Privacy Policy

1. Introduction

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

Logistics WMS 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

Logistics WMS 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 Logistics WMS platform:

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

Logistics WMS 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
• following up the implementation of the platform with its customers and implementation partners, including the satisfaction surveys described in section 12.

3. AI Assistant Overview

The Logistics WMS 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 Logistics WMS 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

Logistics WMS 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 Logistics WMS
• 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

Logistics WMS 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

Logistics WMS 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 Logistics WMS 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. Implementation Follow-up and Satisfaction Surveys

The Logistics WMS platform may be implemented at a customer's site by Logistics WMS itself or by an implementation partner. To ensure the quality of each implementation, Logistics WMS follows its progress and asks the customer how it went. For this processing, Logistics WMS acts as the Data Controller.

What data we process

• name, email address and language of the contact person named for the implementation, at the customer and at the partner
• implementation dates, sessions, postponements and status, as reported by the partner or recorded by Logistics WMS
• survey answers: how likely you are to recommend the implementer (0 to 10), whether dates were met, the consultant's product knowledge, whether your team can run the platform on its own, an optional comment, and the choices "you can share my comment with the partner" and "I would like someone to contact me"
• aggregate platform usage indicators (whether the account was activated, the number of operations in recent days and the date of last activity), used only to confirm the progress the partner reports. Warehouse operational data is not used.

Why we use it, and on what basis

• asking the partner for the implementation date and progress and, once it is finished, asking the customer for their view
• contacting the customer after a low rating or when they ask to be contacted
• assessing the quality of implementation partners, including when choosing which partner to suggest to new customers.

The legal basis is Logistics WMS's legitimate interest in ensuring the quality of the service the customer has contracted and in managing its partner network (Article 6(1)(f) GDPR). These emails are service communications about the implementation, with no marketing content: they are not affected by newsletter subscriptions. Answering the survey is optional. You can object to this processing at any time by replying to the email or writing to [email protected]; we will then stop sending these emails.

No decision with legal or similarly significant effects is taken solely by automated means: ratings are reviewed by Logistics WMS staff.

How the links work

Each email contains a personal link to a survey page. Opening the link does not record any answer: only submitting the form does. The page uses no cookies or third-party content, is not indexed by search engines, and the link expires after 14 days.

Who has access

• the Logistics WMS team
• the implementation partner sees your comment only if you allow it in the survey
• Brevo (Sendinblue SAS, France), which sends the emails on behalf of Logistics WMS as a processor
• Google Cloud, where the data is hosted, as a processor.

How long we keep it

Implementation records and survey answers are kept for as long as the customer relationship lasts and up to 3 years after it ends, unless you object sooner. An unanswered link stops working after 14 days.

13. 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.

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

For the processing described in section 12, where Logistics WMS is the Data Controller, requests should be sent directly to [email protected]. You also have the right to lodge a complaint with the Portuguese data protection authority (CNPD) or the supervisory authority in your country.

14. 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, Logistics WMS may provide supplementary notices or product documentation.

15. 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.

16. Contact

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

Logistics WMS
[email protected]