Privacy notice

01Who is responsible

OnBoard Force (www.onboardforce.com) is operated by OnBoard Logistics. The OnBoard Logistics company that you, or the organisation you work for, deal with is responsible for your information. Company and contact details are published at onboardlogistics.net.

02Information we hold

• Staff accounts: name, work email, office, role and job title, and sign-in records (time, device type, operating system and browser).
• Customers and prospects: company details and business contact information (such as names, job titles, work emails and phone numbers), and the history of our dealings — activities, opportunities, quotes and bookings.
• Shipments: booking, shipment and financial information exchanged with CargoWise, the freight-management system OnBoard Logistics uses.
• Usage analytics (staff only): which screens are opened and which buttons or menu items are pressed, with the type of device, so we can improve the app. We never record what anyone types — search text, form values and notes are excluded — and usage records contain no IP address or location.
• Quote acceptance evidence: when a customer accepts a quote online we keep the name they typed, the date and time, the option chosen, a cryptographic fingerprint (hash) of the exact terms shown and their language, the country of the connection as reported by our hosting provider, and the browser's user-agent string. We do not store the IP address itself.

Cookies: the app uses cookies that are strictly necessary to keep staff signed in. Language and theme preferences are kept in your browser's local storage. The website uses our hosting provider's cookie-free page analytics. We do not use advertising or cross-site tracking cookies.

03How we use it

• To provide, secure and support the app.
• To prepare, send and follow up quotes, and to book and track shipments.
• For sales and management reporting inside OnBoard Logistics.
• To understand how the app is used and improve it.
• To meet legal, tax, accounting and record-keeping obligations.

We do not sell personal information, and we do not use it for advertising.

Where data-protection laws such as the EU General Data Protection Regulation apply, we rely on our legitimate interests in running a freight-forwarding business and managing customer relationships, on taking steps towards and performing contracts with customers, and on our legal obligations.

04Service providers

We use these providers to run OnBoard Force. They process information on our instructions and only for the service they provide:

• Vercel — hosting, content delivery and cookie-free page analytics; where enabled, its AI gateway for voice-note transcription.
• Supabase — database, sign-in and file storage.
• Resend — sending email, such as quotes, invitations and password resets.
• Anthropic — AI processing when staff use features that read a request or document (for example, extracting the details of a freight request or a business card) or enrich company information.
• Google — voice-note transcription (through Vercel's AI gateway) when that feature is switched on, and Google Maps address search when enabled.
• OpenStreetMap-based services — Photon for address search and OpenFreeMap for map tiles. They receive the address being searched or the map area being viewed, not customer records.
• Cloudflare — Turnstile, which protects the sign-in page from automated attacks.
• Apollo — company and contact enrichment, only when staff choose to use it.
• CargoWise (WiseTech Global) — OnBoard Logistics' freight-management system, with which bookings and shipment information are exchanged.
• Have I Been Pwned (Pwned Passwords) — when staff set a password we check it against known breached passwords; only the first five characters of the password's hash leave our servers, never the password.

Some of these providers are located outside your country, including in the United States.

05How long we keep it

We keep information for as long as it is needed for the purposes above, including commercial, tax and accounting record-keeping. Staff access is switched off when it is no longer needed.

06Security

Access is limited to authorised staff and checked on the server for every request, according to each person's office and role. Connections are encrypted (HTTPS). Customer quote pages use unique, hard-to-guess links and are never indexed by search engines. See our Security page for more, including how to report a vulnerability.

07Your choices and rights

Depending on where you are, you may have the right to access, correct or delete your personal information, or to object to or restrict how it is used. To make a request, or to ask about this notice, contact OnBoard Logistics through onboardlogistics.net or your usual OnBoard Logistics contact. You can also complain to your local data-protection authority.

08Changes to this notice

We update this notice when the app changes. The date at the top shows the current version.