Privacy Policy

1.   Introduction

HashMove Inc. and its subsidiaries, affiliates, and authorized resellers (collectively, “HashMove”, “we”, “our”, or “us”) respect your privacy and are committed to protecting the personal information that you share with us.

This Privacy Policy explains how we collect, use, store, disclose, and safeguard Personal Information when you access or use HashMove’s websites, software applications, platforms, and related services (collectively, the “Services”).

By accessing or using the Services, interacting with HashMove, or otherwise providing your Personal Information to us, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your Personal Information in accordance with its terms and applicable data protection laws.

This Privacy Policy applies to individuals who interact with HashMove in different capacities, including:

• Users accessing the Services on behalf of a company, organization, or other legal entity (the “Customer” or “Your Organization”); and
• Individuals who visit or browse HashMove websites or otherwise  interact with our Services.

HashMove is committed to maintaining the accuracy, confidentiality, integrity, and security of Personal Information. We implement appropriate technical, administrative, and organizational safeguards designed to protect Personal Information against unauthorized access, disclosure, alteration, or destruction.

Where applicable, HashMove also provides mechanisms that allow individuals to access, update, correct, or request deletion of their Personal Information, subject to applicable legal and contractual requirements.

HashMove processes Personal Information where there is a valid legal basis to do so, including:

• performance of a contract;
• compliance with legal obligations;
• legitimate business interests; and
• consent, where required under applicable law

2.   Personal Information Handling and Privacy

HashMove collects and processes certain information to operate, maintain, and improve its Services and to enable users to create and manage individual user accounts or accounts associated with their organization (“Your Organization”). The information collected helps HashMove personalize user experiences, support system functionality, and enhance the performance and security of the Services.

For the purposes of this Privacy Policy, “Personal Information” means any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, by reference to identifiers such as a name, identification number, location data, online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that individual, including any information classified as personal data under applicable data protection laws governing Your Organization’s use of the Services.

In connection with the provision of the Services, HashMove may collect certain Personal Information including, but not limited to:

• Name
• Job title or designation
• Business address
• Business email address
• Business telephone number
• Internet Protocol (IP) address
• Account credentials and user identifiers required for system access

Such information may be required in order to enable certain functionalities of the Services, including user authentication, account administration, service delivery, technical support,security monitoring, and system optimization.

If you do not wish to provide Personal Information, amend the Personal Information provided, or if you request that your Personal Information be removed from the Services, you should contact Your Organization’s designated HashMove account administrator to determine whether alternative processes exist that allow you to perform the relevant business function without submitting Personal Information. For the purposes of this Policy, “Non-Personal Information” refers to information that does notdirectly identify an individual and cannot reasonably be used to identify orcontact a specific person. This may include technical and usage information such as device type, operating system, platform details, geographic region, system logs, and user interaction data such as navigation paths within the Services.

HashMove has appointed a Privacy Officer who is responsible for overseeing compliance with this Privacy Policy and applicable data protection requirements. The Privacy Officer is responsible for ensuring that Personal Information is handled in accordance with applicable HashMove personalize privacy laws and HashMove’s internal data protection standards.
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3.     What Personal Information Does HashMove Collect?

HashMove may collect and process Personal Information about users, customers, and business partners from various sources in connection with the provision, operation, and improvement of its Services. Such information may be collected:

• directly from you when you provide it through the Services or  otherwise communicate with us;
• from Your Organization or other companies that use the Services;
• from publicly available sources; or
• from third-party service providers, commercial information  services, or similar data providers where permitted by applicable law.
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The categories of Personal Information that HashMove may collect include, but are not limited to, the following:

a)    Account and Registration Information

Information that you provide when creating an account, registering to use the Services, subscribing to Services, or requesting additional information or support.

Examples include:

• Name
• Email address
• Telephone number
• Job title or designation
• Business name
• Business address
• Business email and phone number
• Company website
• Business profile information
• Company logo or branding details

b)    Logistics Services Information

Information necessary to enable the listing, management, and provision of logistics services through the platform.

Examples include:

• Types of logistics services offered
• Trade lanes and shipping routes
• Shipping lines and logistics partners
• Service pricing or rate information
• Terms and conditions applicable to services
• Customer-specific contract rates or commercial arrangements
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c)     Shipment and Operational Information

Information required to facilitate logistics operations and shipment management through the Services.

Examples include:

• Shipment details and booking information
• Shipment contact information
• Business identification documents
• Shipment certificates and supporting documentation
• Financial or billing information related to shipments
• Shipment tracking information
• Geo-location or route data where required for shipment monitoring
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d)    Financial and Payment Information

Information necessary to process payments and manage financial transactions associated with the Services.

Examples include:

• Preferred payment methods
• Billing details
• Account or payment processing information provided through authorized payment channels
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e)    Usage and Technical Information

Information automatically collected when you access or interact with the Services.

Examples include:

• Internet Protocol (IP) address
• Geographic region or approximate location
• Device type, operating system, and platform
• System logs and technical identifiers
• Pages visited, navigation paths, and features used within the Services
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f)     Reviews, Testimonials, and Feedback

Information that you voluntarily provide when submitting reviews, testimonials, comments, or other feedback relating to HashMove or the Services.
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g)     Communications and Support Information

Information collected when you communicate with HashMove, request assistance, or report issues with the Services.

Examples include:

• Contact details provided in communications
• Records of correspondence
• Support requests and issue descriptions
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h)    Error and Diagnostic Information

Technical information collected when the Services encounter system errors, crashes, or performance issues. Such information may be collected directly by HashMove or through authorized third-party diagnostic tools in order to identify and resolve technical problems.
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i)      Additional Information

HashMove may collect additional Personal Information where necessary to operate, maintain, and improve the Services,comply with legal obligations, protect platform security, or enhance the user experience.
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4.     How Does HashMove Use Personal Information?

HashMove uses Personal Information only for legitimate business purposes related to the provision, operation, security, and improvement of its Services, and in accordance with this Privacy Policy and applicable data protection laws.

Personal Information may be used where it is necessary to perform contractual obligations, provide requested Services, comply with legal requirements, protect legitimate business interests, or where you have provided consent.
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HashMove may use Personal Information for the following purposes:

a)    Service Delivery and Operations

• To provide, operate, maintain, and support the Services.
• To facilitate logistics transactions, shipment management, and related operational activities.
• To provide customers, carriers, and logistics partners with relevant shipment information such as shipment status, location, documentation, and other operational data required to complete logistics transactions.
• To provide users with access to logistics services, pricing information, documentation, and related operational content available through the platform.
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b)    Customer Support and Relationship Management

• To communicate with you regarding your account, requests, or inquiries.
• To provide customer support and technical assistance.
• To manage and administer customer accounts and organizational  user access.
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c)     Platform Personalization and Optimization

• To ensure that the Services and website content are presented in an effective and optimized manner for your device and usage preferences.
• To personalize user experiences, search results, and relevant service content.
• To better understand user needs, preferences, and usage behavior.
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d)    Product Development and Improvement

• To improve existing Services and develop new products, services, and platform features.
• To analyze usage patterns and system performance to enhance functionality and reliability.
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e)    Marketing and Communications

• To provide information about products, services, updates, promotions, or events that may be of interest to you, where you have consented to receive such communications or where permitted by applicable law.
• To invite you to participate in surveys, research initiatives, or feedback programs aimed at improving the Services.
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f)     Legal and Contractual Compliance

• To fulfill obligations arising from contracts entered into between you, Your Organization, and HashMove or between you and other users of the Services.
• To enforce the Terms of Use and other contractual agreements governing the Services.
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g)     Security, Fraud Prevention, and Risk Management

• To maintain the security and integrity of the Services.
• To detect, prevent, and investigate fraud, unauthorized access, or other unlawful activities.
• To manage corporate risk exposure and protect the rights, property, and safety of HashMove, its customers, and users.
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h)    Corporate and Administrative Purposes

• To comply with internal governance requirements and external audit obligations.
• To process job applications and recruitment-related activities.
• To manage access control when individuals visit HashMove or authorized partner premises.
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i)      Other Legitimate Business Purposes

• For any other purpose that is reasonably necessary to operate, maintain, and improve the Services, enhance user experience, or comply with legal obligations, provided such processing is consistent with this Privacy Policy and applicable law.
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j)      Information You Provide Directly

HashMove collects Personal Information that you voluntarily provide when:

• Creating an account or registering to use the Services
• Completing forms or surveys on the website
• Subscribing to newsletters or requesting information about Services
• Contacting HashMove for sales, technical support, or customer service
• Providing reviews, feedback, or testimonials
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k)    Automated Data Collection

HashMove may also collect certain information automatically through technical tools and analytics technologies used to operate and improve the Services. These may include system logs, device information, and usage data generated when users access the platform.

5.     How Does HashMove Collect Personal Information?

HashMove collects Personal Information through both direct and automated methods when individuals interact withthe Services.
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a)    Log Files

Like many SaaS platforms and online services, HashMove automatically collects certain technical information through server log files when users interact with the Services.
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Log file data may include:

• Internet Protocol (IP) address
• Browser type and version
• Internet service provider
• Device type and operating system
• Date and time of access
• Pages visited and navigation paths
• Referring or exit pages
• System activity and performance data
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This information is used for purposes such as system administration, security monitoring, troubleshooting, analytics, and platform optimization.
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b)    Cookies and Similar Technologies

HashMove uses cookies and similar tracking technologies to enhance the functionality, security, and performance of the Services and to understand how users interact with the platform.

Cookies are small data files stored on a user’s device when visiting a website. These cookies allow HashMove to recognize devices, maintain session continuity, remember user preferences, and analyze platform usage.

Cookies used by HashMove generally fall into the following categories:
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c)      Essential Cookies

These cookies are necessary for the proper functioning of the Services and cannot be disabled without affecting core platform functionality.

Examples include cookies that:

• Maintain user sessions across pages
• Store information entered into web forms
• Support authentication and security controls

                           I.         Analytics and Performance Cookies

These cookies collect information about how users interact with the Services so that HashMove can improve platform performance and user experience.

For example, HashMove may use analytics services such as Google Analytics to collect aggregated information including:

• Number of website visitors
• Pages viewed and navigation paths
• Source of website traffic
• General user engagement metrics
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These cookies collect information in an aggregated and anonymized form wherever possible.
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d)    Functional Cookies

Functional cookies allow the platform to remember user preferences and settings.

These may include cookies that store:

• User cookie consent preferences
• Language or interface settings
• Session identifiers used to maintain continuity across page visits
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          I.  Visitor Tracking Cookies

HashMove may use internal tracking cookies to generate anonymous visitor identifiers and session IDs. These cookies help analyze browsing behavior such as:

• Referral sources
• Pages visited
• Types of content viewed
• Frequency of visits

Where a user subsequently provides identifying information (for example by submitting a form or creating an account), previously collected browsing data may be associated with that user profile for analytics and service improvement purposes.
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          II.  Managing Cookies

Users can manage or disable cookies through their web browser settings or through cookie preference controls available on HashMove websites.

Please note that disabling certain cookies may limit the functionality or availability of certain features within the Services.
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e)    Email Communications and Click-Through Tracking

Some communications sent by HashMove may contain embedded links that direct users to specific content on HashMove websites.

When a user clicks on such links, the request may pass through HashMove’s servers before reaching the destination webpage. This process enables HashMove to measure engagement with communications, determine interest in specific topics, and evaluate the effectiveness of its communications.

Users who prefer not to be tracked through such mechanisms may avoid clicking embedded links within marketing communications.

HashMove may also use authorized email delivery platforms such as Twilio SendGrid or similar enterprise messaging services to manage and monitor email communications.
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f)     Web Beacons and Tracking Pixels

HashMove may use technologies commonly referred to as web beacons, tracking pixels, or clear GIFs. These are small graphical elements embedded in webpages, documents, or emails.

These technologies allow HashMove to:

• Understand which parts of the Services are accessed by users
• Measure the effectiveness of marketing campaigns or website content
• Determine whether communications such as emails have been opened
• Improve personalization and relevance of communications

Information collected through these technologies is used primarily for analytics, service optimization, and communication effectiveness measurement.
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g)     Software Usage Reporting

When users interact with HashMove Software or the platform, certain technical and usage information may be automatically collected.

This information may include:

• Internet Protocol (IP) address
• Device or system identifiers
• Platform or browser details
• Usage activity and feature interaction
• Non-personal analytics information regarding service utilization
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HashMove aggregates this information across users to generate statistical insights regarding system usage patterns, service demand, and operational trends (for example, commonly used trade lanes,logistics options, or shipment configurations).

Such aggregated insights help HashMove to:

• Improve product functionality and performance
• Identify service trends and operational patterns
• Troubleshoot system issues
• Enhance user support and product development initiatives
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6.     Disclosure of Personal Information to Third Parties

HashMove does not sell Personal Information and does not disclose Personal Information to third parties except in the limited circumstances described below or as required to provide the Services.

HashMove may disclose Personal Information where:

1. User Authorization
   You or Your Organization’s authorized account administrator request or consent to the disclosure.
2. Service Delivery
   Disclosure is necessary to process transactions or provide the Services requested by you or Your Organization.
3. Service Providers and Sub-Processors
   HashMove engages trusted third-party service providers, contractors, or partners to perform services on its behalf (for example telecommunications, hosting, payment processing, or infrastructure services) (“Sub-Processors”). These parties are contractually required to  maintain confidentiality and protect Personal Information.
4. Legal and Regulatory Obligations
   Disclosure is required to comply with applicable laws, regulatory obligations, court orders, subpoena, or governmental requests, or to establish, exercise, or defend legal claims.
5. Platform Visibility Settings
   Users may choose to make certain information publicly visible through the Services (for example business listings or logistics service offerings).
6. Corporate Transactions
   Personal Information may be transferred in connection with a merger, acquisition, corporate restructuring, or sale of assets involving HashMove. In such cases, reasonable efforts will be made to ensure that the receiving entity continues to protect Personal Information in a manner consistent with this Privacy Policy.

The Services may also contain links to third-party websites operated by partners, advertisers, or affiliates. HashMove does not control such websites and is not responsible for their privacy practices. Users should review the privacy policies of those websites before submitting Personal Information.

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7.     Accessing and Updating Your Personal Information

HashMove believes that individuals should have reasonable access to their Personal Information and the ability to review, update, or correct inaccuracies.

Users may manage their Personal Information by:

1. Logging into their account and updating information through the Account Settings or other profile management features available within the Services; or
2. Contacting HashMove using the contact information provided at the end of this Privacy Policy.
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Requests to access, correct, or delete Personal Information may be subject to verification and may require coordination with Your Organization’s designated account administrator.

HashMove may decline requests that are:

• unreasonably repetitive,
• technically impractical,
• likely to compromise the privacy of other individuals, or
• inconsistent with applicable legal obligations.

Where requests cannot be fulfilled, HashMove will provide an explanation for the decision within a reasonable period, typically within thirty (30) days.

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8.     Artificial Intelligence (AI) Features

Certain features of the HashMove Software may incorporate artificial intelligence technologies designed to assist users with productivity, information analysis, and decision support.

These capabilities may utilize enterprise-grade AI platforms such as:

• Claude
• ChatGPT Enterprise
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These AI capabilities are intended to support users but not replace professional judgment, regulatory compliance obligations,or human oversight.

Users acknowledge that:

• AI-generated outputs may contain inaccuracies or incomplete information due to the probabilistic nature of machine learning models.
• All outputs should be reviewed and validated by qualified personnel before being relied upon for operational or regulatory decisions.
• AI features are provided “as-is” without warranty regarding  accuracy, reliability, or suitability for a particular purpose.
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HashMove shall not be responsible for decisions made based on AI-generated outputs. Users should exercise independent judgment and obtain professional advice where appropriate.

HashMove reserves the right to modify, suspend, or discontinue AI-powered features at any time.

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9.     Enterprise Data Privacy and Security for AI Processing

HashMove implements enterprise-grade safeguards to ensure that data processed through AI-enabled functionality remains secure and confidential.

To protect customer data:

• No data is transmitted to public or consumer-grade AI services.
• AI processing occurs either on secure private infrastructure or enterprise-dedicated cloud environments.
• All data transmissions are encrypted in transit and at rest using industry-standard security protocols.
• User data is not used by AI providers for model training, retention, or fine-tuning.
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These safeguards ensure that AIfunctionality remains consistent with enterprise data protection expectationsand contractual data privacy commitments.

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10.     Data Retention

HashMove retains Personal Information only for as long as necessary to:

• provide the Services,
• fulfill contractual obligations,
• comply with legal and regulatory requirements,
• resolve disputes,
• enforce agreements, and
• support legitimate business operations.
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Personal Information processed on behalf of customers is retained in accordance with instructions from the relevant customer organization.

Backup copies of data may be maintained temporarily within secure backup systems for disaster recovery and business continuity purposes.

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11.     Children’s Privacy

The Services are intended for business users and are not directed toward individuals under the age of 18.

HashMove does not knowingly collect Personal Information from children. If HashMove becomes aware that Personal Information from a child has been collected, reasonable steps will be taken to delete such information and deactivate the associated account.

If you believe that a child has provided Personal Information to HashMove, please contact us at legal@hashmove.com.

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12.  Changes to this Privacy Policy

HashMove may update or revise this Privacy Policy from time to time to reflect:

• changes in legal or regulatory requirements,
• updates to the Services or platform features, or
• improvements to data protection practices.
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Where material changes are made, the updated version of the Privacy Policy will include a revised “Last Updated” date.

Users are encouraged to periodically review this Privacy Policy to remain informed about how Personal Information is handled.
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13.   Data Breach

HashMove implements appropriate technical and organizational measures to protect Personal Information.

In the event of a data breach affecting Personal Information, HashMove will take appropriate steps to investigate, mitigate, and notify affected parties where required under applicable law.

14.  Sub-Processors

HashMove may engage third-party Sub-Processors to support the delivery of the Services.

Such Sub-Processors are contractually bound to process Personal Information only on behalf of HashMove and in accordance with applicable data protection laws.

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15.  Security and International Data Transfers

HashMove implements industry-standard security measures including encryption, access controls, monitoring, and secure infrastructure to protect Personal Information against unauthorized access, loss, or misuse.

Personal Information may be transferred to and processed in jurisdictions outside your country of residence. HashMove ensures that such transfers are subject to appropriate safeguards in accordance with applicable data protection laws.

16.  Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights regarding Personal Information, you may contact HashMove at:

Email: legal@hashmove.com
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HashMove will make reasonable efforts to respond to requests within thirty (30) days and will inform you of any actions taken in response to your request.

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