Privacy Policy

1. Introduction

This Privacy Policy explains how LogisticsWMS collects, processes and protects personal data when you use the LogisticsWMS platform and its integrated artificial intelligence features.

LogisticsWMS is a cloud-based warehouse management platform designed to support warehouse operations, inventory control and logistics workflows.

The platform includes an AI-powered assistant called Ticks, designed to help users interact with the system, retrieve information, generate reports and support operational decision making.

This policy describes:

• what information we collect
• how we use and protect your data
• how the AI assistant operates
• your rights under European data protection laws

LogisticsWMS processes personal data in accordance with:

• General Data Protection Regulation (EU) 2016/679 (GDPR)
• EU Artificial Intelligence Act (Regulation EU 2024/1689)

2. Roles and Responsibilities

When organizations use the LogisticsWMS platform:

• The customer organization acts as the Data Controller, determining how operational and business data is used within its warehouse operations.
• LogisticsWMS acts as a Data Processor, processing data on behalf of the customer in order to provide the software service.

LogisticsWMS may act as a Data Controller for limited purposes such as:

• maintaining platform security
• monitoring system performance
• improving the platform
• complying with legal and regulatory obligations.

3. AI Assistant Overview

The LogisticsWMS platform includes an AI-powered assistant named Ticks.

Ticks is a conversational interface powered by large language models designed to assist users in managing warehouse operations and interacting with the platform.

Depending on the features enabled by the customer, the assistant may:

• answer questions about products, inventory and warehouse operations
• retrieve and summarize information from the warehouse database
• assist users in navigating the platform and documentation
• generate operational reports and export data (such as CSV or JSON files)
• provide operational insights or recommendations based on available data
• assist with workflow automation or trigger predefined operational actions within the platform where configured by the customer.

The capabilities of the AI assistant may evolve over time as new functionality is introduced.

The level of automation depends on the specific features enabled within the customer's environment.

4. Important Limitations of AI Systems

Artificial intelligence systems may occasionally generate inaccurate, incomplete or outdated responses.

Users should be aware that:

• AI outputs may contain errors
• the system may generate plausible but incorrect information
• responses may reflect the available system context and not the full operational environment.

AI-generated outputs should therefore be reviewed and interpreted using appropriate professional judgment.

Where AI functionality provides recommendations or workflow support, the system is designed to operate within defined permissions, controls and operational configurations.

5. Data Collected When Using the Platform

When you use the LogisticsWMS platform, including the AI assistant, certain information may be processed.

User Identification Data

This may include:

• username
• email address
• user account identifiers
• tenant identifier associated with the organization using the platform.

Operational System Data

This may include operational data stored within the platform such as:

• product identifiers
• inventory information
• warehouse locations
• order and shipment data
• operational records related to warehouse processes.

AI Conversation Data

When interacting with the AI assistant, the system may process:

• messages submitted by users
• responses generated by the AI assistant
• timestamps associated with each interaction
• contextual system information used to generate responses.

User Feedback

Users may optionally provide feedback on AI responses, including:

• positive or negative ratings
• requests for human review
• comments related to AI output quality.

Generated Data

The AI assistant may generate files or reports at the user's request, including:

• CSV exports
• JSON files
• operational summaries.

6. Purposes of Data Processing

LogisticsWMS processes data for the following purposes:

• providing warehouse management functionality
• enabling AI-assisted interaction with the platform
• improving system usability and performance
• diagnosing technical issues and maintaining system reliability
• monitoring platform security and preventing misuse
• maintaining audit records for compliance and security purposes
• improving AI functionality and system capabilities.

Some conversation logs may be reviewed by authorized personnel to improve system performance and accuracy.

All personnel involved in such reviews are bound by confidentiality and data protection obligations.

7. AI Processing by Third-Party Providers

The AI assistant uses artificial intelligence models provided through the OpenAI API.

When users interact with the AI assistant:

• certain messages and operational context may be transmitted to OpenAI systems for processing
• OpenAI processes this data strictly as a service provider on behalf of LogisticsWMS
• OpenAI does not use API data submitted through the platform to train its models.

According to OpenAI's API policies:

• data may be temporarily retained for abuse monitoring purposes
• such data is typically retained for a limited period and then deleted.

To reduce the processing of personal information:

• identifiable personal data may be filtered or minimized before transmission where possible
• operational warehouse data necessary for generating responses may still be transmitted.

8. International Data Transfers

AI processing may involve the transfer of limited operational data to service providers located outside the European Economic Area, including the United States.

Where such transfers occur, appropriate safeguards are implemented, including:

• Standard Contractual Clauses approved by the European Commission
• contractual commitments from service providers to protect personal data.

These safeguards ensure that personal data receives an adequate level of protection consistent with European data protection standards.

9. Data Retention

LogisticsWMS retains data only for as long as necessary to provide the platform and comply with legal obligations.

Typical retention periods may include:

• AI conversation records retained for operational and improvement purposes for up to 24 months
• security and audit logs retained for up to 7 years, where required for legal or regulatory purposes.

Retention periods may vary depending on contractual arrangements or legal requirements.

10. Security and Data Isolation

LogisticsWMS implements technical and organizational measures designed to protect personal data.

These measures include:

• encrypted communication channels
• secure authentication mechanisms
• role-based access controls
• monitoring and logging of system activity
• infrastructure and cloud security safeguards.

The platform uses a multi-tenant architecture with strict separation of organizational data.

Each organization's data is logically isolated to prevent access by other tenants.

11. Human Oversight

AI functionality within LogisticsWMS operates under human oversight.

Authorized personnel may review AI interactions in order to:

• assess system performance
• identify errors or unexpected outputs
• improve system functionality
• ensure compliance with security and data protection requirements.

Users may also request human review of specific AI interactions through platform features.

12. Your Rights Under GDPR

Individuals located within the European Union have the following rights regarding their personal data:

• the right to access personal data
• the right to correct inaccurate data
• the right to request deletion of personal data where applicable
• the right to restrict processing
• the right to object to certain types of processing
• the right to data portability where applicable.

Requests relating to personal data should normally be addressed to the organization acting as the Data Controller.

LogisticsWMS will assist customers in fulfilling such requests where required under GDPR.

13. AI Transparency

In accordance with the EU Artificial Intelligence Act, users are informed when they are interacting with an artificial intelligence system.

AI responses, recommendations and outputs within the platform are generated automatically by machine learning models.

The AI functionality provided within the platform is designed to support operational efficiency and user interaction.

Certain features may include automated assistance, recommendations or predefined workflow actions depending on system configuration and customer settings.

Where the nature of AI functionality or its intended use requires additional transparency, governance or documentation, LogisticsWMS may provide supplementary notices or product documentation.

14. Updates to This Policy

This Privacy Policy may be updated periodically to reflect:

• changes in applicable laws and regulations
• improvements to the platform
• updates to AI functionality.

Where required, users will be notified of significant updates.

15. Contact

If you have questions regarding this Privacy Policy or the processing of personal data within the LogisticsWMS platform, please contact:

LogisticsWMS
[email protected]