Privacy Policy

1. Introduction

Offload ("we," "our," or "us") provides a specialized business-to-business (B2B) sales order automation and workflow processing platform. The platform integrates with wholesale communication channels (such as WhatsApp Business API and Email accounts), parses unstructured messages, audits them against core enterprise resource planning (ERP) databases, and generates draft transactions.

We are committed to protecting the proprietary, operational, and personal information of our business clients ("Customers") and their respective end-customers ("End-Users"). This Privacy Policy details our practices concerning the collection, usage, processing, storage, sharing, and protection of information that is processed through our web portal, client APIs, and chat pipelines (collectively, the "Services").

By accessing or using the Services, you acknowledge that you have read, understood, and agreed to be bound by the terms of this Privacy Policy. If you do not agree with the terms outlined herein, you must immediately discontinue your use of the Services.

2. Information We Collect

As a dedicated B2B software provider, the scope of information processed by Offload is strictly limited to transaction histories, business contacts, and operational metrics. We collect the following categories of information:

A. Business Account Information

To establish, configure, and maintain your account, we collect corporate contact metadata. This includes your registered company name, corporate billing address, contact person name, professional email address, office telephone numbers, bank account and billing details, and active tax identifiers.

B. Customer Communication Streams

When you connect your WhatsApp Business API endpoint or enterprise email server to the Services, we ingest data transmitted during customer interactions, which may include raw text messages, voice notes, email bodies, sender/recipient telephone numbers and email addresses, timestamps, and files or attachments (such as PDF purchase orders, Excel spreadsheets, images of paper receipts, and quotations).

C. Operational Data

To enable automatic SKU resolution and price audits, our Services query and process product catalogs, unit-of-measure (UOM) configurations, customer-specific contract price sheets, multi-warehouse stock levels, and historical order profiles uploaded by your company.

D. Technical and Telemetry Data

We automatically collect telemetry logs from your team's use of the portal, including IP addresses, browser types, device information, operating system configurations, login timestamps, API access tokens, audit trails of who reviewed and approved specific drafts, and clickstream interactions.

3. How We Use Your Information

We use the collected information solely to deliver, secure, maintain, and optimize our B2B workflow automation services. We do not sell this data.

• Automated Workflow Processing: Analyzing messages to match unstructured requests against your ERP databases, compiling order drafts.
• ERP System Ingestion & Delivery Management: Staging sales orders in your systems and verifying stock levels and client shipping details.
• Performance Tuning & System Integrity: Detecting and preventing fraudulent activities, unauthorized API calls, and service abuse.
• Customer Support: Resolving integration errors, pipeline disruptions, and user questions.
• Legal Compliance: Complying with regulatory obligations, record-keeping demands, and corporate audit trails.

4. Artificial Intelligence Processing

Our Services utilize advanced Natural Language Processing (NLP) and Artificial Intelligence (AI) models to analyze the unstructured communications you receive.

Scope of AI Activities: The AI models read text and document attachments to extract structured transactional details (such as identifying that "5 units of item X" translates to warehouse SKU "X-005" with a specific Unit of Measure), verify prices against contract terms, draft appropriate replies, and identify missing order details (such as missing delivery addresses).

No Automated Final Decisions: The AI is designed to act strictly as an operational co-pilot. All AI-generated outputs, including draft sales orders, pricing matches, and email drafts, must be reviewed and approved by an authorized member of your staff before they are committed to your ERP or transmitted to End-Users. Users retain sole operational responsibility and judgment.

5. AI Service Providers

We utilize enterprise-grade commercial developer APIs (such as the OpenAI API and Google Cloud Vertex AI / Gemini API) to perform specific AI parsing operations.

These providers process the content sent to their APIs to perform the requested AI task. Their data-handling and retention terms depend on the provider and the configuration used for your service.

6. Information Sharing

We share information with third parties only in the limited circumstances described below:

• Website enquiries: When you submit the demo form, your name, work email, company, contact number, and message are sent to Formspree to process the enquiry and notify us.
• Infrastructure Providers: Data is hosted on secure cloud infrastructure providers (such as Amazon Web Services or Google Cloud Platform).
• Sub-processors: We share metadata and document content with our commercial AI developers and ERP systems that you choose to integrate.
• No Sale of Data: We explicitly do not sell, rent, or trade your personal information, customer conversation history, email transcripts, or uploaded business documents.
• Legal & Regulatory Demands: We may share information with public authorities, courts, or law enforcement if required by a valid legal subpoena, warrant, or statutory requirement.

7. Data Security

We use measures to protect access to the Services and the data they process:

• Transport security: The web portal uses HTTPS to protect data sent between your browser and the site.
• Access Control: We use multi-factor authentication (MFA) to protect access to internal systems.
• Review history: The order workflow records staff review and approval actions.

No transmission method over the Internet or digital storage structure is 100% secure, and we cannot guarantee absolute protection.

8. Data Retention

We retain business data and communication records to operate the service and meet applicable business or legal requirements. If you close your account, contact us to discuss deletion or export of your data. We will explain any records that must be retained.

9. Cookies

We use cookies and similar browser storage technologies for essential service operations.

• Authentication & Security: We set cookies to keep your team logged in securely and protect against cross-site request forgery.
• Session Preferences: Temporary cookies remember layout state and workflow choices.
• Browser Controls: You can manage cookies in your browser settings. Disabling essential cookies may affect the portal's functionality.

10. Privacy Requests

If you have a question about personal data processed through Offload, or want to request access or correction, contact us using the details below. We will review requests under applicable law, including Singapore's Personal Data Protection Act where it applies.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect shifts in AI API terms, regulatory standards, or new feature additions. The revised policy will be posted on this page, and the "Last updated" date at the top will be changed accordingly. We encourage you to review this policy regularly.

12. Contact Information

For questions, complaints, or inquiries, please contact: