Privacy Policy

This document is provided in English.

[SHIP-OS LEGAL ENTITY NAME] — Effective Date: [DATE]

This Privacy Policy explains how SHIP-OS handles personal data in connection with the Service at app.shipos.us, including the web application, desktop application, and mobile applications (the "Service"). It applies to two groups: Operators (the warehouse and fulfillment businesses that use SHIP-OS) and the recipients of shipments whose data Operators enter into SHIP-OS.

1. Our Roles: Controller and Processor

1.1 Operator account data — SHIP-OS is the controller. When you register an account, we collect the company name, email address, and (optionally) full name you provide, along with account settings and the users you invite. We determine the purposes and means of processing this account data.

1.2 Shipment and recipient data — SHIP-OS is a processor/service provider. When you use SHIP-OS, you enter data about your own customers and shipment recipients: their names, shipping addresses, order contents, and tracking events. SHIP-OS processes this data on your behalf, at your direction, solely to provide the Service. You are the controller of that data and determine how it is used and shared.

1.3 Recipients should contact the Operator, not SHIP-OS. If you are a shipment recipient and want to access, correct, or delete your data, please contact the business that shipped your order. SHIP-OS does not own that data and will route requests we receive back to the controlling Operator, except where the law requires us to act directly.

1.4 Operator responsibility. Operators represent and warrant that they have the legal right to submit recipient and customer data to SHIP-OS, and that they have provided any notices and obtained any consents required for SHIP-OS to process that data as described in this policy. SHIP-OS processes operator-entered data solely on the Operator's instructions and bears no responsibility or liability for the Operator's own compliance obligations toward its customers and shipment recipients, including the Operator's own privacy notices, consent management, and responses to data-subject requests.

2. Information We Process

2.1 Account data: company name, account email address, optional full name, user account records, and account settings.

2.2 Operator-entered shipment data: recipient names, shipping addresses, order contents, package details, label records, and tracking events for the shipments you manage.

2.3 Device credentials: the desktop application registers a per-device bearer token stored in your operating system keychain; native iOS applications store device-context credentials in the iOS Keychain. SHIP-OS does not use passwords — authentication is passwordless via emailed sign-in links or 6-digit codes.

2.4 Usage and support data: records needed to operate, secure, and support the Service, including records of labels purchased and support correspondence.

2.5 Aggregated and de-identified data. SHIP-OS may create aggregated or de-identified data from data processed through the Service and may use it for any lawful purpose, including product improvement, benchmarking, and statistics. Aggregated or de-identified data does not identify any individual or Operator, is not personal data, and is not subject to this policy. We will not attempt to re-identify de-identified data except as permitted by law to test de-identification.

We do not collect geolocation data, contact lists, advertising identifiers, or data from marketing databases, and we do not operate session recording or screen-capture tooling.

3. How We Use Data

3.1 We process data to:

provide the Service, including purchasing the labels you direct, managing orders, shipments, and pick batches, tracking events, and your invoicing tools;
authenticate users and devices, including storing device credentials in OS keychains;
send transactional email such as signup codes, sign-in links, and invitations;
bill metered usage and manage accounts;
provide support and respond to requests;
maintain the security of the Service and prevent abuse;
comply with legal obligations.

3.2 We do not use personal data for profiling, automated decisions with legal effects, or advertising.

4. Email Communications

4.1 We send transactional email only — signup codes, sign-in links, and account invitations — delivered through Postmark. SHIP-OS does not send marketing or lifecycle emails today; if that changes, this policy will be updated first.

5.1 Carriers. To purchase the shipping labels you direct, we share recipient names, addresses, and shipment details with carriers (including UPS, and USPS through carrier providers) and their integration providers. The operator is the carrier's direct customer for the shipment; carriers process shipment data under their own privacy policies, and we cannot make representations about their systems or their handling of that data.

USPS Privacy Act Statement — PLACEHOLDER. The USPS Privacy Act Statement applicable to postage purchases must be reproduced here verbatim before publication. [LEGAL: confirm and insert the current USPS Privacy Act Statement text applicable to our label-purchase flow.]

5.2 Service providers. We share data with categories of service providers that act on our instructions under contract and process data only to deliver their function for the Service:

transactional email delivery providers (currently Postmark) — delivery of signup codes, sign-in links, and invites;
hosting and infrastructure providers — the Service currently runs on our single-server appliance;
billing providers (currently Lago) — metered usage billing, only where billing features are enabled;
carrier connectivity and integration providers — connecting the Service to carriers for label purchase and tracking.

We may replace or add providers within these categories from time to time without amending this policy, provided the new provider is bound to equivalent processing restrictions.

5.3 We do not sell data. We do not sell or rent personal data, do not share it for cross-context behavioral advertising, do not run third-party product analytics or ad networks, and do not use marketing cookies or trackers. There are no advertising partners and no data-broker relationships.

5.4 Legal and safety. We may disclose data where required by law, legal process, or to protect the rights, property, or security of SHIP-OS, its Operators, or others.

5.5 Corporate transactions. If SHIP-OS is involved in a merger, acquisition, or asset sale, account data may be transferred subject to this policy.

6. Data Retention

6.1 Account data is retained while your account is active. When an account is closed, an Operator may request an export of its data for 30 days; after that window we delete account data, subject to legal retention requirements.

6.2 Shipment and label data is retained for the life of the Operator's account and handled per the account-closure process above, subject to legal retention requirements.

6.3 Backups may retain data for a limited additional period before being overwritten.

7. Security

7.1 We protect data in transit using TLS. Device and authentication credentials are stored in operating system keychains on the user's device rather than in plaintext on disk. Access within SHIP-OS is role-based, and personnel access is limited to what is needed to operate, support, and secure the Service.

7.2 The Service does not run third-party analytics, ad trackers, or marketing cookies, which reduces the third-party exposure of usage data.

7.3 No security guarantee. We maintain commercially reasonable administrative, technical, and physical safeguards designed to protect personal data. However, no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot and do not guarantee or warrant absolute security of any data. Any transmission of data to or from the Service is at your own risk. Report security concerns to service@shipos.us.

8. Your Privacy Rights

8.1 Operators (account contacts): subject to applicable law, you may request access, correction, deletion, and portability of your account data, and may close your account at any time. Requests: legal@shipos.us. We will verify your identity using your registered account email before acting on a request, and will respond within the time required by applicable law.

8.2 GDPR/EEA-UK: where we act as controller (account data), our legal bases are performance of our contract with the Operator, legitimate interests in operating and securing the Service, and compliance with legal obligations. You may have rights of access, rectification, erasure, restriction, objection, and portability, and may lodge a complaint with your supervisory authority.

8.3 CCPA and other U.S. state laws: SHIP-OS does not "sell" or "share" personal information as those terms are defined by applicable state law, and treats that as a commitment rather than a preference setting. We do not process sensitive personal information beyond what is necessary to provide the Service.

8.4 Recipients of shipments: as stated in Section 1.3, please contact the Operator that shipped your order; SHIP-OS acts as their processor and cannot fulfill recipient requests directly.

8.5 You may exercise rights through an authorized agent where permitted by law, subject to verification.

9. Children

9.1 The Service is a business tool and is not directed to individuals under 18. We do not knowingly collect personal data from anyone under 18. If you believe a minor's data has been provided to us, contact legal@shipos.us.

10. International Transfers

10.1 The Service is hosted on a US-based single-server appliance, and personal data is stored and processed in the United States. Operators located outside the US transfer data to the US when they or their users access the Service.

11. Changes to This Policy

11.1 We may update this policy at any time as the Service changes. Material changes will be notified by email to registered accounts or by notice in the Service before taking effect, with a new effective date. Continued use of the Service after the effective date of an updated policy constitutes acceptance of the updated policy.

11.2 New features may involve new processing of personal data. Any such new processing will be described in an updated version of this policy before that processing begins.

11.3 This policy is a statement of our practices and legal obligations. It does not create contractual or other legal rights beyond those required by applicable law.

12. Contact

Privacy and data-protection requests: legal@shipos.us
Product and support: service@shipos.us
Entity: [SHIP-OS LEGAL ENTITY NAME]