Who we are and our role
Build Fleet AIQ, operated by Build Fleet AIQ, LLC, 8913 Broadway Suite 1080, Merrillville, IN 46410, provides a subscription platform for trucking owner-operators and small fleets. We decide why and how the personal information collected through the platform is processed, except where another party is independently responsible for its processing. This policy describes what we collect, how we use it and the choices you have.
Information we collect
Build Fleet AIQ collects and processes information necessary to provide, operate and improve the platform. This includes:
- Account and contact information — name, email address, phone number and other details you provide when creating or managing your account.
- Business/company information — company name, DOT/MC authority numbers, business address and other carrier details you enter into your profile.
- Truck and fleet information — vehicle identifiers, VINs, make/model, mileage, maintenance schedules and related records you add to the platform.
- Driver information — names, contact details, license information, pay structures and other data submitted by authorized business users for your drivers.
- Load and operational information — load details, lanes, rates, delivery status, dispatch records and other operational data you track.
- Documents uploaded by users — rate confirmations, bills of lading, proof-of-delivery documents, insurance certificates, authority documents and any other files you upload.
- Financial/business records entered into the application — invoices, receivables, expenses, fuel purchases, maintenance costs, driver settlements and other financial data you input.
- Invoicing and receivables information — customer/broker contacts, invoice amounts, payment status, aging reports and related records.
- Usage and technical information — IP address, browser type, device information, log data, feature usage and error reports.
- AI Assistant conversations — text queries, commands and responses when you use the Build Fleet AIQ AI Assistant, when stored to provide continuity and improve the service.
- Voice transcripts — audio recordings and transcripts when you use voice features, processed to deliver voice-enabled assistance.
- Location, ELD and telematics information — when you choose to connect supported services, we may receive location, hours-of-service, vehicle status and related telematics data subject to the permissions you grant.
- Subscription and billing metadata — plan selected, trial status, subscription dates, transaction references and other billing information supplied by our payment provider.
What we do not store
Build Fleet AIQ does not directly store raw credit card numbers, CVV codes, online-banking passwords, Apple Pay credentials, Google Pay credentials or PayPal passwords. Payment information is collected and processed by approved third-party payment providers such as Paddle or other configured providers.
How we use information
We use the information we collect to:
- Provide, operate and maintain the Build Fleet AIQ platform and your account.
- Enable the features you use, including load management, invoicing, reports and AI tools.
- Process and manage subscriptions, trials and billing through our payment provider.
- Provide customer support and respond to your requests.
- Improve the platform, develop new features and fix issues.
- Protect the security and integrity of the service and our users.
- Comply with applicable legal and regulatory obligations.
Legal bases for processing
Where applicable data-protection law requires a legal basis, we process personal data:
- To perform our contract — to create accounts, provide platform features, manage subscriptions and deliver support.
- For our legitimate interests — to secure, maintain, analyse and improve the service, prevent fraud and communicate about the platform, where those interests are not overridden by your rights.
- With your consent — for optional integrations, non-essential cookies or marketing where consent is required; you may withdraw consent at any time.
- To comply with legal obligations — including accounting, tax, regulatory and lawful-request requirements.
AI features
When you use AI-powered features, your inputs and certain account context may be processed to generate responses, summaries, plans and recommendations. AI outputs are decision-support information and may not always be accurate or complete. You should review and verify any AI-generated information before relying on it for business, regulatory or safety decisions.
Connected services and integrations
You may choose to connect third-party services such as ELD providers, telematics platforms or other business tools. When you do, those services may share data with Build Fleet AIQ according to the permissions you authorize. Your use of connected services is also subject to those providers' terms and privacy policies.
Payment processing
Subscription payments are processed by our Merchant of Record and payment provider, Paddle. Paddle collects the payment information needed to complete your purchase, manage your subscription, handle tax compliance and provide invoicing. Build Fleet AIQ receives only the billing metadata necessary to manage your account and entitlements.
Data sharing / service providers
We share information only with:
- Service providers — hosting, cloud infrastructure, analytics, customer support, email delivery, security and other vendors that process data on our behalf.
- Payment providers — such as Paddle, to process payments, subscriptions, tax and invoicing.
- Professional advisers — legal, accounting or insurance advisers when necessary.
- Authorities — when required by law, regulation or a valid legal request.
We do not sell your personal information.
Data security
We use appropriate technical and organisational measures to protect the information we hold, including encryption in transit, access controls and regular security reviews. No online service can guarantee absolute security.
Data retention
We keep information for as long as necessary to provide the service, fulfil the purposes described in this policy, comply with legal obligations, resolve disputes and enforce our agreements. When information is no longer needed, we delete or anonymise it.
User choices and rights
Depending on your jurisdiction, you may have rights to access, correct, delete or restrict processing of your information, or to receive a copy in a portable format. To exercise your rights, contact Build Fleet AIQ using the support channel in your account. You may also complain to the data-protection or consumer-protection authority that applies in your jurisdiction.
Cookies / analytics
We use cookies and similar technologies to operate the platform, remember your preferences, analyse usage and support security. Essential cookies are required for the service to function. Analytics and marketing cookies are used only with appropriate consent where required by law.
Children's privacy
Build Fleet AIQ is not directed to children under 16, and we do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us so we can delete it.
Document storage
Documents you upload — rate confirmations, bills of lading, proof-of-delivery paperwork, invoices, insurance and authority documents — are stored in cloud storage scoped to your account. Access is restricted to your account and to the limited administrative and service-provider access needed to operate, back up and support the platform. Secure document links generated for sharing expire after a limited period.
Email sending and connected mailboxes
If you connect a business email account (for example Gmail or Microsoft 365), messages you send from Build Fleet AIQ are sent from your own mailbox and appear in your own Sent folder. Access tokens for that mailbox are stored encrypted on our servers, are never exposed to the browser, and are used only to send messages you compose and approve. You can disconnect the mailbox at any time. We record who sent each message, the provider, the recipients, the subject, the attached documents and the delivery status for your own audit history. A successful send status means the provider accepted the message — it is not confirmation that a message was read, accepted, paid or legally received.
Information about other people you enter
Much of what you enter concerns other people and businesses: brokers, customers, drivers, carriers and employees. You are responsible for ensuring you have lawful authority to upload, store, transmit and share that information through the platform, and for providing any notices or obtaining any consents required in your jurisdiction. We process it on your behalf to provide the features you use.
Account deletion, access and correction
You can edit most of your account and business information directly in the platform. To request a copy of your information, a correction or deletion of your account and its data, email support@buildfleetaiq.com or use our contact form. We verify that a request comes from the account holder before acting on it. Some records may be retained where we are required or permitted by law to keep them, for example billing records.
U.S. state privacy rights
Residents of certain U.S. states have rights to know what personal information is collected, to request access, correction or deletion, and not to be discriminated against for exercising those rights. We do not sell personal information and we do not share it for cross-context behavioral advertising. To exercise a right, contact us using the details above. If we decline a request, we will explain why.
Third-party links
The platform links to third-party websites and government resources such as the FMCSA, SBA and IRS. Those sites are not operated by us, their privacy practices are their own, and a link is not an endorsement or evidence of affiliation.
Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy with a new “Last updated” date and, where appropriate, notify you through the platform or by email.
Contact information
For questions about this Privacy Policy, our data practices or a privacy request, email support@buildfleetaiq.com, use our contact form, or write to Build Fleet AIQ, LLC, 8913 Broadway Suite 1080, Merrillville, IN 46410.