Freight Photo Retention Addendum

Supplements the LanePilot Privacy Policy currently in force and Addendum 1 (Freight Evidence Photos). It does not replace them. Where this Addendum is more specific about freight evidence photos, the more specific terms govern.

This section replaces the retention treatment previously stated in Addendum 1.

We keep a freight evidence photo based on the event that closes the record it belongs to:

• A photo linked to a claim or dispute is kept until four years after that claim or dispute is finally resolved.
• A photo linked to a shipment or receipt, but to no claim or dispute, is kept until four years after that shipment or receipt is closed.
• A photo never linked to a shipment, receipt, claim, or dispute is kept until 24 months after it is uploaded.

These periods are defaults. Where a longer period is required by applicable law, a tariff, a transportation agreement, a customer contract, a regulatory obligation, or a legal hold, that longer period controls. At the end of the applicable period we securely erase the photo and its embedded metadata from our active systems, and any residual copy in an encrypted backup ages out through the ordinary backup rotation described in the Privacy Policy. Because a photo tied to a claim or dispute that is still open is kept until four years after that matter resolves, a photo may be stored for longer than four years from the day it was uploaded. The four-year period runs from the closing event, not from upload.

This aligns freight evidence photos with the retention we already apply to the shipment, invoice, audit, and dispute records they support. The period is LanePilot's retention decision, informed in part by carrier claim procedures, applicable transportation agreements and tariffs, and the limitation periods that can apply to freight, payment, audit, and contract disputes.

When your organization's account is deleted, freight evidence photos are erased through the 29-day recovery window described in the Privacy Policy, except where a legal hold, an unresolved claim or dispute, a fraud or security investigation, a contractual obligation, the defense of legal claims, or another lawful basis requires us to keep a photo longer. A legal hold overrides ordinary deletion and preserves a photo for as long as the hold requires.

When your organization removes a person, we sever that person's name and other identifier fields from your organization's records, including records connected to a photograph they uploaded. We do not alter the photograph itself, which is kept as your organization's evidentiary record.

Severing the name does not, on its own, remove a person who is still visually identifiable in an image. If you are a person who appears in a freight evidence photograph and you want it addressed, you may contact [email protected] to request a review. We will evaluate the request under applicable law, the customer's interest in the evidentiary record, any retention obligation that applies, and any legal hold, and respond accordingly. This is a right to request a review. It is not an unconditional right to deletion where the law permits or requires us to keep the record.

The storage provider already disclosed in our Privacy Policy as holding uploaded documents also holds freight evidence photographs, in a separate, private storage location.

Freight evidence photographs are not used to train or fine-tune any AI model. They are also not sent to, read by, or analyzed by any AI system at all, whether for training or for automated interpretation such as damage detection, and we do not use facial recognition, biometric identification, license-plate recognition, or similar image-identification technologies on them. If LanePilot ever introduces a feature in which an AI system reads these photographs, we will update this Addendum before that feature becomes available.

Our Privacy Policy's retention table is supplemented to include freight evidence photos, kept for the periods stated above.

These two clarifications are not specific to freight evidence photographs. They are included here so they ship in the same revision as the photo changes, rather than as separate edits.

Account deletion and records held under a retention obligation. Our Privacy Policy's account-deletion section is clarified as follows: some categories of records are subject to a retention period in our retention schedule, and where a record is still within its retention period we keep it until that period ends even if you ask us to delete it; a deletion request does not shorten it. In practice, account and contact records, and anything not tied to a retention obligation, are erased at the end of the recovery window; receiving, warehouse, inventory, shipment, invoice, audit, and dispute records that are still within the four-year period in our retention schedule are kept until that period ends and then erased; and vendor records, notes, and routing guides, which sit on a shorter rule, are erased. A legal hold preserves any record for as long as the hold requires.

The free invoice-audit page on our website. Our Privacy Policy already discloses that we collect a business's contact details when it emails documents to an intake address such as invoices@ or contracts@ for a free audit. The same applies when you use the free invoice-audit page on our website: if you submit an invoice and quote for a free audit there, we receive those documents and record the name, business email address, and company you provide as a lead record, on the same basis and for the same purpose. You can ask us to remove your details at any time at [email protected].

Privacy rights and deletion requests: [email protected]. LanePilot Technology, LLC, 8370 Wattsburg Road, Erie, PA 16509.