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GDPR Privacy Policy

1. Introduction

Sphere Global (“we,” “us,” “our,” or the “Company”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and other applicable data protection laws.

This policy applies to personal data processed through:

  • Our website at www.sphereglobal.com
  • Our software platforms (ELEVATE, PRISM, ALVAR)
  • Our mobile applications
  • Our AI-powered vehicle inspection and logistics solutions
  • Our customer support and business operations
2. Data Controller Information

Data Controller:

Sphere Global
Headquarters: 458 Elizabeth Ave, Somerset, NJ 08873, United States

Email: sales@sphereglobal.com
Phone: +1-732-357-8600

3. Types of Personal Data We Collect
We may collect and process the following categories of personal data:
3.1 Information You Provide Directly

Contact Information:

  • Full name
  • Email address
  • Phone number
  • Company name and position
  • Business address

Account Information:

  • Username and password
  • Account preferences
  • User roles and permissions

Business Information:

  • Company details
  • Fleet information
  • Logistics requirements
  • Service preferences

Communication Data:

  • Correspondence via email, phone, or chat
  • Support tickets and inquiries
  • Feedback and survey responses
  • Demo requests and form fills
3.2 Information Collected Through Our Services

Platform Usage Data:

  • Login credentials and access logs
  • Feature usage statistics
  • System performance data
  • Error reports and debugging information

Vehicle and Logistics Data:

  • Vehicle identification numbers (VIN)
  • License plate information
  • Vehicle inspection reports and images
  • Damage detection data
  • Route information
  • Load and shipment details
  • Driver scheduling information
  • Fuel consumption data

Driver and Operator Information:

  • Driver identification
  • Driver license information (where applicable)
  • Hours of Service (HOS) compliance data
  • Performance metrics
  • Location data (GPS tracking)
  • Electronic Proof of Delivery (ePOD) data
  • Electronic Bill of Lading (eBOL) information
3.3 Information Collected Automatically

Technical Data:

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Time zone settings
  • Browser plug-in types and versions

Website Usage Data:

  • Pages visited
  • Time spent on pages
  • Click patterns
  • Download history
  • Search queries on our site
  • Referring website addresses

Cookies and Tracking Technologies:

  • Session cookies
  • Persistent cookies
  • Web beacons
  • Analytics identifiers
  • Marketing tracking pixels
3.4 AI and Computer Vision Data

Image and Video Data:

  • Vehicle photographs
  • Inspection videos
  • Damage detection images
  • Yard and facility surveillance footage (where applicable)
  • AI-processed visual data outputs
4. Legal Basis for Processing
We process your personal data based on the following legal grounds:
4.1 Contract Performance
Processing necessary to fulfil our contractual obligations to you, including:
  • Providing logistics and vehicle inspection services
  • Managing your account
  • Processing transactions
  • Delivering customer support
4.2 Legitimate Interests

Processing necessary to fulfil our contractual obligations to you, including:

  • Improving our services and developing new features
  • Ensuring platform security and preventing fraud
  • Conducting business analytics
  • Direct marketing to existing customers
  • Managing business relationships
4.3 Legal Obligations

Processing necessary to comply with legal requirements, including:

  • Tax and accounting obligations
  • Regulatory compliance in transportation and logistics
  • Responding to legal requests and court orders
  • Safety and compliance reporting
4.4 Consent
Processing based on your explicit consent for:
  • Marketing communications to prospects
  • Cookie placement (non-essential cookies)
  • Optional service features
  • Participation in surveys or research
4.5 Vital Interests
Processing necessary to protect vital interests in emergency situations involving safety or health concerns.
5. Purposes of Data Processing
We process personal data for the following purposes:
5.1 Service Delivery
  • Operating our ELEVATE, PRISM, and ALVAR platforms
  • Providing AI-powered vehicle inspections
  • Managing logistics operations
  • Optimizing routes and loads
  • Scheduling drivers and resources
  • Processing damage claims and reports
  • Enabling real-time tracking and visibility
5.2 Account Management
  • Creating and managing user accounts
  • Authenticating users and ensuring security
  • Managing permissions and access controls
  • Maintaining service preferences
5.3 Customer Support
  • Responding to inquiries and support requests
  • Troubleshooting technical issues
  • Providing training and onboarding
  • Managing service complaints
5.4 Business Operations
  • Billing and payment processing
  • Contract management
  • Audit and compliance activities
  • Risk management and insurance purposes
5.5 Analytics and Improvement
  • Analyzing platform usage and performance
  • Developing new features and services
  • Conducting market research
  • Improving AI algorithms and models
  • Optimizing user experience
5.6 Marketing and Communications
  • Sending service updates and notifications
  • Providing marketing communications (with consent)
  • Sharing industry insights and resources
  • Managing events and webinars
5.7 Legal and Compliance
  • Complying with applicable laws and regulations
  • Responding to legal processes
  • Protecting our legal rights
  • Preventing fraud and ensuring security
6. Data Sharing and Disclosure

We may share your personal data with:

6.1 Service Providers
Third-party vendors who assist us in operating our business:
  • Cloud hosting providers
  • Payment processors
  • Email service providers
  • Analytics providers
  • Customer support tools
  • IT security services
6.2 Business Partners
  • Integration partners
  • Logistics partners and carriers
  • Insurance companies (for claims processing)
  • Fleet management systems
6.3 Within Our Organization
  • Subsidiaries and affiliates
  • Employees and contractors (on a need-to-know basis)
  • Professional advisors (lawyers, accountants, auditors)
6.4 Legal Disclosures
We may disclose data when required by:
  • Law enforcement agencies
  • Court orders or legal proceedings
  • Government authorities
  • Regulatory bodies
6.5 Business Transfers
In connection with:
  • Mergers or acquisitions
  • Sale of company assets
  • Restructuring or reorganization
  • Bankruptcy proceedings
6.6 With Your Consent

Other third parties with your explicit consent or at your direction.

7. International Data Transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA), including the United States where our headquarters are located.

We ensure appropriate safeguards for international transfers through:

  • Standard Contractual Clauses (SCCs) approved by the European
  • Commission
  • Adequacy decisions where applicable
  • Appropriate technical and organizational measures
  • Binding corporate rules (where applicable)
You can request information about the specific safeguards applied to your data transfers by contacting our Data Protection Officer.
8. Data Retention
We retain personal data for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

Retention Periods:

  • Account Data: Duration of active account plus 7 years
  • Transaction Records: 7 years for tax and accounting purposes
  • Vehicle Inspection Data: 5 years or as required by industry regulations
  • Marketing Data: Until consent is withdrawn or 3 years of inactivity
  • Website Analytics: 26 months
  • Support Tickets: 3 years after resolution
  • AI Training Data: Anonymized and retained indefinitely
After the retention period expires, we will securely delete or anonymize your personal data.
9. Data Security
We implement appropriate technical and organizational measures to protect personal data, including:

Technical Measures:

  • Encryption of data in transit (TLS/SSL)
  • Encryption of data at rest
  • Firewalls and intrusion detection systems
  • Regular security vulnerability assessments
  • Access controls and authentication mechanisms
  • Regular backups and disaster recovery procedures

Organizational Measures:

  • Employee training on data protection
  • Confidentiality agreements
  • Limited access on a need-to-know basis
  • Regular security audits
    Incident response procedures
  • Data protection by design and default
10. Your Rights Under GDPR
As a data subject under GDPR, you have the following rights:
10.1 Right to Access
Request a copy of your personal data and information about how we process it.
10.2 Right to Rectification
Request correction of inaccurate or incomplete personal data.
10.3 Right to Erasure ("Right to be Forgotten")
Request deletion of your personal data under certain circumstances.
10.4 Right to Restriction of Processing
Request that we limit the processing of your personal data.
10.5 Right to Data Portability
Receive your personal data in a structured, commonly used, and machine-readable format.
10.6 Right to Object
Object to processing based on legitimate interests, including direct marketing.
10.7 Rights Related to Automated Decision-Making
Not be subject to decisions based solely on automated processing, including profiling, which produces legal effects.
10.8 Right to Withdraw Consent
Withdraw your consent at any time where processing is based on consent.
10.9 Right to Lodge a Complaint

File a complaint with your local supervisory authority.

To exercise any of these rights, please contact us at sales@sphereglobal.com or use the contact information in Section 14.

11. Cookies and Tracking Technologies
We use cookies and similar tracking technologies on our website. For detailed information, please refer to our Cookie Policy at [link to cookie policy].

Types of Cookies We Use:

  • Essential Cookies: Required for website functionality
  • Analytics Cookies: Help us understand website usage
  • Marketing Cookies: Used to deliver relevant advertisements
  • Preference Cookies: Remember your settings and preferences
You can manage cookie preferences through:
  • Your browser settings
  • Our cookie consent banner
  • Cookie preference center on our website
12. Automated Decision-Making and Profiling
Our AI-powered services involve automated processing for:
  • Vehicle damage detection and assessment
  • Route optimization recommendations
  • Load optimization suggestions
  • Risk scoring and fraud detection
  • Performance analytics
These automated processes may involve profiling but do not make decisions that produce legal effects without human review. You have the right to request human intervention, express your point of view, and contest decisions.
13. Children's Privacy
Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child under 16, we will take steps to delete such information.
14. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact:

General Privacy Inquiries:
Email: sales@sphereglobal.com
Phone: +1-732-357-8600
Address: Sphere Global, 458 Elizabeth Ave, Somerset, NJ 08873, United States

Please include:

  • Your full name
  • Contact information
  • Specific right(s) you wish to exercise
  • Any relevant details about your request
We will respond to your request within one month, or inform you if an extension is necessary.
15. Complaints

If you are unsatisfied with our response to your privacy concerns, you have the right to lodge a complaint with your local data protection supervisory authority.

For EU residents:
You can find your local supervisory authority at: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en

For UK residents:
Information Commissioner’s Office (ICO)
Website: https://ico.org.uk

16. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will notify you of any material changes by:
  • Posting the updated policy on our website
  • Updating the “Last Updated” date
  • Sending email notifications to registered users (for material changes)
  • Displaying a prominent notice on our platform
We encourage you to review this policy periodically to stay informed about how we protect your personal data.
17. Additional Provisions for Specific Services
17.1 PRISM AI Vehicle Inspection
When using our AI-powered vehicle inspection services:
  • Images and videos are processed using computer vision technology
  • Data may be retained for model training (in anonymized form)
  • Damage reports are stored according to industry requirements
  • Access to inspection data is limited to authorized personnel
17.2 ELEVATE Platform
For dispatch and optimization services:
  • Location data is collected for route optimization
  • Driver performance data is processed for safety and efficiency
  • Real-time tracking data is retained for operational periods
17.3 Mobile Applications
Our mobile apps may collect additional data including:
  • Device location (GPS)
  • Camera access (for inspections)
  • Device identifiers
  • Mobile-specific analytics
18. Language

This Privacy Policy is provided in English. In case of any discrepancies between the English version and translations, the English version shall prevail.

By using our services or website, you acknowledge that you have read and understood this Privacy Policy and agree to our collection, use, and disclosure of your personal data as described herein.

For more information about Sphere Global and our services, please visit www.sphereglobal.com

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