Policies & terms

Who we are

logixflo is a container logistics platform operated by [Legal Entity Name], [Registered address, Emirate, UAE]. This policy explains what personal data we handle when you visit our website, evaluate the product, or use the platform, and how we protect it. It applies alongside the Terms of Service and any data processing addendum signed with a customer.

Controller and processor roles

We act as controller for data about website visitors, demo enquiries, and the administrators who manage a tenant account — the relationship between us and our customers.

We act as processor for the operational data a customer puts into the platform: photographed port documents and their extracted values, trip and container records, driver names and commission entries, client contact details on invoices. The customer decides why that data is processed; we process it on their instructions.

Data we process

Enquiry and account data: name, company, work email, phone or WhatsApp number, fleet size, and the message you send us; billing contact and payment reference; user role and login credentials.

Document and operational data: images of Equipment Interchange Receipts, delivery orders, bills of entry, weighbridge slips, tokens, customs receipts and fuel receipts; values extracted from them such as container number, date, location, weight and amount; trip records, driver identifiers, commission and expense entries, generated invoices.

Messaging metadata: the sending phone number, group identifier, and timestamp of documents submitted through WhatsApp, so a document can be attributed to a driver and a job.

Technical and usage data: IP address, device and browser type, pages viewed, feature usage, error logs, and audit records of actions taken in the portal.

We do not seek special-category data, and port documents should not contain it. Do not upload identity or medical documents unless a signed addendum covers them.

How and why we use it

To provide the platform: ingest documents, run OCR, match records to jobs, track container status, generate invoices, calculate driver settlements, and produce reports. To manage accounts, authentication, billing, and support. To secure the service, detect abuse, and maintain audit trails. To respond to demo requests and communicate about the product you use. To improve accuracy and performance — using aggregated or de-identified data, and using customer content to train models only where the customer has explicitly agreed. To meet legal, tax, and regulatory obligations.

Lawful bases

Where UAE Federal Decree-Law No. 45 of 2021 on Personal Data Protection applies, we rely on performance of a contract, our legitimate interests in operating and securing the platform, compliance with legal obligations, and consent where required — for example for marketing emails or non-essential cookies. Where the EU or UK GDPR applies to a customer's processing, equivalent bases apply and we act on the customer's instructions as processor.

WhatsApp ingestion

Documents are submitted through WhatsApp, operated by Meta. Message content and metadata pass through Meta's infrastructure under Meta's own terms and privacy policy before reaching us. Once received, images and extracted data are stored in the customer's tenant. Customers are responsible for configuring their groups appropriately and for telling drivers and staff that documents sent there are processed by logixflo.

Sharing and subprocessors

We do not sell personal data. We share it only with the subprocessors named below, and with professional advisers, auditors, or authorities where legally required. Each processes data only for the purpose we specify. We notify customers before adding a subprocessor that handles their content.

Amazon Web Services — hosting, storage and backup of all platform data, in AWS eu-central-1 (Frankfurt, Germany); and Amazon Textract, which performs the optical character recognition on uploaded documents. This includes identity documents such as driver passports, visas, Emirates IDs and driving licences, and the shipping paperwork photographed into the platform.

OpenAI — converts the text recognised by Textract into structured fields. Document text and, where recognition is uncertain, the document image itself are sent for that purpose. OpenAI processes this data in the United States.

Meta Platforms (WhatsApp) — the channel through which documents are submitted. Message content, attachments, and the sender's WhatsApp number pass through WhatsApp's infrastructure.

Namecheap and Amazon Route 53 — domain registration and DNS. Private Email (PrivateEmail.com) — outbound email, including invoices sent to your clients and platform notifications.

The current list is also available at privacy@logixflo.com.

International transfers

Primary hosting is in AWS eu-central-1 (Frankfurt, Germany), and hosting, storage, backups and optical character recognition all take place there. The exception is the structuring step described in Sharing and subprocessors: OpenAI processes document text, and sometimes the document image, in the United States. Where data is processed outside the UAE we rely on an adequacy decision, standard contractual clauses, or another mechanism permitted under applicable law, together with technical safeguards such as encryption in transit and at rest.

Retention

Documents, extracted data, and invoices are retained for the life of the subscription and for the period the customer configures, subject to statutory record-keeping requirements for commercial and tax documents. Enquiry data is kept for 24 months from last contact. Security and audit logs are kept for 12 months. Backups are cycled within 35 days. After termination, tenant data is available for export for 30 days and then deleted or irreversibly anonymised.

Security

We apply encryption in transit (TLS) and at rest, tenant isolation, role-based access control, least-privilege administrative access, logging and monitoring, secure development practices, and regular backups. Access to customer content by our staff is limited to support and troubleshooting, is logged, and is granted on a need-to-know basis. We will notify affected customers without undue delay on becoming aware of a personal data breach, and regulators where required.

Your rights

Subject to applicable law you may request access to your personal data, correction of inaccurate data, deletion, restriction of or objection to processing, a portable copy, and withdrawal of consent where processing relies on it. Contact privacy@logixflo.com. We respond within 30 days. If your data was submitted to the platform by a company you work with or for, we will refer your request to that customer as controller and assist them in responding. You may also complain to the UAE Data Office or your local supervisory authority.

Drivers and staff

If you are a driver or employee whose name, phone number, trip records, or commission entries appear in the platform, your employer is the controller of that data and decides how it is used. We process it on their behalf. Please raise access, correction, or deletion requests with your employer first; we will support them in handling it.

Automated processing

The platform automatically extracts values from documents, matches them to jobs, and calculates invoice and commission amounts. These outputs are provided for human review; the customer's staff approve invoices and payouts. We do not carry out automated decision-making that produces legal effects concerning an individual without human involvement.

Children

The platform is a business tool and is not directed at anyone under 18. We do not knowingly collect data from children. If we learn we have, we delete it.

Changes and contact

We will post any update here and change the effective date; material changes are notified by email or in-product. For privacy questions, requests, or to reach our data protection contact: privacy@logixflo.com, or write to [Legal Entity Name], [Registered address, Emirate, UAE].