1. Scope and responsible business
1.1 This notice concerns personal information handled by VEXO Logistics through the website, freight enquiries, onboarding and related business communications. It should be read with any specific notice presented when information is collected. It is a disclosure of practices, not a waiver of privacy rights or a substitute for consent where consent is required.
1.2 Email, tracking and portal integrations are not all activated. Information about a separate carrier, customs broker, insurer or other independent provider is also subject to that party’s practices when it acts independently.
2. Information provided by business contacts
2.1 VEXO’s forms request names, business email addresses, telephone numbers, company details, addresses and information relevant to the requested service. Quote requests may include commodity, route, timing, dimensions, weight and handling requirements. Communications can include follow-up messages, supporting records and the context needed to respond.
2.2 Only information reasonably related to the request should be supplied. A person providing another person’s details shall have an appropriate basis to do so and shall not treat a business relationship as unlimited permission to disclose unrelated personal information. Required and optional fields should be identified at collection.
3. Carrier and shipper onboarding
3.1 Onboarding may request company and authority identifiers, operating and accounts-payable contacts, insurance evidence, tax forms and other specified business records. Signature workflows collect the signer’s stated name, position, email addresses, consent and the application record. Some supporting business documents can contain personal identifiers and require restricted access.
3.2 Do not upload passwords, complete payment-card credentials or unrelated identity documents. Where a document contains unnecessary personal information, ask whether a limited or redacted version is acceptable. A document request does not authorise VEXO to use the information for unrelated advertising or public disclosure.
4. Shipment records and recipients
4.1 Shipment records may identify consignors, consignees, drivers, receiving personnel and persons who sign documents. Instructions and relevant contact information may need to be provided to the parties responsible for the accepted movement. The content disclosed should be limited to what is appropriate for performance, documentation, compliance or a related dispute.
4.2 Claims records may contain photographs, incident descriptions, signatures, value evidence and communications with providers or insurers. VEXO shall distinguish operational information from unnecessarily sensitive details. A photograph or incident narrative should not include unrelated people or private information when that can reasonably be avoided.
5. Sources of information
5.1 Information may come directly from the person concerned, an authorised representative, a shipment participant or records supplied for a business request. Authority and insurance verification may involve appropriate public or authorised sources. The final operating notice must identify additional sources actually used.
5.2 VEXO should not assume that all information obtained from another business is accurate or lawfully shareable. Material discrepancies should be investigated, and corrected records should identify their source where necessary. Information collected for one purpose must not silently be repurposed in a manner requiring additional notice or permission.
6. Purposes and applicable legal basis
6.1 Information is used to respond to enquiries, evaluate proposed shipments and applications, prepare documents, communicate about accepted work, administer business records, investigate incidents and meet applicable obligations. Processing shall be limited to purposes supported by a lawful basis where the governing jurisdiction requires one.
6.2 A business contract, compliance obligation, legitimate operational interest or consent may be relevant depending on the information and jurisdiction. These terms do not assert that consent is always required or always unnecessary. VEXO must identify and document the applicable basis for its actual processing before relying on a regional legal standard.
7. Locally generated bills of lading
7.1 The current BOL builder generates its PDF in the browser. Generating the file does not upload the BOL fields to the onboarding server. A user who later shares or uploads that file creates a separate disclosure. Copies can remain in download folders, browser-related storage, backups or another recipient’s systems.
7.2 Use a device and recipient list appropriate to the shipment’s confidentiality. Check the file before sending it and remove unneeded copies from shared devices. The browser tool does not promise secure long-term storage or retrieval of a lost local BOL.
8. Electronic signatures and email copies
8.1 When signing is enabled, the server retains accepted submission fields, supporting uploads, a reference, timestamp and the generated agreement record. The selected registered and preferred contract addresses are used for document delivery, together with the designated VEXO recipient. An alternate address may disclose sensitive business information to its owner.
8.2 The current typed-signature process does not independently verify email ownership or the person’s identity. Users should check recipients before submitting. Correction requests should identify the record without unnecessarily attaching another copy of confidential material.
9. Service providers and Microsoft 365
9.1 Microsoft 365 has been identified as the intended contract-email service. Once activated, the sending process will disclose recipient details, message content and attachments to Microsoft for delivery. Contact VEXO for information about the providers involved in processing your request.
9.2 Providers acting on VEXO’s behalf should receive appropriate contractual instructions, access limits and security requirements. A provider acting as an independent business may have separate responsibilities. This notice does not imply that every prospective integration is currently active or that all third parties process information on identical terms.
10. Legal, safety and business disclosures
10.1 Relevant records may need to be disclosed in response to lawful process, regulatory obligations, a safety incident, suspected fraud, an insurance matter or a legal claim. VEXO should assess authority, scope and proportionality rather than automatically releasing complete files in response to any request.
10.2 A proposed business transfer or professional-adviser engagement may require confidential access under appropriate safeguards. Nothing in this notice authorises unlawful disclosure, defeats legal privilege or restricts a person from making a legally protected report.
11. Tracking, geolocation and future technologies
11.1 The website does not provide live shipment tracking or a connected customer/carrier portal. If future services collect device identifiers, precise location, driver tracking, recordings or automated analysis, the collection and recipients must be disclosed before activation, with any required permissions and controls.
11.2 A carrier’s contractual obligation to provide milestones does not itself establish consent for continuous personal location tracking. VEXO must distinguish cargo or equipment visibility from personal monitoring and define retention, access and permitted use. No biometric identity-verification or automated eligibility decision is represented as active in the website.
12. Cookies, browser storage and external content
12.1 The website stores a cookie-preference value in browser local storage. Embedded or remotely loaded resources may communicate with their host. The final hosting configuration requires an actual technology inventory to identify all cookies, storage, analytics, advertising and external-content requests.
12.2 Non-essential processing shall be subject to applicable notice and consent requirements. A preference label is not proof that a script is technically blocked. Users can clear site data through browser controls; doing so can reset preferences and does not delete records already submitted to VEXO.
13. Retention and legal holds
13.1 For completed onboarding, VEXO's configured cleanup process can remove large server copies of draft agreements, terms PDFs, countersigned PDFs, uploaded documents and stored email attachments after one calendar year. This period starts from the later of completion or the recorded acceptance of both final customer and company emails. One-year cleanup runs automatically while the application is running, unless an operator disables it. It checks recorded email copies before removing eligible files; acceptance by an email service alone does not confirm delivery.
13.2 Small application and reference records, document hashes, signature audit history and carrier insurance information are retained separately to support reference lookups, business records and renewal reminders. Cleanup does not delete copies in recipient mailboxes or existing backups. Those copies, enquiries, incomplete applications and other record categories require separate retention and deletion procedures. The availability of this cleanup feature does not itself confirm that it has been activated in production.
13.3 Records on a retention hold, including for a dispute, investigation or legal obligation, are excluded from automatic cleanup. Records with unresolved email jobs are also excluded. VEXO may retain information for longer where required for applicable law, contractual obligations, claims or the establishment, exercise or defence of legal rights. Contact VEXO through the website Contact page about retention or deletion requests.
14. Security and access controls
14.1 Appropriate safeguards depend on the sensitivity of the records and deployed systems. Appropriate safeguards include secure transport, restricted server access, protected credentials, maintenance, backup controls and a process for investigating incidents. VEXO does not represent that the website has been independently security-certified or that all risks can be eliminated.
14.2 Persons using the site should protect their devices and report suspicious requests through a known contact. VEXO should not request account passwords through general email. A suspected disclosure affecting a transaction should be escalated promptly so containment and any legally required notices can be assessed.
15. Privacy requests and verification
15.1 Send privacy questions or requests to dispatch@vexologistics.com with enough information to identify the relevant business relationship or record. VEXO may need proportionate verification before releasing, correcting or deleting information. Do not send a complete identity document with the initial request unless a secure, necessary method has been agreed.
15.2 Depending on applicable law, rights may include access, correction, deletion, portability, objection, restrictions on processing, withdrawal of consent, opt-out rights or appeal. VEXO must assess the law and respond within its applicable time periods, explain lawful limitations and provide any required appeal or complaint route. Exercising a right does not require accepting unrelated contract terms.
16. Regional disclosures, sale/sharing and preference signals
16.1 Whether VEXO is subject to a particular comprehensive privacy statute depends on its activities and applicable thresholds or coverage rules. Contact VEXO to ask which regional rights apply to your information and how to submit a request.
16.2 If applicable law requires recognition of a browser opt-out signal or a specific link, the site must implement it in practice as well as describe it. No claim is made that such a control is currently implemented. VEXO should not launch advertising technology based solely on the existence of a general cookie banner.
17. International transfers and children
17.1 Shipment operations can involve people and providers in more than one country. The final notice must identify relevant processing locations and any transfer mechanism or safeguards required by law. The fact that a shipment crosses a border does not eliminate data-protection duties.
17.2 The website is intended for authorised commercial representatives and is not designed for services directed at children. If information about a child is received unnecessarily, notify VEXO so it can assess appropriate action. Do not submit personal or household information unrelated to the commercial service.
18. Changes and contact
18.1 A revised notice should identify its effective date and material changes. A new purpose, recipient or tracking technology may require additional notice or consent before use. Revisions do not retroactively validate processing that lacked an appropriate basis.
18.2 Contact VEXO Logistics at dispatch@vexologistics.com for privacy enquiries. Formal legal service and contractual notices remain subject to applicable law and the governing agreement. This notice applies from September 19, 2026. Material changes will be identified by a revised effective date and communicated as required by applicable law.