribe.

5. AI, only when you ask

• Reading documents. A document is read by AI only when someone in your company presses Fill from a document or Read into the load. Any other file you attach is stored and filed, not read.
• Where it goes. When a document is read, the file goes to Google’s Gemini and, today, also to OpenAI for an independent second reading. As our checks improve, the second reading will run only when needed, and this policy will say so the day it changes. We send the file directly with the request, ask the provider not to keep it where the provider offers that choice, and never use batch services that keep copies.
• The assistant. When you ask it something, your question and the records it needs to answer go to Google’s Gemini. When it looks up a business, the words you searched go to Google Maps.
• Rewrite for the driver. The load’s instructions go to Google’s Gemini.
• The Planner. When you ask it for a plan, the facts our rules worked out about each waiting load and the drivers who fit it go to Google’s Gemini, with the drivers under stand-in labels, never their names.
• Nothing else. Only what this list describes goes to an AI provider: the documents someone asks us to read, and what the assistant, Rewrite and the Planner need when someone asks them. Files nobody asked us to read are never sent.
• Not kept for later. Wherever Google’s and OpenAI’s APIs let us choose, we switch storing off (the setting they call store: false), so a request and its answer are not kept in our account with them. Their terms still let them hold requests for a limited time, to check for misuse and to meet legal duties.
• No training. We don’t use your documents to train AI. Google’s terms for its paid Gemini API and OpenAI’s terms for its API, the paid services we use, say they don’t use what we send through them to train their models either.
• Short memory. Assistant conversations are deleted 30 days after their last message, and the assistant’s own activity records after 90 days.

6. Who we share it with

We share information only with the service providers below, and only what each needs to do its job for us:

Outside Canada. Your information is stored on our hosting provider’s servers in Canada or the United States, and some of the providers above handle it in the United States or the European Union. Wherever it is handled, we remain responsible for it. While it is outside Canada, it is subject to the laws of the country where it is, and that country’s courts, law enforcement and national security authorities may be able to reach it. Our Privacy Officer can answer questions about how these providers handle it.

We also share information when you tell us to, such as an invoice you send to a customer or a packet you give your factor, and when the law requires it.

7. Support access

Authorized Transofai staff can open your account and see its records as your users see them, to give support, fix problems and keep the service secure. Your company agrees to this in our Terms of Service, so we don’t ask before each visit.

Only staff whose role needs it have this access, and we log every visit and every change. Their changes show in your account as made by Transofai Support. While in your account, they never send your documents to an AI model or use your AI credits, and the places where you enter anyone’s Social Insurance or Social Security number or personal bank details stay hidden from them.

8. How long we keep it

• While your account is open, your records stay until you delete them.
• A load draft nobody has touched for 30 days is deleted. Assistant conversations and activity records follow the times in section 5.
• Canadian tax law asks businesses to keep their records for six years. Invoices, payments and costs download to a spreadsheet in the app. For everything else, ask us and we’ll send a full export, free.
• When you close your account, we keep your records for 30 days, so you can change your mind or ask for an export, and then delete them, except what the law makes us keep, such as our own invoices to you, and what we need to settle a dispute or prevent fraud.

9. How we protect it

• Everything travels encrypted between your device and our servers.
• Passwords are stored only as scrambled hashes.
• Access follows roles: who sees rates, costs and profit is a permission, enforced by the server.
• Permission changes, document uploads and money edits are recorded with who made them and when.
• Suspending or removing someone ends their access on their next request.

10. Your choices and rights

You can ask to see the personal information we hold about you, to correct it, or to get a copy. You can withdraw your consent to how we use it, although some of Transofai may then stop working for you. Write to our Privacy Officer at [email protected] and we will answer within 30 days.

If a request is about your company’s records, such as a driver asking about their own details, we will pass it to that company and help it answer.

If you’re not happy with our answer, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

11. If something goes wrong

If a breach of our safeguards creates a real risk of significant harm to anyone, we will tell the people affected and the Privacy Commissioner as the law requires. We keep a record of every breach, however small.

12. Changes to this policy

We will post any change here. Before a significant change takes effect, we will tell account owners by e-mail.

13. Contact

Questions about privacy go to our Privacy Officer at [email protected], with “Attention: Privacy Officer” in the subject line. TRANSOFAI INC is in Canada, and our mailing address is given on request.