Privacy Policy

This Privacy Policy explains how FreightMind AI, Inc. (d/b/a Envoy AI) (“Envoy”, “we”, “us”, or “our”) collects, uses, and shares personal information in connection with our website at https://tryenvoy.ai, our sales and marketing activities, and the Envoy AI platform and related services (the “Service”). In this Policy, “you” and “your” refer to the individual whose personal information is described. This Policy does not change any agreement between Envoy and a business customer; for personal information we process on a customer’s behalf, see Section 1 [Our Role] below. If you have questions, contact us at contact@tryenvoy.ai.

1. Our Role: Controller and Service Provider

Envoy handles personal information in two capacities, and your rights and the right point of contact depend on which applies:

(a) As a controller. When you visit our website, ask about or buy our products, interact with our sales and marketing, or use the Service as an authorized user of a customer account, Envoy decides how and why your personal information is processed. This Policy governs that processing.

(b) As a service provider (processor). When a business customer uses the Service to contact carriers, drivers, dispatchers, brokers, or other recipients (each a “Recipient”), Envoy processes the personal information in that customer’s data, and the personal information of Recipients, only on that customer’s behalf and under its instructions. The customer is the controller of that information, the customer’s own privacy policy governs it, and Envoy processes it under our customer agreement. If you are a Recipient, or your information was provided to the Service by one of our customers, please direct privacy requests to that customer; we will assist them as required by law.

2. Personal Information We Collect as a Controller

Information you provide. We collect the information you give us, which may include your name, email address, phone number, mailing and billing address, job title, username, account credentials, contact preferences, and the contents of messages you send us (for example, demo requests, support inquiries, or survey responses).

Information collected automatically. When you visit or use the website or Service, we automatically collect log and usage data, Internet Protocol (IP) address, device and browser characteristics, operating system, referring URLs, approximate location, and information about your activity, including through cookies and similar technologies (see Section 7 [Cookies and Tracking]).

Information from other sources. We may obtain business contact details and similar information from our customers, marketing partners, and public or professional sources to support our sales and marketing to businesses.

Sensitive information. We do not seek to collect sensitive personal information (such as government identifiers, precise geolocation, or information revealing characteristics like race, health, or religion) about website visitors or prospects.

Google API data. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

3. Personal Information We Process for Customers

When a customer uses the Service, we process, on the customer’s behalf, the personal information contained in the customer’s data and the personal information of Recipients. This may include Recipient names, phone numbers, and email addresses; the content of voice, SMS, and email communications initiated through the Service; and, where the customer enables these features, recordings and transcripts of those communications.

We process this information only to provide the Service in accordance with the customer’s instructions and our agreement with the customer. We do not sell it, and we do not use it for our own marketing. We do not use identifiable customer data to train our own or any Third-Party Provider’s general-purpose AI models. We may also create aggregated or de-identified data from this information, and may use technical, performance, and usage data about the Service, to operate, secure, and improve it; such data does not identify you or any individual. The customer is responsible for providing any notice to, and obtaining any consent from, Recipients required by law, including for the recording or transcription of communications. (See our Terms and Conditions, Section 4 [Communications Compliance] and Section 7 [Data, Privacy, and Security].)

4. How We Use Personal Information

As a controller, we use personal information to:

(a) provide, operate, and secure our website and the Service, and create and manage accounts;

(b) respond to your inquiries and provide customer support;

(c) process orders, billing, and payments;

(d) send administrative messages and, where permitted, marketing and promotional communications (you can opt out of marketing at any time);

(e) monitor for, prevent, and address fraud, abuse, and security issues, and maintain the integrity of the Service;

(f) analyze usage and improve our products, services, and marketing; and

(g) comply with legal obligations and enforce our agreements and policies.

5. Artificial Intelligence and Third-Party Providers

The Service uses artificial intelligence and machine-learning models, including those of third-party providers (“Third-Party Providers”), to generate outputs. To provide the Service, inputs, outputs, and related personal information are shared with and processed by these providers, which include Twilio (telephony and SMS), SendGrid (email delivery), OpenAI, ElevenLabs, and Deepgram (AI models, voice, and transcription), and Microsoft/Azure (cloud and AI infrastructure). A current list of the subprocessors we use to process personal information is available on our website or on request. Your use of any output is also subject to the applicable Third-Party Providers’ terms and usage policies.

6. How We Share Personal Information

We share personal information only as follows:

(a) Service providers and subprocessors that perform services for us (such as hosting, analytics, payment processing, and the Third-Party Providers in Section 5), under contracts that limit their use of the information;

(b) Business transfers, in connection with a merger, financing, acquisition, or sale of all or part of our business;

(c) Legal and protection purposes, to comply with law or legal process, enforce our agreements, or protect the rights, safety, and property of Envoy, our users, or others; and

(d) With your consent or at your direction.

Advertising. We do not sell your personal information for monetary consideration. We may use cookies and similar technologies for advertising, including to measure our campaigns and to show you relevant ads on other sites and services. Depending on the technologies used, this activity may be considered “targeted advertising” or a “sale” or “share” of personal information under some US state privacy laws; where it is, you can opt out as described in Section 11 [Your US State Privacy Rights], and we honor Global Privacy Control (GPC) signals.

7. Cookies and Tracking

We use cookies and similar technologies that are necessary to operate and secure the website and Service, to remember your preferences, and to understand and improve usage through analytics, and, where we use them, for advertising. Most browsers let you remove or reject cookies; some features may not work without them. Where required by law, we honor recognized opt-out preference signals, such as Global Privacy Control (GPC).

8. Data Retention

We keep personal information we process as a controller for as long as needed for the purposes described in this Policy, and generally no longer than [twelve (12) months] after an account is closed, unless a longer period is required or permitted by law. Personal information we process on behalf of a customer is retained and deleted in accordance with our agreement with that customer, subject to legal retention requirements and routine backups. (See Terms and Conditions, Section 7.8 [Return and Deletion].)

9. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information, consistent with recognized industry standards, and we maintain a SOC 2 Type II program. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

10. Children

The website and Service are intended for businesses and are not directed to children under 18, and we do not knowingly collect personal information from children under 18. If you believe a child has provided us personal information, please contact us at contact@tryenvoy.ai.

11. Your US State Privacy Rights

Depending on your state of residence, US state privacy laws (including in California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia) may give you rights with respect to personal information we process as a controller. Subject to limits and exceptions in applicable law, these rights may include:

(a) to confirm whether we process your personal information and to access it;

(b) to correct inaccuracies;

(c) to delete your personal information;

(d) to obtain a portable copy of personal information you provided;

(e) to opt out of the sale of personal information, of targeted advertising, and of certain profiling;

(f) to limit the use of sensitive personal information; and

(g) to be free from discrimination for exercising your rights.

How to exercise your rights. Submit a request by emailing contact@tryenvoy.ai. We will verify your request using information we maintain about you and will respond as required by law. You may use an authorized agent, who must provide proof of authorization. If we decline your request, you may appeal by emailing contact@tryenvoy.ai; if your appeal is denied, you may contact your state attorney general. California residents may also request information under California’s “Shine the Light” law.

Requests about customer data. For personal information we process on behalf of a customer (including Recipient information), please submit your request to that customer, which controls the information. If you contact us, we will refer your request to the relevant customer or act on its instructions.

12. Where We Operate

The Service is operated from the United States and is intended for US-based businesses and their personnel. If you access the Service from outside the United States, you do so on the understanding that your information will be processed in the United States.

13. Changes to This Policy

We may update this Policy from time to time. We will revise the “Last Updated” date above and, for material changes, provide a more prominent notice. We encourage you to review this Policy periodically.

14. How to Contact Us

If you have questions about this Policy or our privacy practices, contact us at contact@tryenvoy.ai, or by mail at:

FreightMind AI, Inc. (d/b/a Envoy AI)

333 Hayes St

San Francisco, California 94131