Effective Date: January 6, 2026
1. Introduction and Scope
This Privacy Policy explains how Northern Gold Logistics ("Company," "we," "us," or "our") collects, uses, discloses, and safeguards information obtained through our website, mobile applications, transportation management systems, and other business operations. We are committed to protecting the privacy and security of personal information in accordance with applicable federal and state regulations, including FMCSA requirements, CCPA (California Consumer Privacy Act), GDPR (where applicable), and other data protection laws.
This policy applies to:
· Shippers and customers who utilize our freight brokerage services
· Motor carriers and owner-operators who work with us
· Website visitors and users of our digital platforms
· Business partners and vendors
2. Information We Collect
We collect personal information necessary to facilitate freight brokerage operations, maintain regulatory compliance, and provide services. The types of information we collect include:
2.1 Information You Provide Directly
· Contact Information: Full name, company name, phone number, email address, and mailing address
· Business Information: USDOT number, Motor Carrier number, ICC number, company registration details
· Financial Information: Bank account details, payment information, tax identification numbers
· Communication Records: Emails, phone calls, text messages, and correspondence related to transportation services
· Load and Transportation Data: Origin/destination information, cargo details, weight, type of freight, special handling requirements
· Documentation: Licenses, permits, insurance certificates, proof of insurance, compliance certifications
2.2 Information Collected Automatically
· Website Usage Data: IP addresses, browser type, pages visited, referring/exit pages, and clickstream data
· Cookies and Tracking Technologies: We use cookies and similar technologies to remember preferences and enhance user experience
· Log Data: Server logs containing access times, duration, and pages viewed
· Device Information: Device type, operating system, unique device identifiers
2.3 Information from Third Parties
· Industry Databases: Information from DAT One, Broker Authority checks, and carrier directories
· Background Checks: Data from screening services to verify credentials
· Credit and Compliance Checks: Information from FMCSA SAFER system, CSA scores, and credit bureaus (with appropriate authorization)
· Business Partners: Information shared by shippers, carriers, and logistics partners in connection with load brokerage
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 Core Business Operations
· Load Matching and Brokerage: Connecting shippers with qualified carriers and managing load assignments
· Load Tracking: Monitoring shipment progress and providing status updates to relevant parties
· Billing and Payment Processing: Invoicing, payment collection, and financial reconciliation
· Dispatch and Logistics Management: Coordinating transportation, managing schedules, and optimizing routes
· Contract Management: Creating and maintaining agreements with shippers and carriers
3.2 Regulatory Compliance
· FMCSA Compliance: Maintaining records required under 49 CFR Part 371 for broker registration and operations
· Transaction Record Retention: Documenting shipper names, carrier names, compensation, and freight charges for 3-year retention period
· Regulatory Reporting: Responding to FMCSA inquiries, inspections, and providing requested documentation
· DOT Compliance: Monitoring safety performance, CSA scores, and compliance metrics
· Broker Transparency: Providing transaction records to shippers and carriers as required under FMCSA broker transparency regulations
3.3 Legal and Administrative
· Fraud Prevention: Detecting, preventing, and addressing fraud, abuse, or security incidents
· Legal Compliance: Fulfilling legal obligations, responding to court orders, and complying with government requests
· Dispute Resolution: Addressing claims and resolving disagreements between parties
· Audit and Investigation: Conducting internal audits and compliance investigations
· Insurance Purposes: Supporting insurance claims and liability management
3.4 Communications
· Service Updates: Notifying you of changes to our services, policies, or terms
· Customer Support: Responding to inquiries, providing assistance, and resolving issues
· Marketing Communications: Sending promotional materials, newsletters, and industry updates (with your consent)
· Transactional Communications: Sending load offers, confirmations, invoices, and operational messages
4. Information Sharing and Disclosure
We share personal information with third parties only as necessary to provide our services and comply with applicable laws. Information sharing includes:
4.1 Required Third-Party Sharing
· Shippers and Carriers: Sharing contact information, load details, and transactional data necessary to execute freight brokerage services
· Insurance Providers: Sharing carrier and load information with insurance carriers for coverage verification and claims
· FMCSA and Regulators: Providing transaction records and other information required by federal regulations
· Law Enforcement: Disclosing information when required by subpoena, court order, or legal process
4.2 Service Providers
We may share information with service providers who assist us with:
· Payment processing and accounting
· Data storage and cloud computing
· Website hosting and maintenance
· IT security and cybersecurity services
· Legal and accounting services
· Customer relationship management (CRM) systems
· Background check and compliance verification services
4.3 Business Transfers
In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will provide notice of any such change and any choices you may have regarding your information.
4.4 What We Do NOT Do
We do not sell personal information to third parties for marketing purposes. We do not share shipper rate information beyond what is required by law or contracted service relationships. Any sharing of information is done only with parties with legitimate business needs and appropriate confidentiality obligations. Additionally, No mobile information will be shared with third parties/affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
5. Data Security and Protection
We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:
5.1 Technical Safeguards
· Encryption: Data transmitted over the internet is encrypted using SSL/TLS encryption
· Firewalls: Network firewalls protect against unauthorized access
· Access Controls: Role-based access restricts data to authorized personnel only
· Secure Systems: We use industry-standard transportation management systems (AscendTMS, LoadStopTMS, etc.) with built-in security features
· Data Backups: Regular backups ensure data recovery in case of system failure
· Monitoring: Continuous monitoring detects suspicious activity and potential breaches
5.2 Administrative Safeguards
· Access Restrictions: Only employees with business needs have access to personal information
· Employee Training: Staff receive training on data privacy and security practices
· Background Checks: Employees undergo background checks before access to sensitive data
· Confidentiality Agreements: Employees and contractors sign confidentiality and data protection agreements
· Vendor Management: Third-party service providers are required to maintain comparable security standards
5.3 Limitations
While we implement comprehensive security measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, and any transmission of data is at your own risk.
6. Data Retention
We retain personal information for periods necessary to fulfill the purposes for which it was collected, comply with legal obligations, and resolve disputes:
6.1 Retention Periods
· Transaction Records: Maintained for 3 years from transaction date (as required by 49 CFR 371.3)
· Load Documentation: Retained for 3 years from load completion
· Shipper and Carrier Profiles: Maintained during active business relationship and 1 year after
· Billing and Payment Records: Retained for 7 years for tax and accounting compliance
· Website Logs: Retained for 90 days unless security incident investigation extends retention
· Cookies: Session cookies expire when browser closes; persistent cookies expire per user settings
· Marketing Communications: Retained until opt-out is requested
6.2 Secure Deletion
When information is no longer needed, we securely delete or anonymize it. Physical records are shredded, and electronic data is wiped using industry-standard methods that prevent recovery.
7. Your Rights and Choices
Depending on your location and applicable law, you may have certain rights regarding your personal information:
7.1 Access and Portability (CCPA, GDPR)
You have the right to request access to personal information we hold about you, including:
· What personal information we collect
· How we use your information
· Who we share your information with
· Receiving a copy of your information in a portable format
7.2 Correction and Updates
You have the right to:
· Request correction of inaccurate information
· Update your contact information
· Request deletion of outdated information
7.3 Deletion and Erasure
You may request deletion of your personal information, except where we must retain it for:
· Legal compliance and regulatory requirements
· Fraud prevention
· Dispute resolution
· 3-year transaction record retention (49 CFR 371.3)
7.4 Opt-Out Rights
You may opt out of:
· Marketing communications and promotional emails
· Cookies and tracking (except essential functionality)
· Certain automated decision-making practices
To opt out, email your request to support@northerngoldlog.com with "Opt-Out" in the subject line.
7.5 Do Not Track
Some browsers include a "Do Not Track" feature. We currently do not respond to Do Not Track signals, though we offer opt-out mechanisms for cookies and marketing communications.
7.6 How to Exercise Your Rights
To exercise any of these rights, contact us at:
Northern Gold Logistics
Email: support@northerngoldlog.com
Phone: (605) 215-6660
Mailing Address: 12064 98th Street Southeast, Cogswell ND 58017
Attn: Privacy Officer
We will respond to requests within 45 days. If you are in California (CCPA) or the EU (GDPR), we will respond within statutory timeframes (typically 30-45 days).
8. International Data Transfers
If you are located outside the United States, please note that:
· Data collected may be transferred to and stored in the United States
· The United States may have different data privacy laws than your home country
· By using our services, you consent to the transfer and processing of your information in the United States
· We comply with GDPR requirements for EU data transfers, including appropriate safeguards and Standard Contractual Clauses where necessary
9. Third-Party Websites and Links
Our website and communications may contain links to third-party websites, applications, and services. This Privacy Policy applies only to our services. Third-party sites have their own privacy policies, and we are not responsible for their practices. We encourage you to review third-party privacy policies before providing information.
10. Children's Privacy
Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete such information promptly. Parents or guardians who believe their child has provided information should contact us immediately.
11. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional privacy rights:
11.1 Right to Know
You have the right to request:
· Categories and specific pieces of personal information we collect
· Sources of personal information
· Business or commercial purposes for collection
· Third parties with whom information is shared
11.2 Right to Delete
You may request deletion of personal information we collected, subject to exceptions for legal compliance and necessary business operations.
11.3 Right to Opt-Out
You may opt out of the "sale" or "sharing" of personal information. (Note: We do not sell personal information for marketing purposes.)
11.4 Right to Correct
You may request correction of inaccurate personal information.
11.5 Right to Limit Use
You may limit our use of sensitive personal information to necessary purposes.
11.6 Non-Discrimination
We will not discriminate against you for exercising your California privacy rights by:
· Denying service or goods
· Charging different prices or rates
· Providing different quality of service
· Suggesting you would receive different treatment
11.7 Authorized Agent
You may authorize an agent to submit requests on your behalf with appropriate verification and documentation.
12. European Privacy Rights (GDPR)
If you are located in the European Union and your data is processed under GDPR:
12.1 Legal Basis for Processing
We process your personal information based on:
· Contractual necessity (performing load brokerage services)
· Legal compliance (FMCSA and transportation regulations)
· Your explicit consent
· Legitimate business interests
· Protection of vital interests
12.2 Data Subject Rights
You have the right to:
· Access your personal information
· Correct inaccurate data
· Request erasure ("right to be forgotten")
· Restrict processing
· Data portability
· Object to processing
· Withdraw consent at any time
12.3 Data Protection Officer
For GDPR-related inquiries, contact our Data Protection Officer at support@northerngoldlog.com
13. How We Handle Disputes and Complaints
If you have concerns about our privacy practices:
1. Contact Us First: Email support@northerngoldlog.com with details of your concern
2. Investigation: We will investigate and respond within 45 days
3. Resolution: We will work to resolve the issue to your satisfaction
4. Regulatory Complaint: You may file a complaint with:
o CCPA: California Attorney General
o GDPR: Data protection authority in your EU country
o General: Your state's attorney general or consumer protection agency
14. Policy Updates and Changes
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. Changes will be effective upon posting to our website or communication to you. Continued use of our services following notification of changes constitutes your acceptance of the updated policy.
We will notify you of material changes by:
· Posting the updated policy on our website with an updated "Effective Date"
· Sending email notification to registered users
· Obtaining explicit consent if required by law
15. Contact Information
For questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact:
Northern Gold Logistics
Privacy Officer
Email: support@northerngoldlog.com
Phone: (605) 215-6660
Mailing Address: 12064 98th Street Southeast, Cogswell, ND 58017
Attn: Privacy Officer / Legal Department
Data Protection Officer (GDPR)
Email: support@northerngoldlog.com
Compliance and Record Requests
For transaction records, load documentation, or regulatory compliance inquiries:
Email: support@northerngoldlog.com
Phone: (605) 215-6660
We typically respond to inquiries within 5 business days and to formal requests within 45 days.
16. Acknowledgment
By using our services, accessing our website, or doing business with Northern Gold Logistics, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of our services.
Last Updated: January 6, 2026
This Privacy Policy is provided for informational purposes and is not a substitute for legal advice. While we have made every effort to ensure accuracy and compliance with current regulations as of January 2026, we recommend consulting with a qualified attorney to ensure full compliance with all applicable federal, state, and local privacy laws.
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