Effective October 7, 2026

Privacy policy

Senda provides software for trade operations, shipment management, documentation, and related workflows. Senda is operated by SHMAPLEX ("we", "us"). This policy explains how we handle information when you use the Senda website and application, including when you connect an AI assistant to your Senda account.

Who Senda is for

Senda is business software for companies and the people who work for them. It isn't intended for, or directed at, anyone under 18, and an account must be opened by someone authorised to act for a business.

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, Anthropic to read documents the other extraction engines cannot and to rank HS code suggestions, Stripe for payments, Amazon SES and Google Workspace for transactional email, OpenAI and 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.

When you ask us for a workflow review or a demo, join our waitlist, request a plan, or create a Senda account, we also pass details of that request to Runner, our own sales platform, which records it and supports the follow-up:

for a workflow review or a demo: the contact details and the operational summary from your request, and the consent you gave;
for the waitlist or a plan request: your email address, your name if you gave it, whether you joined from the website or from a plan request, and your answers to the optional questions about company type, shipment volume and timeline;
when you create an account: your email address, once confirmed.

We do not send the free-text detail you wrote about your corridors, workflow, or existing systems, the company, role, or interest you entered when joining the waitlist, or which plan you asked about. This applies only to these requests and to account sign-up — it is never used for the operational records, shipments, or documents inside your Senda account.

Each of these providers, Runner included, works on our behalf. An AI assistant you connect to Senda is different: its provider receives what the assistant reads for you, under that provider's own terms, as described in AI assistants you connect.

AI assistants you connect

You can connect an AI assistant, such as ChatGPT, Claude or Codex, to your company's Senda account and ask it about your records. Every connection starts with your company: someone who can see its records signs in to Senda from the assistant and approves the request, or an admin creates a Senda API key and adds it to the assistant. Either way, your plan must include API access. Nothing is connected unless someone in your company does this.

What an assistant can read

An assistant receives only what each of its requests returns, and only from the one company the connection belongs to: that company's name and plan, its shipments, orders, containers and tally reports, and the details of documents on file (their type, what they're attached to, whether a file was uploaded, and when). It never receives the contents of a document or a link to download one. It can also ask for HS code suggestions, which come from Senda's copy of the US tariff schedule and read none of your records. A connection is read-only: it can't create, change or delete anything in Senda.

Senda never sends anything to an assistant on its own. Data moves only when the assistant asks, at the direction of the person using it. The assistant sends Senda only what a request needs, such as a shipment number to look up or a product to suggest HS codes for; we use it to answer that request and don't keep it. Senda doesn't receive your conversation with the assistant.

Who receives it

What an assistant reads goes to the company that provides it: OpenAI for ChatGPT and Codex, Anthropic for Claude, or the provider of any other assistant you connect. You choose that provider, and it handles what it receives under its own terms and privacy policy and your agreement with it, not under this policy. This is separate from the service providers listed above, which work for us. OpenAI and Anthropic also appear in that list, for other Senda features; that work has nothing to do with an assistant you connect. Apart from the hosting and database providers that run Senda for every customer, we don't share what a connection reads with anyone, and we don't use it to train AI models.

What we keep about a connection

For each connection made by signing in, we keep:

the name the assistant gave itself, and the web addresses it asked us to send you back to;
who approved it, for which company, and what it may do;
when it was connected, when it expires and when it was last used, and, if it was ended early, when and why, and who ended it if someone in your company did;
a count of its requests in the current minute, to apply a rate limit;
a one-way hash of each sign-in code and token it was given. We never keep the codes or tokens themselves.

An API key is kept with your account: its name, a few of its characters so you can recognise it, who created it, when it was created, last used and revoked, how many requests it has made, and a one-way hash of the key. We never keep the key itself.

How long we keep it

A daily clean-up deletes these records automatically once each one is past its window:

Sign-in codes, which work for 10 minutes, are deleted one day after they expire.
Access and refresh tokens are deleted seven days after they expire or are revoked. An access token works for an hour; a refresh token works for 30 days and is replaced each time it's used.
A connection that has ended, whether it was disconnected or expired, is deleted 90 days after it ended. A connection expires when it hasn't been used for 30 days. The assistant's registration is deleted with its last connection.
A registration nobody approved is deleted after a day.

A connection that is still in use is kept while it is in use. A revoked API key's record stays with your account's other records.

Logs and abuse limits

Each time an assistant uses Senda, we log the name of the tool it used, how long it took, whether it worked, your company's Senda ID, and whether it signed in or used an API key, but never what it asked for or what it was sent. When a read fails, we also log the technical error so we can fix it. Each step of signing in is logged with Senda's own IDs for the assistant, the connection, your company and the person, and never with a code or a token.

Our hosting provider, Vercel, keeps these log lines, with basic details of each request it serves such as the time, the IP address it came from and the app that sent it, for one day on Senda's current plan. If that changes, we'll update this policy.

To prevent abuse, requests to Senda's sign-in service for assistants are limited per network. To count them we store a one-way hash of the network's IP address, never the address itself. Each count expires after 24 hours and is then deleted.

Seeing and ending a connection

Anyone in your company who can see its records can see every connected assistant under Settings → Integrations → Connected assistants: which assistant it is, who connected it, when, and when it was last used. An admin can disconnect any of them there, and its access ends at once. An assistant can also end its own connection, but only disconnecting in Senda is certain to end it. A disconnection is recorded in your company's audit log, with who did it, when, and the IP address they did it from.

API keys are listed under Settings → Integrations → API keys, where an admin can revoke one. A revoked key stops working at once.

Ending a connection stops further reads. It doesn't remove what the assistant has already received: that is held by the assistant's provider, so delete it there, for example by deleting the conversation.

Questions about connections

Questions about assistant connections, or requests about the data involved, can be sent to team@sendaship.com.

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.
Linking visits to you: while analytics is on, when you sign in to Senda or join the waitlist, Runner links this browser's visits to your account or your waitlist request, so we can see which pages were read before and after. The link uses an opaque identifier — never your email address or name. Turning analytics off stops 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. Records about AI assistant connections are deleted on the schedule in AI assistants you connect. 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, by emailing team@sendaship.com. You can manage subscription billing through the Stripe customer portal. An admin can disconnect an AI assistant or revoke an API key at any time under Settings → Integrations, and its access ends at once. If you asked us for a workflow review or a demo, use the link in your confirmation email to withdraw consent, or email team@sendaship.com to have those details deleted.

Contact

Senda is operated by SHMAPLEX. Questions or privacy requests, including about AI assistant connections, can be sent to team@sendaship.com.