WarehouseEdge Privacy Policy

Last updated: 2026-06-11
Effective date: 2026-05-15
Version: 1.1

Quick summary

We protect your compliance data and your operators' information as if it were our own.

• We never sell your personal information. Not to advertisers, not to data brokers, not to anyone.
• We never train AI models on your data. Not our own (we don't operate any). Not our providers' models.
• Your compliance data belongs to you. You can export it at any time. You can take it with you if you leave.
• Audit records are tamper-proof. We cannot modify or delete your compliance audit log, even if we wanted to.
• We aggregate operational data anonymously to produce industry insights — never anything that could identify your facility. You can opt out.

The rest of this policy is the details. It is the legally binding document. The summary above is for convenience.

1. Our commitments to you

The following are binding commitments WarehouseEdge makes to every customer regarding the handling of personal information and operational data.

What we never do

• We never sell your personal information. No exceptions.
• We never share data that identifies your specific facility, company, or operators with anyone outside WarehouseEdge personnel and our contracted service providers, except as required by law.
• We never use your data to train artificial intelligence models — our own or our providers' — even when those models are used to deliver features to you.
• We never share data with advertisers or data brokers.
• We never modify or delete your compliance audit log. Audit records are stored in tamper-proof storage that even WarehouseEdge personnel cannot alter.

What we always do

• We protect your data with industry-standard safeguards. Detailed in our SECURITY.md.
• We tell you what data we hold about you, if you ask. Within 30 days.
• We delete your data when you ask us to. Within 30 days, subject to legal retention requirements.
• We give you 90 days to export your records after cancellation. Plus another 30 days before permanent deletion, plus reminder emails throughout.
• We let you take your data with you. Standard export formats, no proprietary lock-in.
• We notify you of material policy changes at least 30 days before they take effect, and we require your explicit acceptance of significant changes.
• We notify you of data breaches within 72 hours of confirming one, if your personal information is affected.

These commitments are binding on WarehouseEdge for as long as you are a customer and, where applicable, after your account ends.

2. Who we are

WarehouseEdge LLC ("WarehouseEdge," "we," "us," "our") is a Wyoming limited liability company operating from the United States. We are responsible for the personal information you share with us through our service.

Registered address:
WarehouseEdge LLC
30 N Gould St Ste N
Sheridan, WY 82801
United States

Contact for privacy matters:
contact@warehouseedge.com

3. Scope of this policy

This policy describes how WarehouseEdge protects, uses, shares, and retains information when you:

• Visit warehouseedge.com or related domains
• Create or use a WarehouseEdge account
• Subscribe to any WarehouseEdge product, including Compliance Hub, Rightsizer, Foreman, or any future product we offer
• Communicate with us by email or other channels

This policy applies to information about you (the account holder, billing contact, or end user) and to information about your business operations that flows through our platform.

4. Information we receive

We receive information in three ways: information you give us, information generated by your use of the service, and information from third parties acting on your behalf.

4.1 Information you give us

When you create an account or use the service, you may share:

• Account information: Name, email address, phone number, job title, company name
• Authentication information: Password (stored only as a cryptographic hash; we never see your actual password)
• Billing information: Company name, billing address, payment method information (processed by our payment provider; we do not store full card numbers)
• Operational information: Facility addresses, square footage, number of operators, equipment makes and models, equipment age, training records, certification records, manager sign-offs, audit trail entries, document uploads, and any other information you enter into the service
• Communications: Emails, support tickets, feedback submissions, and other messages you send us

4.2 Information generated by your use of the service

When you use WarehouseEdge, we automatically receive:

• Usage data: Pages visited, features used, actions taken, time spent in the service, click patterns
• Technical data: IP address, browser type and version, operating system, device identifiers, timezone, language settings
• Performance data: Page load times, error reports, system health metrics
• Audit log entries: Authentication events, certification events, training completions, configuration changes, and other events recorded in our compliance audit log

4.3 Information from third parties

We may receive information about you from:

• Payment processors — billing status, payment method changes
• Email providers — bounce status, delivery confirmations
• Authentication providers — when you sign in via a connected service, basic profile information you authorize to share

5. How we use information

We use information for the following purposes:

5.1 Providing the service

• Create and maintain your account
• Process subscriptions and payments
• Authenticate your access
• Deliver compliance training, certification tracking, and other features
• Generate audit-ready compliance documentation
• Send service-related communications (training reminders, expiration alerts, system notifications)
• Provide customer support

5.2 Improving the service

• Analyze usage patterns to improve features
• Detect and fix bugs
• Improve performance and reliability
• Develop new features based on aggregate customer needs

5.3 Communicating with you

• Send transactional emails (authentication, billing, training reminders, certification alerts)
• Respond to support requests
• Notify you of material changes to the service, pricing, or policies (with at least 30 days' notice for material changes)
• Send occasional product update emails (you can unsubscribe at any time; transactional emails are not optional)

5.4 Security and fraud prevention

• Detect and prevent unauthorized access
• Monitor for fraudulent payment activity
• Investigate suspected violations of our Terms of Service
• Protect the safety and integrity of our service and our customers

5.5 Legal compliance

• Comply with applicable laws, regulations, and legal process
• Respond to lawful requests from government authorities
• Enforce our Terms of Service and other agreements
• Protect our rights, property, and safety, and the rights, property, and safety of our customers and others

5.6 Text messages (SMS)

If your employer adds you to its WarehouseEdge account as an equipment operator, we use the phone number your employer provides to send you:

• One-time sign-in codes, when you request them at our sign-in page
• Daily inspection checklist reminders, if your employer enables them

Message frequency varies. Message and data rates may apply. You can opt out of text messages at any time by replying STOP to any WarehouseEdge text message; reply HELP for help. Full terms are at warehouseedge.com/sms-terms.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are never sold or shared, except disclosure to our SMS delivery provider as necessary to deliver the messages.

6. How we share information

We share information only as described below. We do not sell your personal information to anyone, for any purpose.

6.1 Service providers

We work with service providers who process information on our behalf. These include:

• Infrastructure provider — hosts our application and database
• Authentication provider — handles secure user authentication
• Payment processor — processes subscription payments and invoices
• Email delivery provider — sends transactional emails on our behalf
• SMS delivery provider — sends sign-in codes and inspection reminders on our behalf
• AI provider — powers AI features such as Foreman and document parsing
• Speech-to-text provider — transcribes voice recordings when you use voice features

Each service provider is contractually bound to process information only for the purposes we specify, to keep it confidential, and to maintain appropriate security measures.

6.2 Legal requirements

We may disclose information if required by law, legal process, or government request. When we receive such a request, we will:

• Verify the request is legally valid
• Limit disclosure to what is required
• Challenge overbroad or improper requests where we believe doing so is appropriate
• Notify affected customers when permitted by law (we will not notify you if the request includes a gag order or if notification would compromise an active investigation)

6.3 Successor company

If WarehouseEdge is acquired, merges with another company, or sells all or substantially all of its assets, your information may transfer to the successor company. The successor will be bound by this privacy policy (or a successor policy with equivalent or stronger protections) and will be required to notify you of any material changes.

6.4 With your consent

We may share information for purposes not described above when you give us explicit consent to do so.

7. Your compliance data is yours

WarehouseEdge holds compliance data on behalf of warehouse operators. We treat this data as belonging to you, not to us.

You own your operational records. Training records, certification documents, audit trail entries, operator information, equipment information, and all other operational data you enter into WarehouseEdge belong to your organization. We hold this information as a custodian, not as an owner.

You can export your data at any time while your account is active. Standard export formats (PDF certificates, CSV exports, audit log archives) are available through your account.

After your account ends, you have 90 days of read-only export access. After that 90-day window closes, you have an additional 30 days before permanent deletion (see Section 12 for the full timeline). If you do not export your data within 120 days of subscription end, it will be permanently deleted. We will email you reminders at days 30, 60, 90, and at the final deletion.

We don't lock you in. Our compliance data exports are designed to be portable. If you decide to use a different service, you can take your records with you.

8. Aggregated industry insights

Operational data — information about how warehouses operate — is not personal information. It is business information that flows through our platform as part of providing the service.

We may use this operational data, only in aggregated and anonymized form, to produce industry insights. Aggregated data cannot identify your specific facility, your company, or your operators.

The aggregated, anonymized industry view we build over time helps the entire warehouse industry. Your contribution to that view is anonymous by design.

8.1 What aggregation means

Aggregation means combining data points from many customers, stripping all information that could identify a specific customer, and analyzing the resulting dataset to find industry-wide patterns.

Example of aggregated data: "Across warehouses over 100,000 square feet in the Midwest, the average operator-to-forklift ratio is 1.4. The most common equipment manufacturer in this segment represents 38% of fleets."

This is not your data. It cannot identify your specific facility, your equipment, your operators, or your business. It is information derived from many customers' contributions, none of which is individually identifiable.

8.2 Anonymization standard

We anonymize aggregated data using a minimum-threshold standard:

• We will not publish or share any aggregated insight that draws on data from fewer than 10 customers in the relevant segment
• We typically require larger samples for narrower segments (for example, an insight about a specific state or industry vertical will require more contributing customers than an insight about a national average)
• We do not include outlier data that could allow reverse identification of specific facilities

8.3 How we use aggregated data

We may use aggregated, anonymized data to:

• Improve our products and develop new features
• Produce industry benchmarks and insights
• Publish anonymous industry reports
• Develop new products and services for the warehouse and material handling industry, including but not limited to dealer benchmarking, equipment intelligence, and supply chain analytics
• Share with industry research partners, trade associations, or regulators

8.4 Your right to opt out

If you would prefer that your operational data not be included in aggregated industry insights, you can opt out at any time.

To opt out, contact us at contact@warehouseedge.com with the subject line "Aggregation Opt-Out" and your organization name. We will exclude your data from new aggregations going forward.

Please note:

• Historical aggregations already published cannot be retroactively recalculated, as they no longer contain identifiable customer data
• Opting out does not affect the service you receive — you will continue to have full access to all features
• Opting out does not prevent us from using your own operational data to provide the service to you (for example, to generate your own benchmarks within your account)

9. How AI features handle your data

WarehouseEdge uses third-party AI services to power features such as Foreman (our AI advisor), document parsing, compliance search, and voice-to-text for floor evaluations.

9.1 What happens when you use AI features

When you use an AI feature, the relevant data — your question, the document you uploaded, the voice recording, or the context needed to answer your question — is sent to the AI provider's API, processed to generate a response, and the response is returned to you.

9.2 We do not train AI models on your data

Your data is not used to train any AI model. This commitment applies to:

• Our own AI models (we do not currently operate any proprietary AI models; if we develop any in the future that would learn from customer data, we will obtain explicit consent before doing so)
• Our AI providers' models (our AI providers commit contractually that customer data submitted through their APIs is not used to train their underlying models)

We currently use Anthropic's Claude API for AI features. Anthropic's API terms explicitly prohibit training on customer API inputs.

9.3 AI outputs

AI-generated outputs (such as suggestions, draft messages, or information extracted from documents) are returned to you as part of the service. We do not retain AI conversations beyond what is necessary to provide the service.

9.4 Voice recordings

If you use voice features (such as floor evaluations):

• Voice recordings are sent to a speech-to-text service for transcription
• The resulting text is stored as part of your operational records
• The original audio recording is deleted immediately after transcription completes
• We do not retain voice audio. We do not analyze voice audio for purposes beyond the immediate transcription task.

10. Audit trail immutability

WarehouseEdge maintains compliance audit records in tamper-proof storage. Once a compliance event is recorded (training completion, certification issuance, expiration alert, manager sign-off, authentication event, or similar), the record cannot be modified or deleted by any party, including WarehouseEdge personnel, except through legally-mandated processes (such as data deletion requests under applicable privacy law).

This commitment is enforced at the database layer through restricted permissions, not by policy alone. Technical details are documented in our SECURITY.md.

Audit log immutability protects against modification through normal operation of the Service. Like all database systems, the audit log is theoretically subject to modification by an attacker who gains superuser-level database access through a security breach. Our security practices are designed to prevent such breaches, and we will notify customers of any confirmed breach that affects audit log integrity, per our breach notification commitments.

When data deletion is required by law or by your request:

• Audit log entries are anonymized rather than deleted (customer identifiers are replaced with tombstone tokens)
• The audit trail itself remains complete, preserving the integrity of the compliance record
• This approach satisfies privacy law requirements while maintaining the evidentiary value of compliance records

11. Data retention

We retain different types of information for different periods, based on legal requirements, operational needs, and customer expectations.

| Data category | Retention period | |---|---| | Active customer operational data | Duration of customer relationship | | Active customer account information | Duration of customer relationship | | Compliance audit logs | Duration of customer relationship + 7 years following account closure | | Subscription billing records | 7 years following account closure (for tax and accounting compliance) | | Support communications | 3 years after last contact | | Operational runtime logs | Per our hosting provider's default retention (typically 30 days) | | Voice recordings | Deleted immediately after transcription | | Marketing communications data | Until you unsubscribe or 3 years of inactivity |

Customers may request earlier deletion or extended retention by contacting us at contact@warehouseedge.com.

12. Subscription lapse, cancellation, and data preservation

When your subscription ends — whether by cancellation, lapse, or non-payment — we preserve your access to your data for an extended period to ensure you have time to export records, reactivate, or arrange a transition.

12.1 Data preservation timeline

Day 0 (subscription end):

• Account moves to read-only mode
• You can log in, view records, run audit reports, and export data
• You cannot add new operators, record new training, or issue new certifications
• A subscription-end notification email is sent

Days 1–90:

• Full export and reactivation available
• One-click reactivation by updating payment method
• Reminder emails sent at day 30 and day 60

Day 90:

• Read-only window ends; account closes
• An account-closure notification email is sent, including the date of scheduled permanent deletion

Day 120 (90 + 30):

• All customer operational data and personal information is permanently deleted from production systems
• Backup systems containing the data continue to age out per normal backup retention (typically 30–90 additional days)
• A confirmation-of-deletion email is sent

12.2 Audit log handling at deletion

When customer data is permanently deleted at day 120, audit log entries are anonymized rather than deleted. Customer identifiers in audit log entries are replaced with tombstone tokens, preserving the integrity and completeness of the compliance record while removing customer-identifying information. Anonymized audit log entries are retained for the period described in Section 11.

12.3 Net 30 billing customers

For customers on Net 30 invoicing terms (rather than auto-charged credit card), the data preservation clock starts 30 days after invoice issuance, not on the original subscription end date. The standard Net 30 grace period applies before account moves to read-only mode.

12.4 Earlier deletion

You can request earlier permanent deletion of your data at any time by contacting us at contact@warehouseedge.com. We will complete deletion within 30 days of a verified request. Note that earlier deletion forfeits the recovery window and cannot be reversed.

13. Pricing changes

Pricing may change at renewal. To protect customers from unexpected changes, we commit to the following binding terms:

• Providing at least 30 days' notice to billing contacts before any price change takes effect. Notice may be delivered by email, by in-product notification, or by direct communication for enterprise accounts.
• Never applying price changes mid-billing-period (annual subscribers get the new price only at annual renewal; monthly subscribers get the new price on the next monthly billing date occurring more than 30 days after notification)
• Allowing customers who disagree with a price change to cancel before the new pricing takes effect, with no penalty, and to retain access through the end of their current paid period

Full pricing change terms are in our Terms of Service.

14. Cookies and similar technologies

We use cookies and similar technologies to provide and improve the service.

14.1 Categories of cookies

• Essential cookies: Required for the service to function (authentication, session management, security). Cannot be disabled.
• Performance cookies: Help us understand how the service is used so we can improve it. Anonymous, no personal identification.
• Preference cookies: Remember your settings (timezone, language, display preferences).

We do not use advertising cookies, tracking cookies for marketing purposes, or third-party advertising trackers.

14.2 Managing cookies

You can manage cookies through your browser settings. Disabling essential cookies will prevent the service from functioning.

15. Your rights

You have the following rights regarding your personal information:

15.1 Access

You can request a copy of the personal information we hold about you by contacting us at contact@warehouseedge.com. We will respond within 30 days.

15.2 Correction

You can correct inaccurate personal information at any time through your account settings or by contacting us.

15.3 Deletion

You can request deletion of your personal information by contacting us at contact@warehouseedge.com. We will complete deletion within 30 days of a verified request, subject to:

• Information we are required to retain by law (e.g., billing records for tax purposes)
• Information necessary to enforce our agreements or pursue legal claims
• Audit log entries (anonymized rather than deleted, as described in Section 10)

15.4 Data portability

You can export your operational data in standard formats at any time while your account is active. After account closure, export remains available for 90 days per Section 12.

15.5 Opt-out of aggregated insights

You can opt out of having your operational data included in aggregated industry insights at any time. See Section 8.4 for details.

15.6 Opt-out of marketing communications

You can unsubscribe from marketing emails at any time using the unsubscribe link in any marketing message, or by contacting us. Transactional emails (authentication, billing, training reminders, certification alerts) cannot be opted out of while you maintain an active account.

15.7 California residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• The right to know what personal information we hold and how we use it (this policy describes both)
• The right to know whether we sell or share your personal information (we do not)
• The right to opt out of sale or sharing of personal information (not applicable, as we do not sell or share)
• The right to non-discrimination for exercising your privacy rights
• The right to limit use of sensitive personal information

To exercise California rights, contact us at contact@warehouseedge.com with "CCPA Request" in the subject line.

15.8 Texas residents (TDPSA)

If you are a Texas resident, you have rights under the Texas Data Privacy and Security Act similar to those described above. To exercise Texas rights, contact us at contact@warehouseedge.com with "TDPSA Request" in the subject line.

15.9 Other state laws

Residents of other states with applicable privacy laws (Virginia, Colorado, Connecticut, Utah, and others) have similar rights. Contact us to exercise them.

16. Security

We maintain administrative, technical, and physical safeguards designed to protect your information. Our security architecture and practices are documented in our SECURITY.md at the root of our public repository.

No security measure is perfect. If we become aware of a data breach that affects your personal information, we will notify you within 72 hours of confirming the breach, and we will notify applicable regulatory authorities as required by law.

17. International users

WarehouseEdge currently serves customers in the United States only. Our service is not directed at customers in the European Union, European Economic Area, United Kingdom, or other jurisdictions with specific data protection regimes.

If you are located outside the United States, please contact us before subscribing. Additional terms may apply to comply with your local privacy laws (such as the EU General Data Protection Regulation or the UK Data Protection Act). We do not currently offer the additional safeguards required for those jurisdictions and may decline to onboard customers from them at this time.

By using the service, you consent to the transfer of your information to the United States and to its processing in the United States.

18. Children

WarehouseEdge is not intended for use by individuals under the age of 18. We do not knowingly receive personal information from minors. If you believe we have received information about a minor, contact us immediately and we will delete it.

OSHA forklift operator certification requires operators to be at least 18 years old. WarehouseEdge requires all operators registered in the service to be 18 or older.

19. Changes to this policy

We may update this privacy policy from time to time. The "Last updated" date at the top of the policy indicates when it was most recently changed.

19.1 Material changes

For material changes to this policy, we will:

• Provide at least 30 days' notice to active customers via email to the billing contact's registered email address
• Require explicit acceptance of the new policy from active customers before continuing to use the service
• Make the prior version of the policy available for reference

Material changes include (but are not limited to):

• Changes to how we use or share personal information
• Changes to data retention periods
• Changes to your rights under this policy
• Changes to our aggregation or AI handling practices
• Expansion of the service to new jurisdictions

19.2 Non-material changes

For non-material changes (typo corrections, clarifications, reorganizations, updates to service provider categories), we may update the policy without requiring new explicit acceptance. Continued use of the service after a non-material change constitutes acceptance.

We will not use "non-material" status to disguise changes that should require new acceptance. The distinction is determined in good faith and may be challenged by contacting us.

20. Disclaimer regarding this policy

This privacy policy is the current version of WarehouseEdge's privacy commitments. It is not legal advice. If you have specific legal questions about your rights, consult an attorney licensed in your jurisdiction.

We are working with legal counsel to review and refine our privacy practices. This policy will be updated as those refinements are completed. Changes from the current version will be communicated per Section 19.

21. Contact us

For questions about this policy, to exercise your rights, or to report a concern:

Email: contact@warehouseedge.com
Subject line for privacy matters: "Privacy Inquiry"

Mailing address:
WarehouseEdge LLC
30 N Gould St Ste N
Sheridan, WY 82801
United States

For security-specific concerns, see our SECURITY.md.

Acknowledgment

By using WarehouseEdge, you acknowledge that you have read and understood this privacy policy.

End of Privacy Policy v1.1