Who We Are

FreightAvex is operated by Lievens-official, trading as FreightAvex.

Registered address: Heksenwiellaan 142, 4823 HB Breda, The Netherlands

Company registration number: 95136037

Legal form: Sole proprietorship

VAT number: NL005132266B12

Privacy contact: info@freightavex.com

Information We Collect

Depending on how you use FreightAvex, we may process:

• name and business contact information;
• company name and company information;
• account credentials and authentication information;
• subscription, plan and billing information;
• IP address, device and security-event information;
• support and communication records;
• API-key metadata and integration activity;
• freight invoices, shipment records and carrier information;
• rate cards, contracts, fuel schedules and accessorial schedules;
• audit findings, exceptions, claims and recovery information;
• files and information you choose to upload to the Service.

Public Demo and Trial Use

FreightAvex offers an interactive demo on our website that lets a visitor try the audit engine before creating an account. Using the demo with your own file involves separate, limited processing distinct from the Customer processing described elsewhere in this Policy:

• your email address, used only to send and verify a one-time access code for the demo, and to enforce a reasonable limit on repeat use of the public demo;
• the invoice file (and, optionally, rate card, fuel schedule or accessorial file) you choose to upload for the demo audit;
• basic technical information (such as IP address) used for abuse prevention and rate limiting on the public demo.

Demo files are processed to produce the on-screen result and are not knowingly retained beyond what is reasonably necessary to run that one demo request. Demo use does not itself create a FreightAvex account; if you later become a Customer, the processing described in the rest of this Policy applies to your account and Customer Data going forward.

Why We Process Personal Data

We process personal data only where we have an appropriate legal basis.

Customer Freight Data

Freight invoices and related records may contain commercially sensitive information and, in some cases, personal data relating to employees, drivers, contacts, customers or other individuals.

Where a business customer determines the purposes and means of processing personal data contained in Customer Data and instructs FreightAvex to process that data to provide the Service, the customer generally acts as Controller and FreightAvex acts as Processor.

That processing is governed by the FreightAvex Data Processing Addendum below.

Controller Activities

FreightAvex generally acts as an independent Controller for personal data used to manage our own customer relationship, including:

• account administration;
• subscription and billing administration;
• security and access logs;
• fraud and abuse prevention;
• legal and compliance records;
• sales and support communications.

Sharing and Subprocessors

FreightAvex does not sell personal information.

We may disclose data to service providers that support the operation of FreightAvex, such as hosting, storage, email, payment, monitoring and backup providers.

Where these providers process Customer Personal Data on our behalf, they are subject to appropriate contractual and confidentiality obligations.

Our current Subprocessor List appears later on this page.

Payment processing (Mollie and Stripe) and direct invoicing

FreightAvex uses Mollie B.V. (Keizersgracht, Amsterdam, the Netherlands) and Stripe to process subscription payments. The available payment provider may depend on the amount, currency, payment method and applicable processing limits. When you pay through either provider’s checkout, your payment details (such as card or bank information) are entered with and handled by that provider, not stored by FreightAvex.

For payment processing, Mollie generally acts as an independent controller under applicable data-protection law rather than as a FreightAvex subprocessor — Mollie determines the means of processing payment data needed to execute the transaction and to meet its own legal and financial- regulatory obligations (including anti-fraud and anti-money- laundering requirements). Mollie’s own privacy notice, available at mollie.com/en/privacy, describes how Mollie processes this data.

For Stripe payments, Stripe may act as a processor when facilitating transactions on FreightAvex’s instructions and as an independent controller for its own purposes, including fraud prevention and legal compliance. Stripe’s privacy notice, available at stripe.com/privacy, explains its processing of payment data.

FreightAvex separately processes limited transaction metadata (such as payment status, plan and amount) returned by Mollie or Stripe in order to activate and administer your subscription.

Payments that cannot be processed through Mollie or Stripe for the applicable amount, currency or payment method may be arranged directly with FreightAvex — typically by invoice and bank transfer — following contact through our website. Which orders this applies to can depend on the plan, billing cycle, currency, amount and the providers’ limits at the time of purchase, rather than being fixed to one specific plan. Any billing or bank details you provide for this direct-payment route are processed by FreightAvex itself as Controller, for billing and subscription administration, and are not shared with Mollie or Stripe for that route.

International Data Transfers

Where personal data is transferred from the European Economic Area, United Kingdom or another jurisdiction with transfer restrictions to a country that does not provide an equivalent level of protection, FreightAvex will use a lawful transfer mechanism where required.

This may include an adequacy decision, the European Commission Standard Contractual Clauses, the UK International Data Transfer Addendum or another legally permitted safeguard.

Data Retention and Deletion

FreightAvex uses retention controls designed around the applicable subscription and customer lifecycle.

Audit history for active customers may be retained according to the retention period included in the customer’s Plan or Order. Customer Data older than the applicable retention period may be automatically hard-deleted.

If a subscription becomes Past Due, Canceled or Expired, new paid activity may be blocked immediately while historical information remains available during the applicable read-only and export period.

Under the current platform configuration, the offboarding period is normally 60 days and will not be configured below 30 days without an overriding legal or customer instruction.

After the scheduled deletion date, live tenant data may be permanently deleted. Protected backups may retain copies until normal backup rotation completes.

Your Data Protection Rights

Depending on applicable law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate data;
• request erasure;
• request restriction of processing;
• object to certain processing;
• receive certain data in a portable format;
• withdraw consent where processing relies on consent;
• lodge a complaint with a competent supervisory authority.

If FreightAvex processes information solely as a Processor for a customer, we may refer your request to the relevant customer as Controller.

Security

FreightAvex uses technical and organisational safeguards designed to protect data against unauthorised access, alteration, disclosure or destruction.

Depending on deployment and configuration, safeguards may include tenant isolation, encrypted transport, authentication controls, multi-factor authentication, session revocation, access controls, rate limiting, private object storage, malware scanning, backup controls, audit logging and cryptographic integrity checks.

No internet-connected service can guarantee absolute security.

Automated Processing

FreightAvex may use automated rules and calculations to identify possible billing discrepancies, calculate expected charges, classify findings and support freight-audit workflows.

These functions are intended as business decision-support. FreightAvex does not intend the platform to make solely automated decisions that produce legal or similarly significant effects on individuals within the meaning of applicable data-protection law.

Changes to This Policy

We may update this Privacy Policy to reflect changes in law, technology or the FreightAvex Service. The revision date shown above identifies the current version.

Agreement

These Terms of Service (“Terms“) govern use of the FreightAvex website, software, APIs and related services (the “Service“) provided by Lievens-official, trading as FreightAvex.

By creating an account, purchasing a subscription, accepting an Order or using the Service, the applicable business customer (“Customer“) agrees to these Terms.

The individual accepting these Terms represents that they have authority to bind Customer.

The Service

FreightAvex provides freight invoice auditing, contract and rate validation, surcharge analysis, duplicate detection, findings, exceptions, claims and recovery workflows, analytics, exports, API ingestion and related functionality.

Available functionality depends on the Customer’s Plan, entitlements, configuration and Order.

Accounts and Access

Customer is responsible for authorised users, role assignments, credentials, API keys and activities performed through its accounts.

Customer must promptly remove access for users who no longer require it and must take reasonable measures to protect credentials.

Plans and Usage Limits

FreightAvex offers Core, Professional and Enterprise Plans. Plans may differ in:

• number of users;
• invoice volume;
• carriers;
• rate cards and contracts;
• data retention;
• integrations;
• support;
• other entitlements.

Customer must not intentionally circumvent usage, authentication or entitlement limits.

Fees, Billing and Taxes

Fees, currency, billing cycle and applicable taxes are shown on the applicable Plan page, proposal or Order.

FreightAvex processes subscription payments through the payment service providers Mollie B.V. and Stripe. The available provider may depend on the amount, currency, payment method and applicable processing limits. Payment-card and bank details entered through their checkouts are handled by the relevant provider and are not stored by FreightAvex. See the Privacy Policy’s “Sharing and Subprocessors” section above for details on both providers’ roles.

Payments that cannot be processed through Mollie or Stripe for the applicable amount, currency or payment method may be arranged directly with FreightAvex, typically by invoice and bank transfer. Whether a given order follows this route depends on the plan, billing cycle, currency, amount and the providers’ limits at the time of purchase.

FreightAvex does not require payment-card information to be stored in the FreightAvex application itself.

Subscriptions and Active Subscription Gate

Recurring subscriptions renew according to the billing cycle disclosed during purchase unless canceled in accordance with the applicable subscription process.

Where a subscription becomes Past Due, Canceled or Expired, FreightAvex may immediately block new uploads, audits and other paid actions.

Historical information may remain available during the applicable read-only and export period before scheduled deletion.

Customer Data

As between the parties, Customer retains its rights in Customer Data.

Customer grants FreightAvex the limited rights necessary to host, copy, analyse, transform and otherwise process Customer Data solely to provide, secure and support the Service and as otherwise permitted by these Terms and the DPA.

Customer represents that it has the legal rights and lawful basis necessary to provide Customer Data to FreightAvex.

Audit Findings and Claims Disclaimer

Findings, calculated expected charges, confidence levels, recoverable amounts, recommendations and claim packages depend on the source data, contract information and configuration available to FreightAvex.

Customer remains responsible for reviewing findings, confirming contractual rights and deciding whether a carrier claim or dispute should be submitted.

Carrier claim and dispute deadlines vary by carrier, service, country, contract and claim type. Customer is responsible for identifying and meeting the deadline that actually applies.

FreightAvex does not guarantee that:

• every billing error will be detected;
• every finding is accepted by a carrier;
• every claimed amount is recovered;
• carrier or Customer source data is complete or correct.

API and Integrations

Customer is responsible for safeguarding API keys and configuring integrations correctly.

Customer must not share keys outside authorised systems or use APIs to circumvent plan, tenant, security or usage restrictions.

Acceptable Use

Customer must not:

• use the Service unlawfully or fraudulently;
• access another tenant’s account or data without authorisation;
• upload malware;
• interfere with or overload the Service;
• circumvent security controls;
• circumvent Plan limits;
• attempt unauthorised vulnerability testing;
• resell the Service unless expressly authorised.

Intellectual Property

FreightAvex and its licensors retain all rights in the Service, software, interface, documentation, audit logic and related intellectual property, excluding Customer Data.

Customer receives only the limited right to use the Service during the applicable subscription term.

Confidentiality

Each party will protect the other party’s non-public business, technical, security and commercial information using reasonable care and use it only for purposes connected with the Service.

Confidential information may be disclosed where legally required, subject to notice where legally permitted.

Security

FreightAvex will maintain technical and organisational security measures appropriate to the risks associated with the Service.

Customer remains responsible for secure endpoints, credentials, authorised users and its own systems.

Data Retention and Termination

Customer is responsible for exporting data that it must retain beyond its purchased retention period.

When a subscription terminates or lapses, FreightAvex may maintain historical information during the applicable read-only/export period and permanently delete Customer Data after the scheduled deletion date.

Permanent deletion cannot be undone.

Service Availability and Disclaimer

FreightAvex will provide paid services with reasonable skill and care.

To the maximum extent permitted by law, the Service is otherwise provided “as is” and “as available”.

FreightAvex does not warrant uninterrupted or error-free operation.

Limitation of Liability

To the maximum extent permitted by applicable law, neither party will be liable for indirect, incidental, special, punitive or consequential losses, including loss of profit, anticipated savings or goodwill.

Subject to liabilities that cannot legally be limited, each party’s aggregate liability arising from the Service during a rolling twelve-month period will not exceed:

the total fees paid or payable by Customer to FreightAvex during the preceding twelve (12) months

Suspension and Termination

FreightAvex may suspend access where reasonably necessary because of non-payment, material breach, unlawful use, security risks or legal requirements.

Either party may terminate for uncured material breach where applicable.

Governing Law

These Terms are governed by the laws of:

the laws of the Netherlands

Exclusive jurisdiction:

the competent court of the District Court Zeeland-West-Brabant, the Netherlands

Scope and Roles

This Data Processing Addendum (“DPA“) forms part of the agreement between Customer and FreightAvex.

Where FreightAvex processes Customer Personal Data on behalf of Customer:

• Customer acts as Controller or Processor, as applicable;
• FreightAvex acts as Processor or Subprocessor, as applicable.

Each party will comply with applicable data-protection law.

This DPA does not apply to the payment-data processing by Mollie or Stripe described in the Privacy Policy. Mollie generally acts as an independent controller; Stripe may act as a processor for payment transactions and as an independent controller for its own purposes. That processing is governed by the relevant provider’s terms, privacy notice and, where applicable, data-processing agreement, rather than this Customer Data DPA.

Processing Details

Subject matter

Processing required to provide the FreightAvex freight-audit, analytics, claims, storage, support and integration services.

Duration

For the duration of the Service and applicable retention/deletion periods.

Nature and purpose

• hosting and storage;
• invoice analysis;
• rate and contract validation;
• duplicate and surcharge detection;
• claims and recovery workflows;
• analytics and reporting;
• exports;
• security and support;
• customer-requested integrations.

Categories of data subjects

• Customer employees and users;
• carrier contacts;
• drivers and shipment-related contacts where included;
• customer/vendor contacts appearing in freight records;
• other individuals contained in Customer Data.

Types of personal data

• names;
• business contact information;
• identifiers;
• shipment and invoice references;
• addresses where included in Customer Data;
• billing and freight-related information;
• account and audit-log information.

Documented Instructions

FreightAvex will process Customer Personal Data only on documented instructions from Customer, including instructions contained in the agreement, Customer’s use and configuration of the Service, and support requests.

FreightAvex may process data where required by law and will notify Customer before doing so where legally permitted.

Confidentiality

Personnel authorised to process Customer Personal Data will be subject to appropriate confidentiality obligations.

Security Measures

FreightAvex will maintain appropriate technical and organisational measures taking into account the nature of processing and risk.

Measures may include:

• encrypted network transport;
• tenant isolation;
• access control and role separation;
• multi-factor authentication;
• secure password hashing;
• session revocation;
• private storage;
• upload validation and malware scanning;
• logging and monitoring;
• backup protection;
• retention and secure deletion controls;
• security testing and patching processes.

Subprocessors

Customer provides general authorisation for FreightAvex to engage subprocessors necessary to provide the Service.

FreightAvex will impose data-protection obligations on subprocessors that are materially equivalent to the obligations applicable to FreightAvex under this DPA.

FreightAvex remains responsible for its subprocessors to the extent required by applicable law.

Current subprocessors are identified in the Subprocessor List below. Mollie and Stripe are listed separately in that section because payment-data processing for FreightAvex’s own billing is outside the Customer Personal Data processing covered by this DPA. Their respective data-protection roles are described there.

International Transfers

Where Customer Personal Data is transferred internationally in circumstances requiring a transfer mechanism, FreightAvex will implement an appropriate mechanism.

Where applicable this may include the European Commission Standard Contractual Clauses and relevant supplementary safeguards.

Data Subject Requests

Taking into account the nature of processing, FreightAvex will provide reasonable assistance to Customer in responding to requests by data subjects to exercise their rights.

Where a request relates to data FreightAvex processes solely on behalf of Customer, FreightAvex may refer the requester to Customer.

Personal Data Breaches

FreightAvex will notify Customer without undue delay after becoming aware of a Personal Data Breach affecting Customer Personal Data where notification is required under applicable law.

FreightAvex will provide information reasonably available to it to support Customer’s assessment and notification obligations.

DPIAs and Regulatory Assistance

Taking into account the nature of processing and information available to FreightAvex, FreightAvex will provide reasonable assistance with data-protection impact assessments and consultations with supervisory authorities where required by applicable law.

Return and Deletion

Following termination of processing services, FreightAvex will delete or return Customer Personal Data in accordance with the agreement, Customer’s instructions and applicable law.

Copies contained in protected backups may remain until ordinary backup rotation completes, provided they remain protected and are not restored except for legitimate disaster-recovery purposes.

Audit Information

FreightAvex will make information reasonably necessary to demonstrate compliance with its processor obligations available to Customer.

Where necessary and proportionate, Customer may request an audit subject to reasonable notice, confidentiality, security requirements and measures designed to prevent disruption or exposure of other customers’ information.

Order of Precedence

If this DPA conflicts with the Terms regarding the processing of Customer Personal Data, this DPA will control for that subject matter.

Payment Processing — Separate Provider Roles

FreightAvex uses Mollie B.V. (Keizersgracht, Amsterdam, the Netherlands) and Stripe to process subscription payments. The available provider may depend on the amount, currency, payment method and applicable processing limits. Mollie generally acts as an independent controller for payment data. Stripe may act as a processor for transactions carried out on FreightAvex’s instructions and as an independent controller for its own purposes, including fraud prevention and legal compliance. They are listed separately from the Customer Data subprocessors above because this payment processing relates to FreightAvex’s own billing, not its processing of Customer Data under the DPA. FreightAvex does not store the payment-card or bank details entered through either provider’s checkout.

Payments that cannot be processed through Mollie or Stripe for the applicable amount, currency or payment method may be arranged directly with FreightAvex by invoice and bank transfer; any billing or bank details provided for that route are processed by FreightAvex itself as Controller. Whether a given order follows this route depends on the plan, billing cycle, currency, amount and the providers’ limits at the time of purchase.

See the Privacy Policy’s “Sharing and Subprocessors” section for further detail, Mollie’s privacy notice at mollie.com/en/privacy and Stripe’s privacy notice at stripe.com/privacy.

Changes to Subprocessors

FreightAvex may update this list where a service provider is added, replaced or removed.

Where required by the applicable DPA or data-protection law, FreightAvex will provide reasonable advance notice of a new Subprocessor that will process Customer Personal Data and provide a reasonable opportunity for Customer to raise a legitimate data-protection objection.

What Are Cookies?

Cookies are small pieces of information stored by a browser or otherwise associated with a browser session.

FreightAvex may also use similar browser-storage technologies where necessary to provide the Service.

Strictly Necessary Cookies

FreightAvex uses cookies or equivalent technologies that are necessary for security, authentication and core functionality.

Analytics and Marketing Cookies

FreightAvex only describes analytics or marketing technologies that are actually enabled in the current website or application configuration.

Where non-essential cookies or technologies are used and consent is required by law, they should not be activated until the visitor has provided the required consent.

Current analytics provider: None

Current advertising/marketing provider: None

Managing Cookies

Visitors can control non-essential cookies through the FreightAvex cookie-consent interface where provided and may also control cookies through browser settings.

Blocking strictly necessary cookies may prevent authentication, account functionality, payment or security features from operating correctly.

Changes to This Cookie Policy

This Cookie Policy may be updated if the technologies or service providers used by FreightAvex change.