Privacy Policy

1. Who This Policy Applies To

This Policy applies to individuals who access the Portal under an invitation issued by PMG or by an authorized administrator of a customer organization (“Users”). Where a customer organization directs the collection or processing of information through the Portal, that organization is responsible for its own privacy practices with respect to its personnel and its data.

2. Information We Collect

We collect the following categories of information:

• Account information — name, business email address, organization, assigned role, and account status.
• Authentication data — credentials managed through our authentication provider; passwords are stored only in salted, hashed form and are never visible to us.
• Shipment and operational data — shipment details, pickup and destination information, carrier and driver information, counts, weights, reference numbers (PO/BOL), statuses, and related logistics data submitted by Users.
• Uploaded content — documents, photographs, proof-of-condition and proof-of-completion files, and other attachments uploaded to a shipment. Large photographs may be automatically compressed when they are stored, so that uploading remains practical over mobile connections; image dimensions are generally preserved. The stored file is the record, and the uploader's identity and the date and time of upload are recorded separately in the audit log.
• Communications — messages, attachments, and other content Users submit through the Portal.
• Records and audit data — status-change history, shipment edit history, document version history, and an append-only audit log capturing actions taken in the Portal, including actor, timestamp, and relevant context.
• Technical and usage data — IP address, device and browser information, log data, and timestamps generated when the Portal is used.
• Approximate location — a coarse estimate of your location (such as city, region, and country) derived from your IP address when you sign in, used to recognize your devices and detect unfamiliar or suspicious sign-in attempts.

3. How We Use Information

• To operate, maintain, and secure the Portal and provide its logistics and record-keeping functions;
• To create, manage, receive, release, and document shipments and related records;
• To maintain accurate, durable business records and preserve evidence of what occurred and when, including for the resolution of claims and disputes;
• To authenticate Users, enforce access controls, support two-factor authentication, detect unfamiliar sign-ins, and prevent unauthorized access, fraud, or misuse;
• To send transactional, account, and security communications (for example, invitations, password resets, and account-security notices);
• To comply with legal obligations and respond to lawful requests; and
• To improve the reliability, functionality, and security of the Portal.

4. Evidence Preservation and Record Retention

The Portal is designed as a system of record. Shipment records, uploaded documents and photographs, message history, and audit-log entries are maintained on an append-only basis and are not deleted through ordinary use of the Portal. Shipment requests that have not yet been submitted (“drafts”) are a limited exception: a draft may be deleted before submission by the User who created it or by an administrator with the appropriate permission, and the deletion is itself recorded in the audit log. Once a shipment is submitted, its records are maintained on an append-only basis as described above. We retain this information for as long as necessary to operate the Portal, to serve legitimate business and record-keeping purposes, to preserve evidence for potential or actual disputes, and to comply with applicable legal, tax, insurance, and regulatory obligations. As a result, operational records may be retained indefinitely.

5. How We Share Information

We do not sell personal information. We share information only as follows:

• Within your organization and PMG — with authorized Users who have a legitimate need to access the relevant shipment or record. Customer organizations are logically isolated from one another; a customer organization cannot access another customer organization's data.
• Service providers — with vendors that host and support the Portal (for example, our cloud database and storage provider, our hosting provider, and our transactional email provider), who process information on our behalf under contractual confidentiality and security obligations.
• Legal and safety — when we believe disclosure is required by law, regulation, legal process, or governmental request, or is necessary to protect the rights, property, or safety of PMG, our Users, or others.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections.

6. Data Storage and Security

Information is hosted with reputable cloud providers on infrastructure located in the United States. We apply administrative, technical, and organizational safeguards designed to protect information, including role-based access controls and row-level security, encryption of data in transit, private file storage accessible only through short-lived, signed links, and audit logging of key actions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Choices

• Account details — you can review and update your name, email, and password in your account settings.
• Notifications — shipment activity (such as status changes and messages) is shown to you inside the Portal. We also send email for essential account and security matters (such as invitations, password resets, and account-security notices), which are required to operate the Portal and cannot be turned off.
• Shipment notification emails — you may choose to be emailed when a shipment you are working on changes status or receives a message. These are off unless you turn them on, you are only emailed about shipments you have worked on, and you can turn each one off at any time in your notification settings.
• Phone notifications — you may choose to receive the same notifications you already see in the Portal’s notification bell on a phone, tablet, or computer, along with a count of unread items. No device receives them until you turn it on for that device, and you can turn it off at any time in your notification settings or in your device’s own settings. On iPhone and iPad this also requires adding the Portal to your home screen. The notification names the shipment and who acted on it; it does not include message text.
• Access requests — for questions or requests regarding information about you, contact us using the details below. Note that operational and audit records maintained for evidence and legal-compliance purposes may be exempt from deletion.

8. California Privacy Rights

Depending on your location and applicable law, you may have rights to request access to, correction of, or deletion of certain personal information, and to not be discriminated against for exercising those rights. We do not sell or “share” personal information for cross-context behavioral advertising. Some information is retained as part of our business records and audit trail and may not be subject to deletion. To make a request, contact us using the details below; we may need to verify your identity and your authorization to act on behalf of an organization.

9. Cookies and Sessions

The Portal uses only cookies that are strictly necessary to authenticate Users and maintain secure sessions, together with cookies that remember display choices you make yourself — such as dark mode or a color-vision palette. Those preference cookies hold nothing but the setting you chose, are read only by your own browser, and are cleared by clearing your browser data. We do not use advertising or cross-site tracking cookies. If you turn on phone notifications, your browser also registers a small background script (a “service worker”) and a delivery address issued by your device’s operating system, both used solely to deliver those notifications; turning the setting off, or removing the Portal from your home screen, removes them.

10. Children

The Portal is a business tool and is not directed to, or intended for use by, children. We do not knowingly collect information from children.

11. Changes to This Policy

We may update this Policy from time to time. When we do, we will revise the “Last updated” date above. Material changes will be communicated through the Portal or by email where appropriate. Your continued use of the Portal after an update constitutes acceptance of the revised Policy.

12. Contact Us

PMG Global — Commerce, California. Questions about this Policy or our privacy practices may be directed to info@pmg3pl.com.