Effective Date: October 26, 2026 for new customers and new accounts. For customers with accounts in effect before October 26, 2026, this updated Privacy Policy takes effect thirty (30) days after our email notice of it becomes effective under the SiteTrax.io Terms of Service, and in no case earlier than November 26, 2026.
Last Updated: October 26, 2026
 

This Privacy Policy explains how SiteTrax, Inc. ("we," "us," or "our") collects, uses, shares, and protects information through SiteTrax.io, including our websites, the SiteTrax.io application, mobile capture tools, APIs, and SiteTrax.io Intelligence (together, the "Services").

SiteTrax.io helps businesses see and manage physical assets and operations, such as containers, chassis, trailers, and trucks moving through gates, yards, and terminals. Our customers use cameras and mobile devices to capture that activity, and we turn it into structured data and AI-driven insights.

1. Who This Policy Covers

• Visitors to sitetrax.io and our related websites

• People who use the Services through a customer's account ("users")

• Business contacts, including prospects, partners, vendors, and event attendees

• People who may appear incidentally in images or video our customers capture

This policy does not cover how our customers handle information on their own, or how third-party AI tools that customers choose to connect handle information.

2. Our Role

• On behalf of our customers. When we process images, video, asset data, and the results we generate from them ("Customer Data"), we act as a service provider to the business customer that controls that data. We process it under their instructions and our agreement with them.

• On our own behalf. For account, contact, website, and usage information, we decide how the information is used, as described in this policy.

If you appear in Customer Data, for example in an image taken at a customer's facility, please contact that customer with privacy requests. We will help them respond.

3. Information We Collect

Customer Data

• Images and video from mobile devices, gate and fixed cameras, vehicle-mounted cameras, drones, and similar capture methods

• Asset information, such as container, chassis, trailer, and truck numbers, seals, condition, and timestamps

• Location, device, and other details recorded with each capture

• Corrections and ratings users submit about capture accuracy

• Questions, prompts, profile answers, and preferences users provide to SiteTrax.io Intelligence

• The data, insights, and alerts we generate from the above

People in images. Our Services are built to capture assets, not people. Images taken in working environments may still include drivers, workers, license plates, or other identifying details. We do not use facial recognition or collect biometric identifiers, and our customers agree not to use the Services that way. Customers are responsible for providing any required notice at the locations they monitor.

Account and contact information

• Name, title, company, work email, and phone number

• Login and authentication details, including permissions for connected services

• Billing and subscription information

• Messages, support requests, and event registrations

Website and usage information

• IP address, browser, device, and approximate location

• How the Services and APIs are used, including logs and error reports

• Information from cookies, pixels, and similar technologies (see Section 9)

4. How We Use Information

We use Customer Data to provide, secure, support, and improve the Services for the customer, and to deliver results to the customer's systems and the tools it connects.

We use account, contact, website, and usage information to:

• Run, secure, and support the Services

• Send service notices and operational updates

• Manage billing and subscriptions

• Understand how our websites and Services are used and improve them

• Send business updates about SiteTrax.io, which you can opt out of at any time

• Measure and target our advertising, as described below

• Meet legal obligations and protect our rights and users

Advertising. We do not sell personal information for money. Our marketing website uses advertising technologies, such as the LinkedIn Insight Tag, that allow advertising partners to collect information about your visit to help us measure and target our ads. Some privacy laws treat this as "sharing" personal information or "targeted advertising." You can opt out as described in Sections 9 and 11. We do not use Customer Data for advertising.

5. AI and Model Improvement

• We use corrections and ratings that users submit to improve our recognition models.

• When a customer pays for custom recognition of its own assets, we use that customer's data to build models used only for that customer.

• The AI model providers we use inside SiteTrax.io Intelligence do not use customer data to train their own models.

• Customers can opt out of having their corrections used for general model improvement, as described in their agreement with us.

6. Connected AI Tools

Users can connect AI assistants or other tools of their choice to SiteTrax.io. A connected tool can see only data the connecting user is allowed to access. We don't choose or control these tools. Once data is sent to a connected tool, that provider's terms and privacy practices apply, including whether it stores the data or uses it for training. Users can disconnect these tools at any time in the application.

7. How We Share Information

We share information only:

• With the customer that controls the account, and its users

• With tools and systems the customer or its users choose to connect

• With service providers that help us run the Services, such as hosting, website, AI models, analytics, communications, payments, and support, under confidentiality and data protection obligations. Customers can request a current list at support@sitetrax.io.

• With advertising partners, such as LinkedIn, through technologies on our marketing website, as described in Sections 4 and 9

• When required by law, or to protect the rights, safety, or security of SiteTrax, Inc., our customers, or others

• As part of a merger, acquisition, financing, or sale of assets

• In aggregated, de-identified form that does not identify any customer or person

8. Security

We use administrative, technical, and physical safeguards to protect information, including access controls, encryption in transit and at rest, monitoring, and incident response procedures. No system is completely secure. If we confirm unauthorized access to Customer Data in our systems, we will notify affected customers without undue delay and as required by law.

9. Cookies and Similar Technologies

Our websites and application use cookies, pixels, and similar technologies in four ways:

• Necessary: to operate and secure the Services, such as session, security, and bot-protection cookies. These are always on.

• Analytics: to understand how visitors use our marketing website, including Google Analytics, and to monitor errors.

• Functional: to deliver embedded content, such as videos and fonts. Providers of this content may collect basic technical information, such as your IP address, when it loads.

• Advertising: to measure and target our ads, including the LinkedIn Insight Tag on our marketing website.

Advertising technologies are used only on our marketing website, sitetrax.io. They are not used in the SiteTrax.io application or our documentation site.

Your choices. You can manage or turn off advertising cookies at any time using the "Your Privacy Choices" link in our website footer. We treat a Global Privacy Control signal sent by your browser as a request to opt out of advertising cookies and of sharing for targeted advertising. You can also block or delete cookies through your browser settings. Turning off some cookies may affect how the Services work.

10. How Long We Keep Information

• Customer Data: Images, video, and the data we generate from them are generally kept for up to 90 days, unless the customer's agreement provides a different period. After that, we are not required to keep them and may delete them. When a customer's account ends, we delete Customer Data from our active systems within a reasonable time. We may keep some data longer where the law requires it, or until routine backups are overwritten. Data used to support customer-specific features may be kept for the length of that customer's subscription.

• Corrections and ratings: Kept, de-identified where feasible, to improve our models. If a customer opts out, we stop using its corrections to train new models. We may keep corrections already used, but only to maintain the versioning, reproducibility, and auditability of models trained before the opt-out.

• SiteTrax.io Intelligence profiles: Kept while the user's account is active or until the customer asks us to delete them.

• Account, contact, and billing information: Kept as long as needed for the relationship and to meet legal, tax, and security obligations.

• Cookies: Kept for the periods set by each cookie, which you can review and delete through your browser.

11. Your Privacy Rights

Depending on where you live, including Virginia, California, Colorado, and other U.S. states, you may have the right to:

• Access the personal information we hold about you

• Correct it

• Delete it

• Get a copy of it in a portable format

• Opt out of targeted advertising or the "sharing" of personal information, using the "Your Privacy Choices" link or a Global Privacy Control signal (we do not sell personal information for money)

• Exercise these rights without discrimination

To make other requests, email support@sitetrax.io with "Privacy Request" in the subject line. We will verify your identity and respond within the time required by law. You may use an authorized agent where the law allows. If we deny your request, you can appeal by replying with "Appeal" in the subject line.

If your information appears in Customer Data, please contact the relevant customer. We will help them respond.

12. Children

Our Services are for business use and are not directed to anyone under 18. We do not knowingly collect children's information. If you believe we have, contact support@sitetrax.io and we will delete it.

13. International Transfers

We are based in the United States, and information is primarily processed and stored here. Where information comes from other countries, we use appropriate safeguards as required by law. Customers with specific data location needs can request a data processing addendum.

14. Changes to This Policy

We may update this policy as our Services, practices, or applicable laws change. We will post the updated version with a new "Last Updated" date. For material changes that reduce customers' rights, we will notify customers by email. Those changes take effect thirty (30) days after the notice becomes effective under the SiteTrax.io Terms of Service, which gives customers time to review them. Other changes take effect when posted.

15. Contact Us

SiteTrax, Inc.
Mail: Attn: SiteTrax.io Privacy, 4855 Brookside Ct, Ste B Norfolk, VA 23502  USA
Email: support@sitetrax.io