Privacy Policy

Clean Freight Consultants Inc. DBA CleanFreight

Last updated: November 4, 2026

Clean Freight Consultants Inc., operating as CleanFreight ("Company," "we," "us," or "our"), is committed to protecting the privacy and security of personal information. This Privacy Policy describes how we collect, use, share, and protect personal information when you use the CleanFreight platform, website, and related services (the "Service").

1. Scope

This Privacy Policy applies to personal information collected through the Service, our website (cleanfreight.ca), and any related communications. It applies to all users, including fleet managers, administrators, authorized users, and website visitors. This policy does not apply to third-party services that may be linked from or integrated with the Service, each of which is governed by its own privacy policy.

2. Personal Information We Collect

A. Information You Provide

We collect information you provide directly, including: name, email address, phone number, company name, job title, fleet size, billing and payment information, and any other information you submit through forms, account registration, or communications with us.

B. Information Collected Automatically

When you use the Service, we automatically collect certain information, including: IP address, browser type and version, device type and operating system, pages visited and features used, date and time of access, referring URLs, and other usage data. We collect this information using cookies, log files, and similar technologies.

C. Telematics and Fleet Data

Through integrations with telematics providers (such as Geotab, Samsara, Motive, and ISAAC), we access and process fleet data including: vehicle identification numbers and unit identifiers, GPS location data, fuel consumption and mileage data, engine diagnostics and fault codes, idle time and driving behavior data, and emissions-related metrics. This data is collected on behalf of and at the direction of our Customers.

D. Information from Third Parties

We may receive information about you from third parties, including telematics providers, payment processors, and business partners, in connection with your use of the Service.

E. Website Chat Assistant (Spotter)

Our website offers Spotter, an AI chat assistant powered by Anthropic's Claude. When you chat with Spotter, we collect what you type, the page you are on, and a daily coded version of your IP address used only to limit misuse (we do not store the IP address itself). Your messages are sent to Anthropic, our service provider, and processed in the United States; Anthropic does not use them to train its AI models. Card numbers typed into the chat are removed automatically. Chat transcripts are deleted after 90 days. If you ask to be contacted and click "Yes, contact me," we keep your name, contact details, what you asked about, and the exact consent wording and time, and use them only to follow up as you asked (and to send news if you ticked that box). You can withdraw consent at any time by replying to our email or contacting us.

F. In-App Assistant (Spotter)

Signed-in users can ask Spotter, an AI assistant powered by Anthropic's Claude, questions about their fleet. To answer, Spotter looks up your fleet's figures in CleanFreight, such as fuel use, idling, unit numbers and truck names, and sends your question, the page you are on and those figures to Anthropic, our service provider, where they are processed in the United States. If your truck names include driver names, those names may be sent too. Anthropic does not use them to train its AI models. Your fleet data remains stored in Canada. We keep each question and answer, with your name and organization, for 90 days to provide and improve the service, then delete them. Spotter only reads your data; it cannot change your data or settings. Using Spotter is optional.

G. Usage Analytics (Microsoft Clarity)

We use Microsoft Clarity to understand how people use our website and improve it. Clarity records clicks, scrolling, pages visited and similar activity using cookies and similar technologies, and produces heatmaps and session replays. On our public website, this includes the content shown on the page. On signed-in client screens, text and numbers are masked, so your fleet figures are not recorded; your fleet name may be visible. Clarity does not run on our internal admin pages. Microsoft provides Clarity as our service provider, and this data may be processed outside Canada, including in the United States. For more about how Microsoft handles data, see the Microsoft Privacy Statement.

3. How We Use Personal Information

We use personal information to: (a) provide, maintain, and improve the Service; (b) process transactions and send related information; (c) communicate with you about the Service, including updates, security alerts, and support messages; (d) calculate emissions, generate reports, and provide fleet analytics; (e) respond to your requests, comments, and questions; (f) monitor and analyze trends, usage, and activities; (g) detect, investigate, and prevent fraudulent or unauthorized activities; (h) comply with legal obligations; and (i) carry out any other purpose described to you at the time of collection.

4. Customer Data and Customer Responsibilities

Customers determine the types of data they submit to or integrate with the Service. Customers are responsible for ensuring they have the necessary rights and consents to provide data to the Service, including any personal information of their employees, drivers, or other individuals. The Company processes Customer Data as a service provider on behalf of and at the direction of the Customer. Customers should refer to their own privacy policies for information about how they handle personal information.

5. De-identified and Aggregated Data

We may de-identify or aggregate personal information so that it can no longer reasonably identify an individual. We may use and share de-identified or aggregated data for any lawful purpose, including research, analytics, benchmarking, and improving our products and services. We will not attempt to re-identify de-identified data except to verify that our de-identification processes are adequate.

6. How We Share Personal Information

We do not sell personal information. We may share personal information with: (a) Service providers who perform services on our behalf, such as hosting, payment processing, analytics, and customer support; (b) Telematics providers as necessary to facilitate data integrations authorized by the Customer; (c) Professional advisors such as lawyers, auditors, and accountants as needed; (d) Law enforcement or government authorities when required by law, regulation, or legal process; and (e) Business transfer recipients in connection with a merger, acquisition, reorganization, or sale of assets.

7. Data Hosting and Cross-Border Transfers

The Service is hosted on infrastructure located in Canada and the United States. If you are located outside of these countries, please be aware that your personal information may be transferred to, stored, and processed in Canada or the United States. By using the Service, you consent to the transfer of your personal information to these jurisdictions. We take commercially reasonable steps to ensure that personal information is treated securely and in accordance with this Privacy Policy regardless of where it is processed.

8. Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When determining retention periods, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, whether we can achieve the purposes through other means, and applicable legal requirements. Customer Data is retained for the duration of the Customer's subscription and for ninety (90) days after it ends, including to allow for data export, and is then deleted.

9. Security

We implement commercially reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, alteration, and destruction. These measures include encryption of data in transit and at rest, access controls, regular security assessments, and employee training. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Choices and Access

You may: (a) access, update, or correct your account information at any time through the Service; (b) request deletion of your personal information by contacting us; (c) opt out of marketing communications by following the unsubscribe link in any marketing email; and (d) disable cookies through your browser settings, though this may affect the functionality of the Service. To exercise any of these rights, please contact us using the information provided below. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

11. Cookies and Similar Technologies

We use cookies and similar technologies to operate and improve the Service, analyze usage, and personalize your experience. Types of cookies we use include: (a) Essential cookies required for the Service to function properly, including authentication and security; (b) Analytics cookies that help us understand how users interact with the Service; and (c) Preference cookies that remember your settings and preferences. You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent you from using certain features of the Service.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. We encourage you to review this policy periodically. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: