Vendor Portal Privacy Policy

1Scope of This Policy

This Privacy Policy explains how Value Transports collects, uses, stores, and shares information when carriers, vendors, and other transportation providers (each a “Vendor”) and their authorized users access and use the Value Transports vendor portal (the “Vendor Portal”).

The Vendor Portal is a business workspace used to receive load opportunities, submit quotes, exchange shipment documents (BOLs, rate confirmations, PODs), upload compliance materials (insurance, W-9, banking instructions), manage saved locations and items, communicate, and track invoicing and payments.

This policy is in addition to any data-protection terms in a separately signed agreement between Value Transports and the Vendor. If those terms conflict with this policy on a given subject, the signed agreement controls.

2Information We Collect

The Vendor Portal collects information that you, the Vendor, or its authorized users submit, generate, or that the system records during normal use:

• Account & identity: name, email, role, sign-in method (e.g., Google, Microsoft, Apple), and audit timestamps for sign-in and key actions.
• Vendor company profile: legal name, doing-business-as, business address, contact phone and email, MC and DOT numbers, EIN, and primary points of contact.
• Compliance documents: insurance certificates (COI), W-9, operating authority records, safety records, and other documents you upload.
• Banking & settlement: bank or remittance information you submit for payment, invoice records, and payment status.
• Loads, quotes & documents: quote submissions, awarded loads, rate confirmations, BOLs, PODs, lumper and accessorial backup, photos, damage notes, and freight tracking events.
• Saved operational data: saved locations (origin, destination, warehouse), saved items / commodities, default contacts, and similar reusable records you create.
• Communications: in-portal messages, claims and dispute correspondence, and notifications sent to or from the Vendor.
• Technical & usage data: IP address, device and browser metadata, session identifiers, page views, feature usage, error logs, and security events. We rate-limit heavy usage of features such as places autocomplete and document downloads on a per-user and per-Vendor basis.
• Cookies & local storage: session cookies for authentication, preference storage (such as theme), and limited operational state needed to make the portal usable across reloads.

3How We Use Information

We use Vendor Portal information to:

• Operate the Vendor Portal — sign you in, route load offers, accept quotes, generate BOLs and rate confirmations, store documents, and process settlement.
• Verify the Vendor’s authority, insurance, and compliance status, including cross-checking against industry data sources where applicable.
• Coordinate shipments with our customers (shippers and consignees) and with internal Value Transports operations, accounting, claims, and support teams.
• Detect, investigate, and prevent fraud, double brokering, identity spoofing, fraudulent banking changes, cargo theft, and other security or compliance risks.
• Provide customer support, respond to questions, and resolve disputes or claims.
• Send transactional notifications (load updates, document requests, invoice reminders, password reset, onboarding completion).
• Maintain audit logs and business records as required by law and our internal recordkeeping policies.
• Improve the Vendor Portal — debug errors, monitor performance, develop new features, and tune autocomplete, search, freight-class hints, and other workflow tools using aggregated, generally de-identified data.

4How We Share Information

We share Vendor Portal information only as necessary to operate the platform and the underlying transportation services:

• Internal Value Transports staff: sales, operations, accounting, claims, compliance, and support personnel access the information needed to perform their roles.
• Customers (shippers and consignees): we may share carrier identity, equipment, contact, tracking, BOL, and POD information for the specific shipments where the Vendor has been awarded freight.
• Service providers / sub-processors: hosting and database providers, email delivery, document storage, analytics, error monitoring, payment processors, and identity providers used to operate the portal and required to protect the data they process.
• Compliance & risk data sources: FMCSA, DOT, insurance verification services, fraud-detection providers, and similar sources used to verify or monitor authority, insurance, and risk indicators.
• Legal & regulatory: when required by law, subpoena, court order, audit, or to protect the rights, property, or safety of Value Transports, our customers, our vendors, or the public.
• Corporate transactions: in connection with a merger, acquisition, financing, restructuring, or sale of assets, with appropriate protections for the data involved.

We do not sell Vendor Portal information, and we do not share Vendor data with unrelated third parties for their independent marketing.

5Data Retention

We retain Vendor Portal information for as long as needed to operate the portal, support the Vendor relationship, comply with applicable transportation, tax, and recordkeeping laws, support audits, and resolve disputes or claims.

Operational records associated with shipments, billing, compliance, audit logs, and security events are typically retained for the longer of (a) the period required by applicable law and (b) the period needed to defend or pursue a related claim. Some records may be retained in archived or backup form after they are removed from active use.

6Security

We use administrative, technical, and physical safeguards to protect Vendor Portal information, including encryption in transit, access controls, audit logging, rate limiting, anomaly detection on banking and credential changes, and vendor-management practices for our sub-processors.

No system is perfectly secure. The Vendor is responsible for protecting its own credentials, devices, and email channels, and for promptly notifying us at [email protected] of any suspected security incident, credential compromise, or unauthorized access affecting its account.

7Vendor & User Choices

• You can update most company, contact, location, item, and document records directly from the Vendor Portal.
• The Vendor can manage user access — add users, change permissions, and revoke access — from the appropriate administration screens.
• You can adjust some notification preferences in the Vendor Portal settings; transactional notifications required for operations (such as load updates, password reset, and onboarding completion) cannot be disabled.
• You can request correction or deletion of personal information that is not subject to a legal or operational retention requirement by emailing [email protected].

8Cookies & Tracking

The Vendor Portal uses cookies and local storage that are strictly necessary to authenticate users, remember preferences (such as theme), and maintain operational state. We may also use limited analytics and error-monitoring tools to keep the portal stable and reliable.

We do not use third-party advertising cookies in the Vendor Portal and do not track Vendor users across unrelated websites for advertising purposes.

9International Use

The Vendor Portal is operated from the United States. If you access it from outside the United States, you understand that your information will be transferred to, stored in, and processed in the United States and other locations where our service providers operate, with the safeguards described in this policy.

10Children

The Vendor Portal is a business platform intended for use by transportation professionals. It is not directed to children under 18, and we do not knowingly collect information from children.

11Changes to This Policy

We may update this Privacy Policy from time to time by posting a revised version on this page. Continued use of the Vendor Portal after the effective date of the revised policy constitutes acceptance of the changes.