Privacy Policy

Who we are

FreightSetu is a freight operations platform for freight forwarders, NVOCCs and Customs House Agents. Companies use it to manage enquiries, quotations, shipments, customers, vendors, documents, invoices, bills and the business communication around all of it.

This policy covers the FreightSetu web application and this website. In data-protection terms, your company is the controller of the business data you put into FreightSetu, and FreightSetu processes it on your behalf to provide the service.

Information we collect

Account and company information

Your name, work email address, phone number, role, company name, company address, GSTIN, bank and branch details used on your invoices, your company logo and signature stamp, and your subscription plan.

Business data you enter

The operational records that make up your account: customers, vendors and their contact details; enquiries, quotations and rates; shipments, containers, vessels and milestones; invoices, bills, payments and charge codes; sales leads and activities; and any documents you upload, such as bills of lading, packing lists and certificates.

Much of this is information about other people - your customer's accounts contact, your vendor's operations manager. You are responsible for having a lawful basis to put it into FreightSetu, and we process it only to run the service for you.

Usage and technical data

Log records generated when you use FreightSetu: IP address, browser and device type, pages and features used, timestamps, and error diagnostics. We use these to keep the service running, investigate faults and detect abuse.

Communications with us

Messages you send to our support or sales team, and the contact details you provide when you request a demo or a call back.

Connected mailboxes

FreightSetu can send business email - invoices, bills, quotations, shipment updates and documents - directly from your own mailbox, so that your customer receives it from an address they recognise and can reply to.

You may connect a Gmail or Microsoft Outlook / Microsoft 365 mailbox by signing in to it with Google or Microsoft (OAuth). We never see or store your mailbox password. Connecting a mailbox is entirely optional; FreightSetu works without it.

What we store

For each connected mailbox, we store the access and refresh tokens Google or Microsoft issues, the address that authorised the connection, and which permissions were granted. Tokens are encrypted at rest and are never displayed back to you or returned by our API.

What we record about email you send

For each message sent through FreightSetu we keep the recipients, subject, message body, a copy of each file sent with it - documents we generated such as an invoice PDF, shipment documents, and files the sender attached from their own computer - the mailbox it was sent from, who sent it, and the sending status: whether your mail provider accepted the message, or the error it returned. This record is what lets you show an invoice was sent, and to whom.

Note the limit of what that status means. Because mail leaves through your own mailbox, FreightSetu learns only that your provider accepted the message for sending. It does not receive delivery confirmations or bounce notifications, so it cannot tell you a message actually arrived.

FreightSetu can also record whether a message was opened and whether its links were clicked. This open and click tracking is switched on or off by FreightSetu for the whole service, not by each company, and each email records whether it was tracked. Downloads of secure document links and unsubscribes are recorded either way. The email tracking section below explains exactly what is recorded.

What we never do

• We do not read your inbox. FreightSetu requests permission to send email only - it has no ability to read, search or list the messages in your mailbox.
• We do not send email from your mailbox unless you ask us to, by composing and sending it from within FreightSetu.
• We do not use your mailbox to send marketing on our own behalf.
• You can disconnect a mailbox at any time in Settings. This erases the stored tokens and stops FreightSetu using that mailbox. To withdraw the permission at the provider itself, revoke it from your Google or Microsoft account - see below.

Google user data and Limited Use

This section describes specifically how FreightSetu handles data obtained through Google APIs.

The permission we request

When you connect a Gmail mailbox, FreightSetu requests only gmail.send, together with Google's two standard sign-in permissions, openid and email, so we know which address was connected. We deliberately do not request any Gmail read, modify, compose or settings permission.

The practical consequence is that FreightSetu is technically incapable of reading your Gmail. It can submit a message you have chosen to send, and nothing else - it cannot read, search or list anything already in your mailbox.

How Google user data is used

Solely to provide the feature you asked for: sending business email from your mailbox, and recording what was sent so you have an audit trail inside FreightSetu.

Our Limited Use commitments

• FreightSetu does not use Google user data for advertising of any kind.
• FreightSetu does not sell, rent or trade Google user data.
• FreightSetu does not use Google Workspace APIs data to develop, improve or train generalised artificial intelligence or machine learning models.
• FreightSetu does not transfer Google user data to others, except as necessary to provide or improve this feature, to comply with applicable law, or as part of a merger or acquisition - and never for any other purpose.
• Only a small number of FreightSetu personnel can access this data, and only where you have given explicit permission, where it is necessary for security or to comply with the law, or where the data has been aggregated and anonymised.

FreightSetu's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Withdrawing access

You can disconnect a Gmail mailbox at any time from Settings in FreightSetu. That erases the stored tokens so FreightSetu can no longer use the mailbox. To withdraw the grant at Google as well, revoke it from your Google Account at myaccount.google.com/permissions. Either action stops FreightSetu sending from that mailbox immediately. Records of email already sent remain in your account as your audit trail; contact us if you need them removed.

How we use information

We use the information described above to:

• Provide the platform - store your records, generate invoices and quotations, and send the email you ask us to send.
• Authenticate you, apply your role and permissions, and keep each company's data separated from every other company's.
• Send you service notifications, such as an alert that an invoice is overdue or that an email failed to send.
• Support you when you contact us, and investigate faults you report.
• Keep FreightSetu secure - detecting abuse, preventing fraud, and maintaining backups.
• Understand which features are used, so we know what to improve. This is measured in aggregate and never uses the contents of your business data or your email.
• Meet legal, tax and accounting obligations.

Sharing and subprocessors

We do not sell your data, and we do not share it for advertising. We share information only in these situations:

Service providers who help us run FreightSetu

Cloud hosting and database infrastructure, error monitoring, and the email and messaging providers used to deliver notifications. These providers process data on our instructions, under contract, and may not use it for their own purposes.

Mail providers you connect

When you send email through a connected mailbox, the message goes to Google or Microsoft, and their handling of it is governed by their terms and your relationship with them.

Your own recipients

A quotation link, invoice or document you send reaches the address you chose to send it to. That is the point of the feature, and you control it.

Legal and corporate

Where we are required to by law, court order or a valid request from a public authority; where necessary to protect our rights or the safety of others; and, if FreightSetu is ever involved in a merger, acquisition or sale of assets, as part of that transaction - with notice to you.

Cookies and similar technologies

This website and the FreightSetu application use cookies and local browser storage to keep you signed in, remember interface preferences such as a chosen tab or filter, and understand aggregate usage of our marketing pages.

We do not use advertising or cross-site tracking cookies. You can clear or block cookies in your browser, though doing so will sign you out and may stop parts of the application working.

Email sent from FreightSetu may contain a tracking pixel and rewritten links, when open and click tracking is switched on. The section below explains exactly what that records.

Email tracking, links and downloads

This section is about people who receive email sent through FreightSetu. You may never have used our product; a business you deal with sent you an invoice, a quotation or shipping documents through it. You are reading this because that email contained a link to this page.

What can be recorded

Open and click tracking is switched on or off by FreightSetu for the whole service. Each email records whether it was tracked, so the sender is never shown a count for an email that was not being measured. When tracking is on, the message can record:

• Opens - the email contains a small invisible image, and when your mail app loads it we record that the message was opened, and when.
• Clicks - web links in the message point at FreightSetu first. We record the click, then send you straight on to the address shown in the email. We do not change where you end up.

Whether or not tracking is on, we also record:

• Downloads - documents too large to attach, or that the sender chose to send as links, arrive as secure download links. We record when a document is downloaded, so the sender knows you received it.
• Unsubscribes - if you unsubscribe from sales email, we record that so we can stop sending it.

Invoices, quotations and messages about your shipments are sent because you are party to the transaction. Sales and marketing email always carries an unsubscribe link, and unsubscribing from it never stops the documents you are owed.

What we store about you

• The time of the open, click or download, and which message, link or document it was.
• A one-way scrambled form (a salted hash) of the IP address the request came from. We do not store your IP address itself, and the hash cannot be turned back into it.
• The identifying string your browser or mail app sends about itself, which tells us the kind of software used - not who you are.

We do not build a profile of you, we do not track you across other websites, and we do not sell or share this with advertisers. It is shown to the business that emailed you, as part of the history of their own correspondence with you.

What it cannot tell anyone

• Open counts are approximate. Many mail apps block images, in which case nothing is recorded however carefully you read the message; others load images automatically, which can record an open you never made.
• Hits that come from the sending company’s own staff, or from email security software that automatically checks every link, are labelled as such and are not counted as you.
• We cannot see your mailbox. FreightSetu only ever sends email. It never reads the messages in a connected mailbox, and it never receives replies on the sender’s behalf.

Secure download links

A secure link contains a long unguessable code and stops working after a set period, currently 30 days. Anyone who has the link can download that document until then, so treat a forwarded link the way you would treat the document itself. Each download is recorded and shown to the sender.

If you would rather not be tracked

• Turn off automatic image loading in your mail app - this stops opens being recorded.
• Unsubscribe from sales email using the link at the bottom of any such message, or ask the sender to remove you.
• Write to us at privacy@freightsetu.in and we will pass your request to the business that emailed you, and remove what we hold where we can.

Businesses sending through FreightSetu are responsible for using it lawfully, including any consent their own laws require before sending marketing email or measuring engagement.

How long we keep data

We keep your business data for as long as your account is active, because it is your operational record. Invoices, bills and the audit trail of email sent are retained while you need them and to meet tax and accounting requirements.

Copies of the attachments sent - both the documents we generated, such as an invoice PDF, and files a sender attached from their own computer - are currently retained for as long as your account is active, alongside the record of what was sent, to whom and when. A file attached in the send window but never sent is deleted within two days. We intend to start pruning the stored file copies after a fixed period while keeping that record; we will update this page with the period before we do.

Log and diagnostic data is kept only as long as it is useful for debugging and security, and is then deleted. Mailbox tokens are erased when you disconnect a mailbox or close your account.

Security

• Mailbox tokens from Google and Microsoft are encrypted at rest, and the encryption keys are rotatable.
• All traffic between you and FreightSetu is encrypted in transit using TLS.
• Every company's data is isolated, and access within your company is governed by the roles and permissions your administrator sets.
• Copies of sent documents are stored outside our public file area. They can be retrieved only by a signed-in user in your company, or through a secure download link sent in the email - which works for anyone holding it until it expires.
• Access to production systems is limited to the small number of personnel who need it to operate and support the service.

No system is perfectly secure, and we will not claim otherwise. If we become aware of a breach affecting your data, we will notify you and the relevant authorities as required by law.

Your rights and choices

Depending on where you are, you may have the right to access a copy of your personal data, correct it, delete it, restrict or object to how we use it, receive it in a portable format, and withdraw consent you have given.

Much of this is available directly in the product - you can edit your profile, export invoice and lead data, disconnect a mailbox, and delete records you have created. For anything else, contact us using the details below and we will respond within the time the law allows.

If your data is held in a FreightSetu account belonging to a company you work for, please raise the request with that company first, as they control that account.

Deleting your account and data

You can ask us to close your company account and delete its data at any time by writing to us. Once we have verified the request, we delete your business data and mailbox credentials, other than anything we are required to retain for legal, tax or accounting reasons.

Disconnecting a mailbox is immediate and does not require closing your account. Residual copies may persist in encrypted backups for a limited period before those backups expire.

International transfers

FreightSetu is operated from India and your data is primarily stored there. Some of the service providers we rely on operate in other countries, which means your information may be processed outside India. Where that happens, we use providers who offer appropriate safeguards and contractual protections for the data they handle.

Children's data

FreightSetu is a business tool intended for use by companies and their staff. It is not directed at children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us information, contact us and we will delete it.

Changes to this policy

We will update this policy as FreightSetu changes. When we make a material change - particularly to how we handle mailbox or Google user data - we will update the date at the top of this page and notify account administrators. Continuing to use FreightSetu after a change means you accept the updated policy.

Contact us

For any question about this policy, a data request, or a privacy concern:

See also our Terms of Service.