Effective September 17, 2026

Privacy policy

Senda provides software for trade operations, shipment management, documentation, and related workflows. This policy explains how we handle information when you use the Senda website and application.

Information we collect

We collect account and business information you provide, operational records and documents you upload, billing identifiers supplied by Stripe, support communications, and technical information needed to secure and operate the service.

How we use information

We use information to provide and improve Senda, authenticate users, process subscriptions, deliver requested document-processing features, respond to support requests, prevent abuse, and comply with legal obligations. If you turn on the optional "Use my documents to improve parsing" setting, we also use the text extracted from your uploaded documents, and any corrections you make to that extracted data, to improve document-parsing accuracy across Senda.

Training and derived data

Using your documents to improve parsing is optional and off by default. You control it from Data & Privacy in your account settings and can turn it on or off at any time. While enabled, Senda creates derived data — numerical representations (embeddings) of extracted document text and your corrections — kept separate from other accounts' derived data and used only to improve parsing, never to train a model shared back out as your identifiable content. Turning the setting off, or deleting a document, stops further training use and removes the derived data created from it.

Sales enquiries and workflow review requests

If you ask us for a workflow review or a demo, we collect the contact and operational details you enter on that form and use them to prepare and carry out the review and to follow up about your request. We ask separately for permission to call you, to send you a recorded product overview, and to send you product or industry updates — we never treat asking for a demo as agreement to any of those, and we record which version of this policy and of the consent wording you were shown.

If we follow up by phone, that may be a member of our team or Senda's automated assistant calling on our behalf. Automated calls always identify themselves as automated at the start, and you can ask to speak to a person at any time. We do not record or transcribe a call unless the applicable disclosure and consent for your location permit it, and where recordings or transcripts exist they are restricted to staff who need them and access to them is logged.

Every confirmation email for these requests contains a link you can use at any time to withdraw permission to call you, to stop the recorded overview, and to stop product updates. Doing so also stops your details being passed to the sales platform described below.

Service providers

Senda uses service providers including Vercel for application hosting, Supabase for PostgreSQL infrastructure, Google Cloud for object storage and document-processing services, Stripe for payments, Amazon SES and Google Workspace for transactional email, Pinecone to support the optional document-parsing improvement feature described above, and — for measuring use of the public website, as described below — Google Analytics, Microsoft Clarity, and Runner.

Where you have asked us for a workflow review or a demo, we also pass the contact details and the operational summary from that request to Runner, our own sales platform, which records the enquiry and the consent you gave and supports the follow-up. We do not send it the free-text detail you wrote about your corridors or existing systems. This applies only to sales enquiries — it is never used for the operational records, shipments, or documents inside your Senda account.

Cookies and analytics on the public website

We use essential cookies for sign-in, security, and preferences. Whether optional analytics cookies are on when you arrive depends on the privacy law where you are. Where the law allows it, they are on until you turn them off. Where it requires your agreement first — including in the European Union, the United Kingdom, and South Korea, and anywhere we have not yet reviewed — they stay off until you accept. If your browser sends a Global Privacy Control signal, they are not turned on for you by default. You can change your choice at any time from Cookie settings in the site footer. Senda does not use advertising cookies.

Measuring visits

• What this collects: the page visited, the page you came from, your browser and device type, an approximate location, and which organisation a visit appears to come from. When analytics is on, a cookie lets repeat visits from the same browser be counted together.
• Who processes it: Google, as our processor, under the Google Analytics terms; and Runner, the SHMAPLEX platform that also records sales enquiries, which records page views and the consent choice you made. Runner never reads what you type into a form — anything you enter reaches us only when you submit it.
• When analytics is off: no analytics cookie is set. Google may still receive a basic page-view signal that carries no cookie identifier.

Session recording

When analytics is on, we use Microsoft Clarity to record how visitors use our public pages, and to replay those sessions and view them as heatmaps, so we can see where a page is confusing.

• What this collects: pointer movement, scrolling, clicks and taps, the pages visited, and the size of the browser window. Text you type into form fields is masked before it is recorded.
• Who processes it:Microsoft Corporation, as our processor, under Microsoft Clarity's own privacy terms and retention period.
• What it does not record: visitors with analytics turned off are not recorded, recording stops as soon as analytics is turned off, and signed-in Senda application screens — your orders, shipments, and documents — are never recorded.

Retention and security

We retain information for as long as needed to provide the service, meet contractual and legal obligations, and resolve disputes. Derived data created for the optional parsing-improvement feature is retained only while that setting stays enabled and the source document exists, and is removed when you turn the setting off or delete the document. We use access controls, encrypted transport, scoped credentials, and other reasonable safeguards, but no online service can guarantee absolute security.

Workflow review and demo requests are kept for up to 24 months, or for 90 days after we record that we are not a fit, whichever comes first. After that we remove the identifying details — your name, email, phone number, and everything you wrote — and keep only anonymous summary information such as company type and shipment volume band, which no longer identifies anyone. A request to stop contacting you is kept beyond that point, because it is the record that ensures we honour it.

Your choices

You may request access, correction, export, or deletion of personal information, subject to legal and operational retention requirements. You can manage subscription billing through the Stripe customer portal. If you asked us for a workflow review or a demo, use the link in your confirmation email to withdraw consent, or email privacy@sendaship.com to have those details deleted.

Contact

Questions or privacy requests can be sent to team@sendaship.com.