Privacy Policy

YardVis LLC

Effective Date: August 8, 2026 | Last Updated: August 8, 2026

YardVis is a receiving operations intelligence platform used by distribution centers and warehouses. This policy describes what personal data we collect through our software and website, how we use it, who we share it with, and how long we retain it. The primary data we process consists of facility operational records — including bill of lading documents, carrier check-in data, and dock activity — collected in connection with providing the service to facility operators.

1. What We Do

YardVis provides a receiving operations intelligence platform that helps distribution centers and warehouses track carrier arrivals, manage dock assignments, capture bill of lading (BOL) documents, and generate operational intelligence reports. Our service is used by facility administrators and receiving staff to reduce wait times, improve dock utilization, and build a record of actual receiving activity.

2. Information We Collect

2.1 Information You Provide

When you use YardVis, we collect information that you or your organization provides directly, including:

• Account registration: Name, email address, and account credentials for facility administrators and authorized facility users.
• Facility configuration: Facility name, address, dock configuration, and operational settings.
• Carrier check-in data: Carrier name, driver name, driver phone number (for SMS notifications), truck and trailer number, appointment time, and commodity or load description.
• Bill of lading documents: BOL files uploaded during the receiving process. These documents may contain shipper and consignee business information, commodity descriptions, weight, quantity, and other freight details. BOL documents are stored in a private storage environment and are accessible only through controlled, authenticated links.
• Contact form submissions: Name, company, email address, and message content submitted through our website contact form.
• Payment information: Billing contact name and email address. Card payment details — including card number, CVV, and expiration date — are entered directly on Stripe's payment interface and are not received or stored by YardVis.

When BOL documents are processed for data extraction, the raw text output from that extraction step may contain sensitive freight and logistics information in unprocessed form. This raw extraction data is treated as a separate data category with a shorter retention period. See Section 6.

2.2 Information Collected Automatically

When you visit our website or use YardVis, we automatically collect certain technical information, including:

• IP address and approximate location derived from IP
• Browser type, operating system, and device information
• Pages visited, time on page, and navigation paths
• Referring URL

We use cookies and similar tracking technologies on our website for analytics purposes. See Section 12 for details and how to manage your preferences.

2.3 Third-Party Service Providers

We use the following third-party services to operate YardVis. Each processes data on our behalf in connection with the functions described. See Section 8 for details on each service and how data is handled.

• Stripe — payment processing
• Supabase — authentication, database, and file storage
• Google Document AI — OCR extraction of BOL documents
• Twilio — operational SMS notifications to drivers
• Resend — email delivery for contact forms and facility admin communications
• Google Analytics (GA4) — website analytics (consent-gated)
• Vercel — application hosting

3. How We Use Your Information

3.1 Providing and Improving the Service

We use the information we collect to operate and deliver YardVis, including:

• Creating and managing accounts for facility administrators and authorized facility users
• Processing carrier check-ins, dock assignments, and receiving workflow events
• Extracting structured data from BOL documents to populate receiving records
• Generating operational intelligence reports and trend analysis
• Sending operational SMS notifications to drivers (see Section 8.2)
• Sending operational and billing emails to facility administrators (see Section 8.3)

3.2 Communications

We use contact information to:

• Respond to inquiries submitted through our contact form
• Send service-related announcements, updates, and billing communications to facility administrators
• Send operational notifications (SMS and email) related to specific receiving events

We do not use driver phone numbers collected during check-in for marketing purposes.

3.3 Data Processing and AI

When you upload BOL documents to YardVis, we process the content using Google Document AI to extract structured receiving data. This extraction is a pass-through process — the document is sent to Google's API, structured data is returned, and the result is stored as part of your facility's operational record.

YardVis does not use customer BOL documents or operational receiving data to train or fine-tune machine learning models.

3.4 Legal and Compliance

We may use and retain information as necessary to:

• Comply with applicable laws, regulations, and legal obligations
• Respond to lawful requests from government authorities
• Enforce our Terms of Use
• Protect the rights, property, and safety of YardVis, our customers, and others

3.5 Analytics and Performance

We use aggregated and anonymized data to understand how the platform is used, identify performance issues, and improve service reliability. See Section 12 for information about website analytics.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area, United Kingdom, or Switzerland, we process your personal data on the following legal bases:

• Contract: Processing necessary to perform our contract with you or your organization, including providing the service, billing, and account management.
• Legitimate interests: Processing for purposes such as fraud prevention, security, service improvement, and communicating about the service, where our interests are not overridden by your rights.
• Legal obligation: Processing required to comply with applicable laws.
• Consent: Where we rely on consent — such as for cookie-based analytics — you may withdraw consent at any time without affecting prior processing.

5. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete personal data.
• Deletion: Request deletion of your personal data, subject to our retention obligations and operational requirements.
• Restriction: Request that we restrict processing of your personal data in certain circumstances.
• Portability: Request your personal data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests, or to direct marketing at any time.

To exercise any of these rights, contact us at support@yardvis.com. We will respond within the timeframe required by applicable law. We may need to verify your identity before fulfilling a request.

6. Data Retention

We retain different categories of data for different periods, based on the sensitivity and operational purpose of the data.

• Raw OCR extraction logs: When a BOL document is submitted for processing, the raw text output from the OCR extraction step is retained for 45 days from the date of extraction and then permanently deleted. This shorter retention period reflects the sensitivity of unstructured extraction output, which may contain freight and logistics information in unprocessed form.
• Operational receiving records and BOL files: Structured receiving records — including check-ins, dock events, and receiving workflow data — and associated BOL documents are retained for 90 days from the date the receiving event is completed. After 90 days, these records are permanently deleted on a rolling schedule.
• Account and configuration data: Account information and facility configuration settings are retained for the duration of your subscription. If your account is terminated, operational receiving records and BOL files continue to be governed by the 90-day retention schedule, and raw OCR extraction logs continue to be governed by the 45-day schedule, each measured from the relevant event date. Account-level information may be retained for a limited period for account administration, recovery, security, legal, or compliance purposes.
• Financial records: Certain billing and transaction records may be retained for longer periods where necessary to comply with applicable tax, accounting, legal, or regulatory obligations.
• Backups: Backup data may persist beyond the retention periods above for limited additional time, depending on the backup schedules and retention policies of our infrastructure providers.

7. Data Security

We implement security measures appropriate to the nature and sensitivity of the data we process:

• Encrypted transmission: All data transmitted between your browser and YardVis is encrypted in transit using TLS.
• Encrypted storage: Data at rest is encrypted as provided by Supabase, our database and storage infrastructure provider.
• Facility-scoped access controls: Access to receiving records and BOL documents is enforced at the database level. Each facility's data is accessible only to users who belong to that facility under verified account permissions.
• Private document storage: BOL files are stored in a private storage environment and are accessible only through controlled, authenticated links.
• Server-side authorization: Sensitive operations are authorized server-side using authenticated account and facility permissions.
• Rate limiting: Public-facing endpoints are rate-limited to reduce the risk of abuse.
• Hosting infrastructure: The YardVis platform is hosted on Vercel's infrastructure.

No security system is perfect. We cannot guarantee that unauthorized access, disclosure, or loss of data will never occur. If you believe your account has been compromised, contact us immediately at support@yardvis.com.

8. Third-Party Services

8.1 Payment Processing

Payment processing is handled by Stripe, Inc. When you subscribe to YardVis, card data is entered directly through Stripe's payment interface. YardVis does not receive or store raw card numbers, CVV codes, or full card details. Stripe's privacy practices are described at stripe.com/privacy.

8.2 SMS Notifications

YardVis uses Twilio, Inc. to send SMS notifications to drivers during the receiving process. These notifications are operational in nature and include messages such as check-in confirmation, dock assignment, unloading status, and clearance to depart. Drivers may reply STOP at any time to opt out of SMS messages. Opt-out preferences are stored and honored. SMS is not used for marketing.

8.3 Email Services

YardVis uses Resend to deliver emails. This includes:

• Responses to contact form submissions received through our website, sent to both the YardVis team and the person who submitted the form
• Operational and billing emails sent to facility administrators, including weekly receiving digests, renewal reminders, trial notifications, and payment failure notices

Resend processes email content on our behalf as a data processor.

8.4 Analytics

We use Google Analytics 4 (GA4) on our public website to understand traffic patterns and user engagement. Analytics data collection is consent-gated and activates only after you accept cookies via our consent banner. GA4 is configured for analytics purposes only; we have not enabled advertising or remarketing features. See Section 12.

9. International Data Transfers

YardVis is operated from the United States. If you access the service from outside the United States, your data may be transferred to, stored in, or processed in the United States or other countries where our service providers operate. These countries may have data protection laws that differ from those of your home country.

For transfers of personal data from the European Economic Area, United Kingdom, or Switzerland to the United States or other third countries, we rely on the applicable transfer mechanisms of our respective service providers, which may include Standard Contractual Clauses or other approved transfer tools. Enterprise customers may contact us to discuss data processing terms.

If you have questions about international data transfers, contact us at support@yardvis.com.

10. California Privacy Rights (CCPA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request information about the personal data we have collected about you and how it is used and shared.
• Right to Delete: You may request deletion of personal data we have collected, subject to applicable exceptions.
• Right to Opt-Out of Sale: YardVis does not sell personal data.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, contact us at support@yardvis.com. You may also designate an authorized agent to submit a request on your behalf.

11. Children's Privacy

YardVis is not directed to children under 13. We do not knowingly collect personal data from children under 13. If we become aware that we have inadvertently collected personal data from a child under 13, we will promptly delete it. If you believe a child has provided personal data to us, contact us at support@yardvis.com.

12. Cookies and Tracking

We use cookies and similar technologies on our website for analytics purposes:

• Analytics: We use Google Analytics 4 (GA4) to collect data about how visitors interact with our website, including pages visited, session duration, and navigation paths. GA4 analytics are activated only after you accept cookies via our consent banner.

We do not use cookies for advertising, retargeting, or cross-site behavioral tracking.

You can manage your cookie preferences at any time using the consent banner available on our website. You may also control cookies through your browser settings; note that disabling cookies may affect website functionality.

13. Links to Third-Party Websites

Our website and platform may contain links to third-party websites and services. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

14. Business Transfers

In the event of a merger, acquisition, sale of assets, or other business combination, personal data held by YardVis may be among the assets transferred. We will notify you of any such change as required by applicable law.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will provide reasonable advance notice of material changes when required or appropriate. The updated policy will be posted on our website with a revised effective date. Your continued use of the service after the effective date of any update constitutes your acceptance of the updated policy.

16. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at: