Privacy Policy.

Rome Freight, Inc. collects information in four ways.

What you give us

• Account details: name, work email, phone number, company name, and role.
• Business information: billing contacts, tax details, and payment method.
• Load data: origin, destination, commodity, weight, equipment, dates, and reference numbers.
• Carrier data: the carrier contacts, rates, and documents you upload or that we collect on your behalf.

What we collect automatically

• Usage data: pages viewed, features used, and actions taken in the Platform.
• Device and connection data: IP address, browser, operating system, and timestamps.
• Cookies and similar technologies, described below.

What our AI Agents generate

Our AI Agents place and receive phone calls on your behalf. We record those calls and store audio recordings and text transcripts, along with the content of emails and text messages our agents send and receive.

Call recording laws vary by state, and some require the consent of all parties. Our agents disclose that the call is recorded. You are responsible for the lawfulness of the contact data you give us and for any consent your own contacts require.

What we get from third parties

• Transportation management systems and other tools you connect to Rome.
• Carrier compliance and safety providers, including FMCSA data, authority status, and insurance certificates.
• Load boards and rate data providers.
• Payment processors and identity verification services.

• To run the Platform: source carriers, negotiate, book loads, track shipments, and handle exceptions.
• To communicate with you about your account, your loads, and service changes.
• To process payments and keep our books.
• To improve our systems, including training and evaluating our models on aggregated and de-identified data.
• To detect fraud, enforce our terms, and keep the Platform secure.
• To meet legal, tax, and regulatory obligations.

We do not sell your personal information, and we do not share it with third parties for their own marketing.

Model training uses aggregated and de-identified data only. Before data enters a training set we strip identifiers so it cannot reasonably be traced back to you, your customers, or an individual carrier representative.

Carriers

To book a load we share what a carrier needs to quote and haul it: origin, destination, dates, commodity, equipment, and the contact details for pickup and delivery.

Service providers

We use vendors for cloud hosting, telephony and messaging, email delivery, payment processing, analytics, and customer support. They may process your information only to provide services to us and are bound by contract to protect it.

Integration partners

When you connect a transportation management system or another tool, we exchange the data needed to keep both systems current. You control that connection and can disconnect it.

Legal and corporate

We may disclose information when the law requires it, to respond to lawful requests, to protect our rights or someone's safety, or in connection with a merger, acquisition, or sale of assets. If ownership changes, we will tell you before your information becomes subject to a different policy.

Text messaging opt-in data and consent records are never shared with third parties for marketing purposes.

• Account data: three years after your account closes.
• Load and transaction records: seven years, to meet tax and transportation recordkeeping requirements.
• Call recordings and transcripts: two years.
• Usage and access logs: one year.
• Aggregated and de-identified data: kept indefinitely, since it is no longer linked to you.

We may keep information longer where a legal hold, dispute, or regulatory obligation requires it.

• Encryption of data in transit and at rest.
• Role-based access controls, so staff reach only the data their job requires.
• Multi-factor authentication on internal systems.
• Access logging and review of production systems.
• Security training for employees and a documented incident response process.

No system is perfectly secure. If a breach affects your information we will notify you without undue delay and within the timeframe the law requires.

Wherever you live, you can ask us to do the following, and we will respond within 30 days.

• Tell you what personal information we hold about you.
• Give you a copy in a portable format.
• Correct information that is wrong.
• Delete information, where we are not required to keep it.
• Restrict or object to certain processing.
• Withdraw consent you previously gave, without affecting what we did before you withdrew it.

To make a request, email us at the address at the bottom of this page. We may need to verify your identity first.

Under the California Consumer Privacy Act as amended, California residents have the right to know what personal information we collect and why, to request deletion, to correct inaccurate information, to limit the use of sensitive personal information, and to opt out of the sale or sharing of personal information.

Rome does not sell or share personal information as those terms are defined by the CCPA.

We will not discriminate against you for exercising any of these rights. You may designate an authorized agent to make a request on your behalf. Submit requests to the email address at the bottom of this page.

Rome is based in the United States and processes data here. If you are in the European Economic Area, the United Kingdom, or Switzerland, we rely on Standard Contractual Clauses approved by the European Commission, together with additional safeguards where they are needed, to transfer your information.

• Essential cookies keep you signed in and keep the Platform secure. These cannot be turned off.
• Functional cookies remember your preferences.
• Analytics cookies tell us which features get used so we can improve them.

You can block or delete cookies in your browser settings. Blocking essential cookies will break parts of the Platform. We honor Global Privacy Control signals where the law requires it.

Rome is a business tool and is not directed at anyone under 18. We do not knowingly collect information from children. If you believe a child gave us information, contact us and we will delete it.

The Platform may link to sites we do not control. Their privacy practices are their own, and we are not responsible for them.

We update this policy as the product and the law change. The date at the top of this page shows the most recent version. For material changes we will notify you by email or in the Platform before they take effect.