Privacy Policy

Keel SCS primarily provides business software to transportation, trucking, logistics and supply-chain companies.

Our business customers ("Customers") may enter personal information about their employees, drivers, contractors, customers, consignees or other individuals into Keel SCS in order to manage their transportation and business operations.

Where a Customer provides personal information to Keel SCS for these purposes, Keel SCS processes that information as reasonably necessary to provide, secure, support and maintain the services.

Customers are responsible for ensuring that they have appropriate authority to collect and provide personal information to Keel SCS and for providing any notices or obtaining any consents that may be required for their own collection and use of that information.

Keel SCS may also collect personal information directly from users when they create or access accounts, use Keel SCS applications, upload information, communicate with us or otherwise interact with our services.

The information Keel SCS processes depends on the services being used and the information entered by the Customer or user.

Website and Business Communications

When you contact Keel SCS or interact with our website, we may receive information such as:

• name;
• company or organization;
• job title or role;
• business email address;
• telephone number;
• information included in an inquiry or support request;
• business requirements or workflow information; and
• other information you choose to provide.

Our website and infrastructure providers may also process limited technical information necessary to operate, secure, troubleshoot and improve the website.

User Account Information

For users who access the Keel SCS TMS or related applications, we may process information such as:

• name;
• email address;
• company;
• user role;
• account permissions;
• authentication and login information;
• password-reset or account-security information;
• account status;
• login/session information; and
• records relating to account administration.

Passwords are intended to be handled through secure authentication systems and are not intended to be available to ordinary Keel SCS users or Customer administrators in readable form.

Driver Profile Information

A Customer may create and maintain driver profiles within Keel SCS.

Depending on the information entered by the Customer and the features being used, a driver profile may contain:

Identity and Employment-Related Information

• first name;
• last name;
• company name;
• driver code;
• driver type, such as company driver or owner-operator;
• assigned truck number;
• start date;
• end date; and
• notes entered by an authorized Customer user.

Contact Information

• phone number;
• alternate phone number; and
• email address.

Address Information

• country;
• province, state or territory;
• city;
• postal or ZIP code;
• address line 1; and
• address line 2.

Emergency-Contact Information

• emergency-contact name or other identifying information provided by the Customer; and
• emergency-contact telephone number.

Driver-Licence Information

• licence number;
• licence class;
• licence issue date; and
• licence expiry date.

Some of these fields may be optional depending on the Customer's use of Keel SCS.

Customers determine what authorized driver information they enter into the system and are responsible for ensuring that the information is appropriate for their business purposes and collected lawfully.

Because driver-licence, address and emergency-contact information may be more sensitive than ordinary business contact information, access to such information should be limited by Customers to users who reasonably require it for their duties.

Keel SCS may process operational transportation information entered by Customers, drivers or other authorized users.

Depending on the features being used, this may include:

• shipment numbers and references;
• container or equipment numbers;
• pickup and delivery information;
• shipper information;
• consignee information;
• addresses and locations;
• contact persons and contact information;
• appointment dates and times;
• driver assignments;
• truck or equipment assignments;
• shipment status;
• dispatch information;
• delivery information;
• terminal information;
• rates and accessorial charges;
• customer instructions;
• notes; and
• other information associated with transportation operations.

Some transportation records may contain personal information where an individual can be identified from the information.

Customers and authorized users may upload documents and files to Keel SCS.

These may include, depending on the Customer's operations:

• proof-of-delivery documents;
• delivery receipts;
• bills or transportation documents;
• PDFs;
• photographs;
• shipment documentation;
• customer-provided records;
• invoice-related documents; and
• other operational files.

Uploaded documents may contain names, signatures, addresses, shipment information or other personal or business information.

Keel SCS processes uploaded documents to provide document-management, shipment, dispatch, reporting and related TMS functions.

Customers and users are responsible for ensuring that they are authorized to upload documents and personal information to Keel SCS.

Keel SCS Driver is intended for authorized driver users who need access to shipment assignments, dispatch information and shipment-document functions.

Depending on the features being used, the Driver application may process:

• driver account information;
• authentication and secure-session information;
• assigned shipments;
• dispatch information;
• shipment and document status;
• documents, photographs or files uploaded by the driver;
• push-notification tokens; and
• limited device or technical information required for application security, reliability and troubleshooting.

Camera and Photo Access

Keel SCS Driver may request access to the device camera or photo library when a user chooses to capture or upload shipment documentation.

These permissions are intended to be used for the document feature requested by the user.

Location Information

As of the effective date of this Privacy Policy, Keel SCS Driver does not collect continuous GPS location information from a driver's mobile device.

Keel SCS may in the future offer location-related functionality or may receive location or status information through Customer-provided data or optional third-party GPS, telematics, mapping or transportation integrations.

If Keel SCS introduces direct mobile-device location collection or materially changes how driver location information is collected or used, we will provide appropriate notice and update this Privacy Policy and obtain consent where required by applicable law.

Keel SCS may process business and financial information required to provide TMS accounting and invoicing functionality.

This may include:

• customer billing information;
• rates;
• accessorial charges;
• invoice information;
• taxes;
• payment or accounting status information;
• driver-pay information; and
• accounting references or synchronization information.

Where a Customer enables an accounting integration, certain information may be exchanged with the applicable third-party accounting provider in order to provide the requested integration.

Keel SCS does not require or intend to collect consumer payment-card information unless a specific feature expressly provides for such processing and appropriate notice is given.

Customers may choose to use integrations or features that communicate with third-party services.

Depending on the integrations available and enabled, these may include:

• accounting platforms;
• railroads or transportation-data providers;
• GPS or telematics providers;
• mapping or geocoding providers;
• email-service providers;
• push-notification providers;
• cloud hosting, database and infrastructure providers;
• security and monitoring services; and
• other operational technology providers.

Information is shared with or received from third parties only as reasonably necessary to provide the applicable service, integration or functionality, or as otherwise permitted or required by law.

Third-party services may have their own terms and privacy practices.

Keel SCS and its service providers may process limited technical information necessary to operate and protect the services.

Depending on the service, this may include:

• IP address;
• browser type;
• device type;
• operating system;
• session or authentication information;
• application or server logs;
• timestamps;
• error information;
• security events; and
• information about how the service is functioning.

We use this information primarily for authentication, security, fraud or abuse prevention, troubleshooting, reliability, performance and service improvement.

Keel SCS may use personal information for purposes such as:

• creating and administering Customer and user accounts;
• authenticating users and maintaining secure sessions;
• providing transportation-management and dispatch functionality;
• creating and maintaining driver profiles;
• assigning and displaying shipment work;
• facilitating driver and dispatcher workflows;
• storing and managing shipment documents;
• generating reports and business records;
• supporting invoicing, rates and accounting functions;
• providing integrations requested by Customers;
• sending service, dispatch, shipment, document, account and security notifications;
• responding to support requests;
• troubleshooting technical problems;
• maintaining and improving service reliability;
• detecting or preventing unauthorized access, abuse or security incidents;
• maintaining appropriate business and accounting records;
• enforcing applicable agreements and protecting legal rights; and
• complying with legal or regulatory requirements.

Keel SCS will not use personal information for a materially different purpose without providing appropriate notice and obtaining additional consent where required by law.

The way consent is obtained may depend on the relationship between Keel SCS, the Customer and the individual.

Where an individual provides information directly to Keel SCS, we may obtain consent through the circumstances of the interaction, through an account or application interface, or through another appropriate method.

Where a Customer enters information about its drivers, employees, contractors or other individuals into Keel SCS, the Customer is responsible for having appropriate authority to collect and use that information and to provide it to Keel SCS.

Acknowledging this Privacy Policy does not constitute blanket consent to every possible future collection, use or disclosure of personal information.

Where express or additional consent is required for a particular feature or purpose, Keel SCS or the applicable Customer may request that consent separately.

Subject to legal or contractual restrictions, an individual may withdraw consent where applicable. Withdrawal may affect the ability to provide functionality that depends on the relevant information.

Keel SCS does not sell personal information.

Personal information may be disclosed in the following circumstances.

Customers and Authorized Users

Information stored within a Customer's Keel SCS account may be available to users authorized by that Customer based on their roles and permissions.

For example, authorized dispatch, administrative or management users may be able to access driver, shipment, document or operational information required for their work.

Service Providers

Keel SCS may use trusted service providers to operate and support its services.

These may include providers of:

• cloud hosting;
• databases and data storage;
• security and infrastructure;
• email delivery;
• push notifications;
• technical monitoring;
• authentication;
• mapping or integrations; and
• other technology required to operate Keel SCS.

Service providers receive information only as reasonably necessary to perform services for Keel SCS or the Customer and are expected to handle information in accordance with applicable contractual and legal obligations.

Third-Party Integrations

Where a Customer enables a third-party integration, relevant information may be transmitted to or received from the selected provider as necessary to provide that integration.

Legal and Security Requirements

Keel SCS may disclose information where reasonably necessary to:

• comply with applicable law, a court order or lawful government request;
• investigate suspected fraud, unauthorized access or misuse;
• protect the security of Keel SCS, our Customers or users;
• protect legal rights; or
• respond to an emergency where disclosure is permitted or required by law.

Keel SCS uses technology and service providers to operate its services.

Depending on the provider, service configuration and technical infrastructure being used, personal information may be stored or processed in Canada or in another jurisdiction.

When personal information is processed outside Canada, it may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies or government authorities where permitted by those laws.

Keel SCS remains responsible for personal information under its control and takes reasonable steps to select and use service providers appropriate for the services they perform.

Keel SCS keeps personal information only for as long as reasonably necessary for the purposes for which it was collected or processed, subject to legal, accounting, security, dispute-resolution, backup and legitimate business requirements.

Retention periods may vary depending on:

• the type of information;
• the Customer's relationship with Keel SCS;
• Customer instructions;
• operational requirements;
• applicable legal or accounting requirements; and
• security or dispute-resolution needs.

Information that is no longer reasonably required will be deleted, anonymized or otherwise handled in accordance with Keel SCS retention practices and applicable law.

Backup copies may remain for a limited period as part of ordinary backup and recovery processes.

Keel SCS uses reasonable administrative, technical and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss or theft.

Depending on the service and information involved, safeguards may include measures such as:

• user authentication;
• role-based or permission-based access controls;
• secure network communications;
• infrastructure and application security controls;
• logging and monitoring;
• restrictions on access to production systems; and
• safeguards provided by selected cloud and technology service providers.

The safeguards used may vary according to the sensitivity, amount and type of information and the risks associated with its processing.

No electronic system, transmission or storage method can be guaranteed to be completely secure.

Customers and users also play an important role in security and should protect account credentials, secure their devices and networks, keep software reasonably current, and exercise caution with unexpected communications, downloads and attachments.

Keel SCS maintains procedures for assessing and responding to suspected privacy or security incidents.

Where an incident involving personal information creates notification or reporting obligations under applicable law, Keel SCS will take the steps required by that law.

Customers may also have responsibilities relating to privacy or security incidents involving information they control.

The Keel SCS website and web applications may use cookies, session technologies, server logs or similar technologies for purposes such as:

• authentication;
• maintaining user sessions;
• website and application functionality;
• security;
• fraud or abuse prevention;
• troubleshooting;
• performance; and
• limited analytics.

Keel SCS does not use the Keel SCS Driver application for third-party advertising or third-party advertising tracking.

If our use of analytics, advertising or similar technologies materially changes, this Privacy Policy will be updated and additional choices or notices will be provided where required.

Individuals may request access to personal information that Keel SCS holds about them and may request correction of information that is inaccurate or incomplete, subject to applicable legal exceptions.

Where personal information was entered and is controlled by a Customer, such as an employer's driver record, Keel SCS may direct or coordinate the request with that Customer because the Customer may be responsible for determining how the record should be corrected or disclosed.

Keel SCS will provide reasonable assistance where appropriate.

Users may also be able to correct certain information directly through the application or through an authorized Customer administrator.

Before providing access to personal information, Keel SCS may take reasonable steps to verify the identity and authority of the person making the request.

Users may contact Keel SCS regarding deletion of an account or personal information.

Whether information can be deleted immediately depends on factors including:

• whether the information is controlled by a Customer;
• whether it forms part of an ongoing business or shipment record;
• legal or accounting retention requirements;
• security requirements;
• dispute-resolution requirements; and
• applicable contractual obligations.

Where an account is associated with a Customer organization, Keel SCS may need to coordinate the request with that Customer.

Keel SCS takes reasonable steps to maintain personal information that is sufficiently accurate, complete and current for the purposes for which it is used.

Customers and users are responsible for keeping information they enter into Keel SCS reasonably accurate and updating information when appropriate.

Individuals who believe information about them is incorrect may contact the relevant Customer or Keel SCS to request correction.

Keel SCS services are designed for business and authorized workforce use and are not directed to children.

Keel SCS does not knowingly seek to collect personal information from children through the TMS or Driver application.

Keel SCS may update this Privacy Policy as our services, technology, integrations, business practices or legal requirements change.

The current version will display its effective date and last-updated date.

For minor administrative or clarification changes, we may update this page without requiring additional acknowledgment.

If we make a material change to the collection, use or disclosure of personal information, we will provide appropriate notice and obtain additional consent where required by applicable law.

Keel SCS has designated responsibility for overseeing its privacy practices.

Questions, access requests, correction requests, complaints or other privacy inquiries may be directed to: