Privacy policy

LAST UPDATED: SEPTEMBER 2, 2025

1. Introduction

HubFlow, Inc. (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal information when you use our services, including freight appointment scheduling, integration with transportation management systems (TMS), email access, and third-party account management.

We comply with applicable laws, industry standards, and frameworks including Google API Services User Data Policy and SOC 2 Type II requirements for security, availability, confidentiality, and privacy.

2. Information We Collect

We collect and process the following types of information:

  • Email Data: Limited access to your inbox for the purpose of scheduling, communication, and workflow automation.

  • TMS Data: Integration data necessary to streamline freight scheduling and logistics operations.

  • Login Credentials for Third-Party Systems: Securely stored and encrypted on your behalf to enable automated access and appointment booking.

  • Usage Data: Metadata, logs, and interaction history to improve system performance and audit compliance.

  • Support Information: Information you voluntarily provide when contacting us for support.

We do not sell personal information to third parties.

3. How We Use Information

We use collected data to:

  • Facilitate freight appointment scheduling.

  • Provide secure integrations with your TMS and third-party websites.

  • Authenticate and maintain access to necessary accounts on your behalf.

  • Improve, monitor, and secure our services.

  • Comply with legal, regulatory, and contractual obligations.

4. Data Sharing and Disclosure

We may share limited data with:

  • Service Providers: Vendors who support hosting, monitoring, and security services, bound by strict confidentiality obligations.

  • Regulatory or Legal Authorities: When required by law or to enforce our terms of service.

We never share Google user data with third parties unless necessary to provide core service functionality and only with your explicit consent.

5. Data Security and Retention

  • Encryption: All data in transit and at rest is encrypted using industry-standard protocols (e.g., TLS, AES-256).

  • Access Controls: Role-based access, multi-factor authentication, and strict logging are enforced.

  • Credential Management: User credentials are stored in encrypted form, with no plain-text access available to employees.

  • Monitoring & Auditing: Security events are continuously logged and monitored.

We retain data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by law or contractual obligations.

6. User Rights and Controls

You have the right to:

  • Access, update, or delete your personal information.

  • Revoke consent for integrations at any time via your account or by contacting us.

  • Request a copy of the data we process on your behalf.

To exercise your rights, please contact us at legal@gethubflow.ai.

7. Compliance with Google API Services Policies

Our use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

  • Data obtained from Google APIs is used only for providing and improving user-facing features.

  • Data is not transferred to third parties except as required for core service functionality.

  • Data is not used for advertising purposes.

8. SOC 2 Type II Principles

We align with SOC 2 Type II best practices by implementing controls around:

  • Security: Strong encryption, continuous monitoring, and intrusion detection.

  • Availability: High availability architecture with disaster recovery and business continuity planning.

  • Confidentiality: Least-privilege access, regular access reviews, and contractual confidentiality obligations with vendors.

  • Privacy: Transparent data collection, usage, and retention policies, along with mechanisms for user control.

9. Children’s Privacy

Our services are not directed toward individuals under 18. We do not knowingly collect personal information from children.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Any material changes will be communicated via email or in-app notification.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

HubFlow, Inc.

Email: legal@gethubflow.ai
Address: 447 Sutter St, Ste 405 #518, San Francisco, CA  94108