Privacy Policy

This policy describes how information is collected, used, disclosed and otherwise processed when customers and their authorized users use IBO AI.

Trucking-company customers may provide information about employees, drivers, contractors, customers, brokers and others. The customer is responsible for providing required notices and for having appropriate authority and legal basis for that information.

Account and company information

• Names
• Business contact information
• Account details
• Workspace and company information
• Roles and permissions

Driver and employee information

Depending on how the customer uses the service:

• Name, email, phone and address
• Date of birth and emergency contact
• Employment information, hire date and status
• Compensation-related operational fields
• CDL/license information, medical-card information, endorsements and restrictions
• Profile photo
• Operational status, assignments and hometime information
• Compliance and safety information
• Uploaded document metadata

Vehicle and telematics information

Depending on integrations and configuration:

• Vehicle identifiers
• GPS location, speed and heading
• Odometer, engine, fuel and engine-hours information
• Driver assignments
• Hours-of-service related information

Load and business information

• Loads and routes
• Brokers and customers
• Operational status and history
• Dispatch information

Financial and business performance information

Depending on permissions and features: revenue and cost information, repair expenses, profitability metrics and other operational financial information.

Maintenance, compliance and safety information

Repairs, schedules, maintenance history, compliance records and safety-related operational records.

Documents

Business and operational documents customers upload where supported.

Support and communication information

Information users provide when contacting support.

Payment information

Stripe processes payment-card information. IBO AI may receive and store the subscription and billing metadata needed to operate billing. IBO AI does not store full card numbers or CVC data.

Customers may choose to connect supported third-party services. A currently supported integration, such as Samsara, may process the data needed to provide its functionality once the customer connects and authorizes it. Integrations that are not currently active do not receive customer information. Third-party providers may independently process data under their own privacy terms.

• Provide and operate the service
• Authenticate users and maintain workspace permissions
• Provide fleet, dispatch, maintenance, compliance and financial functionality
• Provide integrations the customer requests
• Process subscriptions and billing
• Support customers
• Secure the service and prevent fraud and abuse
• Troubleshoot and improve functionality
• Comply with law and enforce agreements
• Provide AI-assisted functionality when a user requests it

When a user invokes AI functionality, the user's input and an authorized workspace context may be sent to the AI service used to generate the response. Workspace context is filtered according to the user's permissions: users without financial permissions do not receive financial context through the AI interface, and driver-scoped users receive appropriately scoped information.

Ask IBO AI prompts and generated responses are processed to produce the response, but IBO AI does not persist ordinary AI chat prompts or responses as conversation history. If a user takes an action that creates a recommendation, operational action, audit event or other supported record, information related to that action may be stored as part of that record.

Retention and training practices of third-party AI providers depend on their terms and configuration, and Titan Lease LLC does not represent them as known.

When a user intentionally starts supported voice transcription, audio is recorded in the browser for that interaction and transmitted for transcription. IBO AI does not currently persist the audio recording or transcript as ordinary stored application data after the transcription workflow. Provider-side retention is governed by the provider's practices and terms and is not a fixed IBO AI retention period.

Information may be disclosed where reasonably necessary to:

• Infrastructure, hosting and database providers
• Payment processors
• Email and service-communication providers
• AI and transcription providers, when AI or voice features are used
• Integration providers the customer has connected and authorized
• Professional advisers, where appropriate
• Authorities, where legally required
• Parties to a merger, acquisition, financing, reorganization or sale, subject to appropriate protections

IBO AI relies on service providers for application infrastructure, database and hosting, payment processing, email delivery, AI and transcription, and telematics and integration functionality. Their own retention and training practices are governed by their terms.

IBO AI does not currently sell personal information for third-party advertising. Based on the current implementation, the application does not use third-party advertising trackers, Meta Pixel, Google Analytics, session replay or behavioral advertising analytics.

The service uses limited browser storage needed for the application to work, such as:

• Authentication and session storage
• A sidebar preference cookie
• Limited interface state, such as command-feed state

This storage is not used for advertising tracking.

Stripe processes payment details for subscriptions. IBO AI does not store full payment card numbers or CVC data, and may store the payment and subscription metadata needed to provide billing and maintain account status.

Access to workspace information is controlled through authentication, workspace membership, role and capability permissions, and tenant isolation. These controls reduce risk but cannot make unauthorized access impossible.

Reasonable technical and organizational measures include:

• Authentication
• Tenant and workspace access controls
• Role and capability permissions
• Server-side handling of sensitive credentials
• Payment-card handling through Stripe rather than storage in the application
• HTTPS in production

No method of transmission or storage can be guaranteed absolutely secure. Titan Lease LLC does not claim HIPAA, SOC 2, GDPR or CCPA certification or compliance status.

Information is kept for as long as reasonably necessary to operate the service and for legitimate business and legal purposes, depending on the type of information and applicable obligations. This policy does not promise a fixed retention schedule. Some data may be kept for legal obligations, billing and accounting, fraud and security, dispute resolution, audit records and legal acceptance evidence. Backups, infrastructure logs and third-party providers may follow separate retention practices.

Workspace owners may use available export functionality for supported workspace data. Exports may exclude passwords and authentication secrets, integration credentials, payment secrets, full payment-card information, internal diagnostics, certain security and internal records, provider records, uploaded file contents not included by the current exporter, and other information outside the supported export format.

A workspace can be deleted from Settings → Account → Delete my account, which is available to only Fleet Owner accounts; an owner who wants the workspace to continue should hand ownership to another owner first. Deletion removes supported company-scoped data from active application systems according to the current deletion workflow. Certain audit, billing and provider, legal acceptance, security or legally required records may remain, and third-party providers and backups may have separate retention. There is no fixed universal deletion deadline.

Customers are responsible for determining whether their use of IBO AI complies with applicable privacy, employment, monitoring, transportation and other laws, and for required notices and permissions relating to driver and employee data and connected systems.

Send privacy requests to support@ibofleet.com. Requests may require verification of identity or authority. Where applicable, individuals may have rights to access, correct, delete or port personal information, or other rights under applicable law; not every right applies in every jurisdiction.

Where IBO AI processes personal information on behalf of a business customer, requests about that customer's workforce or customer data may need to be directed to or coordinated with that customer.

Residents of certain U.S. states may have additional rights under applicable privacy laws, depending on applicable thresholds and exemptions. Requests can be sent to support@ibofleet.com and will be handled as required by applicable law.

Titan Lease LLC investigates and responds to identified security incidents and will provide legally required notifications when applicable. The platform does not perform automatic breach detection or automatic breach notification. No universal notification deadline is promised.

IBO AI is operated from the United States. If the service is accessed from other jurisdictions, information may be processed in the United States or other locations where service providers operate, subject to applicable law.

The service is intended for business use and is not directed to children. Titan Lease LLC does not knowingly solicit personal information directly from children through ordinary product registration.

Titan Lease LLC may update this Privacy Policy. Material changes will be communicated through reasonable means where appropriate or required.

Titan Lease LLC
IBO AI
support@ibofleet.com