Privacy Policy

1. Scope

This Privacy Policy explains how we collect, use, disclose, and protect personal information related to our refrigerated warehouse and distribution services for wine, spirits, and food (the "Services"), including our customer portal, website, delivery operations, and on-premises facility (CCTV/access control). This policy does not replace any legally required employee or applicant privacy notices.

2. Information We Collect

We collect the following categories of personal information, as permitted by law and necessary to run our operations:

• Identity & Contact: name, company, role/title, email, phone, billing/shipping address.
• Order & Account: customer IDs, order history, SKU/lot references, purchase details, delivery preferences, portal credentials (hashed), support requests.
• Age/ID Verification (Alcohol Compliance): date of birth, driver's license/state ID number (visual check or scan when required by law).
• Payment: last-4 of card, payment tokens, billing info (processed via PCI-compliant providers; we do not store full card numbers).
• Logistics/Operational: shipment tracking numbers, proof-of-delivery (signature, printed names, time stamps), route information, driver/vehicle assignment.
• Facility & Security: visitor logs, badge/access records, CCTV footage covering docks, refrigerated zones, and common areas (no CCTV in restrooms or private areas).
• Technical: IP address, device/browser info, cookies, portal usage logs, and error diagnostics.
• Supplier/Vendor: contact details, contracts, compliance documents, insurance, and tax information.

3. Sources of Information

• Directly from you or your organization (account setup, orders, forms, email/phone).
• Automatically via our website/portal and operational systems (WMS, TMS, temperature/telematics/IoT alerts).
• From carriers, payment processors, compliance services (age/ID), and integration partners (e.g., ecommerce/WMS connectors).

4. How We Use Information

• Perform Services: account creation, order intake, inventory management (including temperature-controlled storage), picking, packing, shipping, delivery, returns, and customer support.
• Legal/Compliance: alcohol age verification; import/export, tax, and recordkeeping obligations; fraud prevention; safety and security.
• Operations & Quality: temperature monitoring and alerts, incident logs, audit trails, training, forecasting, and service improvement.
• Billing & Collections: invoicing, payments, charge resolution.
• Security: access control, CCTV monitoring, intrusion and loss prevention.
• Communications & Portal: order updates, service notices, and account administration.
• Analytics: site/portal performance, feature usage, optimization.

5. Sharing & Disclosures

We share personal information only as needed to deliver the Services or as required by law:

• Carriers & Delivery Partners (labels, routing, POD).
• Payment Processors (PCI-compliant).
• Technology Providers (WMS/TMS, hosting, email, support tools).
• Compliance/Verification Services (age/ID checks for alcohol).
• Professional Advisors (legal, insurance, audit).
• Authorities/Regulators when required by law or to protect rights, safety, and security.

We do not sell personal information. We do not share it for cross-context behavioral advertising.

6. Cookies & Tracking

We use necessary cookies for login/session security and basic analytics to improve the portal and website. You can control cookies through your browser settings, though certain features may not function without them. We do not respond to "Do Not Track" signals.

7. Retention

We retain information only as long as needed for the purposes above, including legal, regulatory, tax, and alcohol-compliance recordkeeping requirements. Typical retention ranges:

• Orders, delivery, and inventory records: up to 7 years (or longer if legally required).
• CCTV/access logs: 30–90 days unless needed for an investigation.
• Account data: for the life of the account and a reasonable period thereafter for backups, disputes, and compliance.

8. Security

We use administrative, technical, and physical safeguards appropriate to our operations, including role-based access, encryption in transit/at rest where applicable, facility access controls, and staff training. No system is 100% secure; please notify us immediately if you believe your account has been compromised.

9. Your Choices & Rights

• Access/Update: you may request access to or correction of your account information.
• Deletion: you may request deletion where permitted (we may retain data required by law or to complete transactions).
• Marketing: you can opt out of non-transactional communications at any time.

To exercise rights, contact privacy@chilledsolutions.com. We may verify your identity before fulfilling requests. Authorized agents may act on your behalf where permitted and properly documented.

10. Children's Privacy

Our Services are for businesses and individuals 21+ where alcohol is involved. We do not knowingly collect personal information from children under 16.

11. International Transfers

Our operations are U.S.-based. If data is transferred across borders (e.g., multinational clients), we will use appropriate safeguards consistent with applicable law.

12. Third-Party Links & Integrations

Our portal may link to or integrate with third-party systems (ecommerce platforms, carriers). Their privacy practices are governed by their own policies.

13. Changes to This Policy

We may update this Privacy Policy as our Services and laws evolve. We will post the updated date at the top and, where required, provide additional notice.