VaultLine Cargo LLC ("VaultLine," "we," "us," or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at vaultlinecargo.com, use our shipment tracking portal, request a quote, or engage our freight and logistics services. Please read this policy carefully. If you disagree with its terms, please discontinue use of our site and services.
Information We Collect
We collect information you provide directly to us, information generated automatically when you use our services, and information from third-party sources to facilitate freight and logistics operations.
Information You Provide
- Contact details: name, company name, job title, email address, phone number, and mailing address
- Shipment data: origin and destination addresses, cargo descriptions, weight, dimensions, commodity type, and declared value
- Account credentials: username, password, and security preferences for our client portal
- Quote and booking requests: service type, pickup/delivery dates, special handling requirements, and payment information
- Communications: any messages, inquiries, or feedback submitted through our website or to our team
- Identity and customs documents: as required by law for international shipments (e.g., importer of record details, EIN/TIN, commercial invoice data)
Information Collected Automatically
- Log data: IP address, browser type and version, operating system, referrer URL, pages visited, and timestamps
- Device information: device identifiers, screen resolution, and network connection type
- Cookie and tracking data: session cookies, persistent cookies, and similar technologies (see Section 4)
- Location data: approximate geographic location derived from your IP address
Information from Third Parties
- Carrier and partner data: delivery events, exceptions, and proof-of-delivery confirmations from our carrier network
- Customs and government data: information from US Customs and Border Protection (CBP), TSA, and equivalent international agencies
- Business verification data: company registration details from commercial data providers used to verify shipper and consignee identity
How We Use Your Information
We use the information we collect for the following purposes:
| Purpose | Legal Basis |
|---|---|
| Service Delivery — Processing quotes, booking shipments, managing freight movements, customs filing, and generating Proof of Delivery | Contract performance |
| Account Management — Creating and maintaining your client portal account, authenticating access, and managing preferences | Contract performance |
| Regulatory Compliance — Meeting US CBP, TSA, DOT, IATA, and international customs filing obligations (ISF, AES/EEI, manifests) | Legal obligation |
| Tracking & Notifications — Providing real-time shipment status updates, exception alerts, and delivery confirmations | Contract performance / Legitimate interest |
| Communications — Responding to inquiries, sending service-related notifications, and providing customer support | Legitimate interest |
| Marketing — Sending newsletters, rate alerts, and service updates to opted-in contacts | Consent |
| Analytics & Improvement — Understanding website usage, optimizing our platform, and improving service quality | Legitimate interest |
| Fraud Prevention & Security — Detecting, investigating, and preventing fraudulent transactions and unauthorized access | Legitimate interest / Legal obligation |
Sharing Your Information
VaultLine does not sell your personal information. We share information only as necessary to deliver our services and comply with legal obligations.
Carrier & Logistics Partners
To execute shipments, we share necessary freight data (shipper/consignee details, cargo descriptions, addresses) with trucking carriers, airlines, ocean lines, port agents, and last-mile delivery partners. All partners are bound by data handling agreements.
Customs & Government Authorities
For international shipments, we are legally required to file shipment data with US Customs and Border Protection (CBP), the Transportation Security Administration (TSA), and equivalent authorities in destination countries. This includes importer/exporter details, commodity data, and financial values.
Service Providers
We engage third-party vendors who process data on our behalf for specific functions, including:
- Cloud hosting and infrastructure (data stored and processed in the United States)
- Transportation Management System (TMS) software providers
- Payment processors (who handle payment data under their own PCI-DSS compliance)
- Email and communication platforms
- Analytics and website optimization tools
Business Transfers
In the event of a merger, acquisition, asset sale, or restructuring, your information may be transferred as part of that transaction. We will notify you prior to any such transfer that results in material changes to this policy.
Legal Requirements
We may disclose information when required by law, court order, subpoena, or to protect the rights, property, or safety of VaultLine, our clients, or the public.
We never sell your data. VaultLine does not sell, rent, or trade personal information to data brokers, advertisers, or marketing companies. Sharing is limited strictly to operational necessity and legal compliance.
Cookies & Tracking Technologies
Our website uses cookies and similar technologies to enhance functionality, analyze usage, and improve your experience.
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Login sessions, CSRF protection, cart/quote functionality. Required for the site to operate. | Session |
| Functional | Remembering your preferences, language settings, and recently viewed services. | Up to 1 year |
| Analytics | Understanding how visitors use our site (page views, traffic sources, time on page) via Google Analytics. | Up to 2 years |
| Marketing | Tracking conversions from ad campaigns. Only active with your consent. | Up to 90 days |
You may control cookies through your browser settings or by declining non-essential cookies via our cookie consent banner. Note that disabling essential cookies may impair website functionality. For more on managing cookies, visit allaboutcookies.org.
Data Security
VaultLine implements industry-standard technical and organizational measures to protect your information against unauthorized access, loss, or disclosure.
- TLS/SSL encryption for all data transmitted between your browser and our servers
- AES-256 encryption for data at rest in our databases and storage systems
- Role-based access controls limiting employee access to data on a need-to-know basis
- Multi-factor authentication (MFA) required for all staff accessing client systems
- Regular penetration testing and security audits by independent third parties
- SOC 2 Type II compliance for our TMS and client portal infrastructure
- Incident response plan with mandatory breach notification procedures
No transmission over the internet or electronic storage method is 100% secure. While we use commercially reasonable safeguards, we cannot guarantee absolute security. If you suspect a security incident, please contact us immediately at info@vaultlinecargo.com.
Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this policy and to meet our legal, regulatory, and contractual obligations.
| Data Category | Retention Period | Basis |
|---|---|---|
| Shipment & customs records | 7 years from shipment date | US Customs regulations (19 CFR); IRS requirements |
| Client account data | Duration of relationship + 3 years | Contract / legitimate interest |
| Financial & invoicing records | 7 years | IRS / SOX requirements |
| Website analytics data | 26 months | Google Analytics default |
| Marketing communications | Until opt-out + 30 days | Consent |
| Support correspondence | 3 years | Legitimate interest |
When data is no longer required, we securely delete or anonymize it in accordance with our data disposal standards.
Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal information. To exercise any of these rights, submit a request to info@vaultlinecargo.com. We will respond within 30 days.
Right to Access
Request a copy of the personal information we hold about you and how it is used.
Right to Rectification
Request correction of inaccurate or incomplete personal data we hold about you.
Right to Erasure
Request deletion of your data where there is no legal obligation to retain it.
Right to Restrict Processing
Ask us to pause processing your data in certain circumstances, such as while accuracy is disputed.
Right to Portability
Receive your data in a structured, machine-readable format to transfer to another service.
Right to Object
Object to processing based on legitimate interests or direct marketing at any time.
Some rights may be limited where we are legally required to retain or process your data — for example, shipment records required by US Customs regulations. We will always explain any limitations when responding to your request.
International Data Transfers
VaultLine Cargo is headquartered in the United States. When you use our services or visit our website, your data is processed and stored on US-based servers.
For international freight operations, we necessarily transmit shipment data to carriers, port agents, customs authorities, and partner logistics providers in the countries involved in your supply chain. Such transfers are governed by:
- Contractual data protection clauses with all international service providers
- Compliance with applicable cross-border data transfer frameworks
- Legal necessity for customs and trade compliance filings
By using our international freight services, you acknowledge that your shipment data must be shared with relevant foreign authorities and logistics partners to fulfill your service request. This is an operational requirement of cross-border trade and cannot be avoided.
Children's Privacy
VaultLine Cargo's website and services are intended exclusively for business users and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors.
If you believe we have inadvertently collected information from a minor, please contact us immediately at info@vaultlinecargo.com and we will promptly delete such information from our systems.
Third-Party Links
Our website may contain links to third-party websites, carrier tracking portals, industry resources, and partner sites. These are provided for your convenience and do not constitute an endorsement of their privacy practices.
This Privacy Policy applies solely to vaultlinecargo.com and our directly operated services. We encourage you to review the privacy policies of any third-party sites you visit. VaultLine is not responsible for the privacy practices of external websites.
California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA).
Categories of Personal Information Collected
In the past 12 months, we have collected the following CCPA categories: identifiers (name, email, IP address); commercial information (service history, transaction data); internet/network activity (browsing behavior on our site); geolocation data (approximate location from IP); and professional/employment information (company name, job title).
Your California Rights
- Right to Know — Request disclosure of the categories and specific pieces of personal information collected, the purposes for collection, and the categories of third parties with whom it is shared
- Right to Delete — Request deletion of personal information, subject to legal exceptions
- Right to Correct — Request correction of inaccurate personal information
- Right to Opt-Out of Sale/Sharing — We do not sell personal information. We do not share it for cross-context behavioral advertising
- Right to Limit Use of Sensitive Personal Information — Applicable sensitive information is limited to the minimum necessary for service delivery
- Right to Non-Discrimination — We will not discriminate against you for exercising any CCPA rights
To submit a CCPA rights request, contact us at info@vaultlinecargo.com or through our contact form. We will verify your identity before processing requests and respond within 45 days (extendable by an additional 45 days with notice).
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Post a notice on our homepage for a minimum of 30 days following any material change
- Send an email notification to registered account holders where the change materially affects their rights
Your continued use of our website or services following any changes constitutes acceptance of the revised policy. We encourage you to review this page periodically.
Contact Us
For privacy-related inquiries, to exercise your rights, or to report a concern, please contact VaultLine Cargo's compliance team:
| Company | VaultLine Cargo LLC |
| Website | vaultlinecargo.com |
| Privacy Inquiries | info@vaultlinecargo.com |
| Contact Form | vaultlinecargo.com/contact |
We aim to acknowledge all privacy requests within 5 business days and provide a substantive response within 30 days, or within applicable statutory timelines where shorter periods apply.
Need help now? Our team is available 24/7 for urgent matters related to shipment data, customs documentation, or account security. Reach us through our contact page or by emailing info@vaultlinecargo.com.