Privacy Policy

This Privacy Policy explains how Kaizen Software Systems Inc.(“Kaizen,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information in connection with the LoadHiveAI transportation management platform, the website at loadhive.ai, and related applications and services (collectively, the “Services”). By accessing or using the Services, you agree to the practices described in this Policy. If you do not agree, do not use the Services.

1. Who we are and controller/processor roles

Kaizen is the provider of the Services. When you use LoadHiveAI to manage your own business records (loads, drivers, customers, invoices, and similar), you (the customer organization) are the data controller of that content and Kaizen acts as a data processor that processes it on your behalf and under your instructions. Kaizen is the controller for account, billing, and website data as described below.

2. Information we collect

• Account & company data — names, email addresses, phone numbers, company name, role, and login credentials.
• Operational data you enter — loads, orders, driver and asset records, documents, invoices, and messages. This may include location/GPS data submitted by drivers or connected devices to enable tracking.
• Billing data — plan, seat count, and payment-method metadata (card brand, last four digits, expiry). Full card numbers are handled by our third-party payment processor and are not stored on our systems.
• Usage & device data — log files, IP address, browser/device type, pages viewed, and diagnostic information collected automatically.
• Cookies & similar technologies — used for authentication, preferences, security, and analytics (see Section 8).

3. How we use information

• Provide, operate, secure, and maintain the Services.
• Authenticate users, process subscriptions and payments, and manage seats.
• Provide support, communicate service and security notices, and respond to requests.
• Monitor, troubleshoot, analyze, and improve the Services.
• Detect, prevent, and address fraud, abuse, and security incidents.
• Comply with legal obligations and enforce our agreements.

Where AI features are used, content you submit may be processed by our AI service providers solely to generate the requested output. We do not use your operational data to train third-party foundation models.

4. Legal bases (EEA/UK users)

Where the GDPR or UK GDPR applies, we process personal data on the bases of performance of a contract, our legitimate interests (such as securing and improving the Services), your consent (where required), and compliance with legal obligations.

5. How we share information

We do not sell your personal information. We may share information with:

• Service providers / subprocessors — cloud hosting, payment processing, email delivery, and analytics, bound by contractual confidentiality and data-protection obligations.
• Integrations you enable — where you connect third-party services (e.g., accounting, ELD, load boards), data is shared as directed by you.
• Legal & safety — where required by law, subpoena, or to protect the rights, property, or safety of Kaizen, our users, or others.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

6. Payments

Subscription payments are processed by a PCI-DSS compliant third-party payment processor. We receive only limited payment metadata needed to manage your subscription. Your use of payment features is also subject to the processor’s terms and privacy policy.

7. Data retention

We retain personal data for as long as your account is active and as needed to provide the Services, then for a commercially reasonable period to comply with legal, tax, accounting, or reporting requirements and to resolve disputes. Customer content is deleted or returned following account termination in accordance with your agreement, subject to backup and legal retention.

8. Cookies

We use strictly necessary cookies for authentication and security, and may use preference and analytics cookies to understand usage. You can control cookies through your browser; disabling some cookies may affect functionality.

9. Security

We use administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, and tokenized payment handling. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your credentials.

10. International transfers

We may process and store information in the United States and other countries. Where required, we use appropriate safeguards (such as Standard Contractual Clauses) for cross-border transfers.

11. Your rights

Depending on your location, you may have rights to access, correct, delete, or port your personal data, to object to or restrict processing, and to withdraw consent. California residents have rights under the CCPA/CPRA, including the right to know, delete, correct, and to opt out of “sale” or “sharing” (we do not sell personal information). To exercise rights, contact us at the address below. Where Kaizen acts as a processor, we will refer your request to the relevant customer organization.

12. Third-party links and services

The Services may link to or integrate with third-party websites and services that we do not control. This Policy does not apply to those third parties, and we are not responsible for their content or practices.

13. Children’s privacy

The Services are intended for business use by individuals who are at least 18 years old. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

14. Disclaimers

The Services and all information provided through them are offered on an “as is” and “as available” basis without warranties of any kind. To the fullest extent permitted by law, Kaizen disclaims all warranties, express or implied, and shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Services. Nothing in the Services constitutes legal, tax, compliance, or financial advice. Your use of the Services is also governed by our Terms of Service.

15. Changes to this Policy

We may update this Policy from time to time. Material changes will be indicated by updating the “Last updated” date and, where appropriate, by additional notice. Your continued use of the Services after changes take effect constitutes acceptance.

16. Contact us

Kaizen Software Systems Inc.
Email: admin@kaizensoftwaresystems.com
Web: kaizensoftwaresystems.com