PRIVACY POLICY
Cordial Systems Logistics, LLC
Effective Date: April 19, 2026 | Version 1.0
This Privacy Policy explains how Cordial Systems Logistics, LLC collects, uses, stores, protects, shares, and retains information in connection with the Cordial Systems platform and related services. By using our platform, you acknowledge and agree to the practices described in this Policy.
1. WHO WE ARE
Cordial Systems Logistics, LLC (“Cordial Systems,” “we,” “our,” or “us”) is an operational platform provider headquartered in the State of Colorado, United States. We provide structured workflow, logistics, readiness, and reporting tools designed for agency use.
This Policy applies to all users, agencies, and organizations that access or use the Cordial Systems platform (“Services”). Questions regarding this Policy may be directed to privacy@cordialsystems.com.
2. INFORMATION WE COLLECT
2.1 Information You Provide
When your organization uses the platform, the following types of information may be submitted:
• Operational and logistics data entered by agency personnel
• Transport records and workflow documentation
• Equipment status, readiness, and training records
• User account information, including names and assigned roles
• Administrative notes, reports, and configuration data
2.2 Information Collected Automatically
When users interact with the platform, certain information is collected automatically, including:
• Login activity, session timestamps, and access logs
• Device type, browser, and operating system information
• Feature usage patterns and navigation behavior
• System error reports and diagnostic data
2.3 Information We Do Not Collect
Cordial Systems does not collect, process, or store Protected Health Information (PHI) as defined under HIPAA, or any patient-identifiable data. The platform is not designed or certified for healthcare data. Entry of PHI is strictly prohibited under our Terms of Use.
3. HOW WE USE YOUR INFORMATION
Information collected through the platform is used for the following purposes:
3.1 Platform Operations
• Providing, maintaining, and improving the Services
• Displaying operational data to authorized users within your organization
• Generating reports, dashboards, and summaries
• Supporting workflow management and task tracking
3.2 System Performance and Security
• Monitoring platform performance, uptime, and reliability
• Detecting, investigating, and responding to security incidents
• Enforcing our Terms of Use and acceptable use policies
3.3 Platform Development
• Analyzing aggregated, de-identified usage data to develop new features
• Improving system architecture and user experience
• Generating benchmarking and analytics capabilities across the platform
3.4 Legal and Compliance
• Complying with applicable laws, regulations, and lawful government requests
• Establishing, exercising, or defending legal claims
4. DATA OWNERSHIP
Ownership of data on the Cordial Systems platform is as follows:
Data Type
Owner
Agency-submitted operational data
The agency / user organization
Transport and logistics records
The agency / user organization
Platform architecture and software
Cordial Systems Logistics, LLC
Aggregated & de-identified analytics
Cordial Systems Logistics, LLC
System logs and diagnostics
Cordial Systems Logistics, LLC
Cordial Systems acts as a data processor for agency-submitted content and as a data controller for system-generated data. We do not claim ownership over information your organization submits to the platform.
5. OPTIONAL DATA SHARING WITH EXTERNAL STAKEHOLDERS
The Cordial Systems platform provides agencies with the ability to voluntarily share their operational and transport data with external stakeholders, including other agencies, regional partners, state-level entities, and national oversight bodies. This feature is entirely optional and is never required as a condition of using the Services.
Participation in any data sharing program is voluntary. Agencies retain full control over whether, what, and with whom their data is shared. Cordial Systems will never share your transport or operational data with external stakeholders without your explicit, affirmative action to enable sharing.
5.1 How Optional Sharing Works
Agencies may choose to share data through the platform’s sharing features, which may include:
• Sharing operational or transport data with other participating agencies for coordination or situational awareness
• Submitting data to designated state stakeholders or oversight bodies for reporting or planning purposes
• Contributing data to national-level databases or reporting programs as permitted by applicable regulations
Sharing is initiated solely by the agency. Cordial Systems acts only as the technical conduit and does not independently submit your data to any external party.
5.2 Agency Responsibility for Shared Data
When an agency elects to share data, the agency is solely responsible for:
• Ensuring the data shared is accurate, appropriate, and authorized for external disclosure
• Verifying compliance with applicable local, state, and federal laws
• Understanding the data use policies of the receiving stakeholders
Cordial Systems is not responsible for how receiving parties use, store, or further share data once it has been transmitted pursuant to an agency’s voluntary sharing election.
5.3 Revoking Sharing Permissions
Agencies may disable or revoke sharing permissions at any time through their account settings. Revocation applies to future transmissions only. Data already transmitted to external stakeholders prior to revocation is subject to the receiving party’s own policies and cannot be recalled by Cordial Systems.
5.4 No Incentive or Penalty
Cordial Systems does not offer benefits to agencies that participate in data sharing, nor does it penalize or restrict access for agencies that decline. The decision is made entirely at the agency’s discretion.
6. THIRD-PARTY DISCLOSURE
Cordial Systems does not sell, rent, or trade identifiable agency or user data. Information may be disclosed to third parties only in the following limited circumstances:
6.1 Infrastructure and Service Providers
We engage trusted third-party vendors to support platform operations, including hosting, storage, and security monitoring. These vendors are contractually obligated to handle data securely, use it only as directed by Cordial Systems, and in a manner consistent with this Policy. Vendor identities are available upon written request.
6.2 Legal Obligations
We may disclose information when required by law, regulation, court order, or lawful government request. Where permitted by law, we will notify affected users prior to disclosure.
6.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, user data may be transferred to a successor entity. Affected users will be notified in advance and informed of any changes to data handling practices.
6.4 With Your Consent
We may share information in any other manner with your prior written consent.
7. DATA RETENTION
Cordial Systems Logistics retains all data for the full longevity of the platform. There is no scheduled expiration or automatic deletion of agency-submitted, operational, or system data. Data persists for the life of the system to ensure continuity, historical reporting, and long-term operational insight for agencies and stakeholders.
All data submitted to the Cordial Systems platform is retained indefinitely for the duration of the system’s operation. Agencies can rely on their historical data remaining accessible throughout their use of the Services.
Data Type
Retention Period
Agency-submitted operational data
Indefinitely — for the life of the system
Transport and logistics data
Indefinitely — for the life of the system
Account and user data
Indefinitely while active; reviewed upon account closure
System logs and diagnostics
Indefinitely — for the life of the system
Aggregated analytics
Indefinitely — for the life of the system
Shared stakeholder data
Indefinitely — for the life of the system
7.1 Infrastructure
Cordial Systems utilizes trusted third-party providers for application hosting and database management. These providers are selected based on their security, reliability, and compliance capabilities, and are contractually bound to maintain standards consistent with this Policy. Specific provider information is available upon written request at privacy@cordialsystems.com.
7.2 Infrastructure Changes
Cordial Systems reserves the right to change or expand its infrastructure providers at any time. In the event of a significant change affecting how or where data is stored, Cordial Systems will provide advance notice to active users, ensure data is migrated securely and without loss, and update this Policy accordingly. Data retention commitments remain in effect regardless of the infrastructure provider in use.
8. DATA SECURITY
Cordial Systems implements industry-standard administrative, technical, and physical safeguards to protect information against unauthorized access, loss, alteration, or destruction, including:
• Encryption of data in transit and at rest
• Role-based access controls and authentication requirements
• Regular security assessments and vulnerability management
• Incident response and breach notification procedures
No method of data transmission or storage is completely secure. In the event of a data breach affecting your organization, Cordial Systems will notify you as required by applicable law.
9. COOKIES AND TRACKING TECHNOLOGIES
The platform may use cookies and similar technologies to maintain session state, remember preferences, and support usage analytics. These technologies are used solely for platform functionality and improvement purposes. Cordial Systems does not use cookies for advertising or cross-site tracking.
Users may configure their browser to refuse cookies, though this may affect certain platform functionality.
10. INTERNATIONAL DATA TRANSFERS
Cordial Systems is headquartered in the United States and data is stored on infrastructure within the United States. If you access the Services from outside the United States, your data will be transferred to and processed in the U.S., which may have different data protection standards than your home country.
Users in jurisdictions with cross-border data transfer restrictions, including the European Economic Area, United Kingdom, and Canada, are responsible for ensuring their use of the Services complies with applicable transfer requirements. Cordial Systems will cooperate in good faith to help establish appropriate transfer mechanisms where required.
11. YOUR PRIVACY RIGHTS
Depending on your jurisdiction, you may have rights with respect to your personal information. Cordial Systems will honor all lawful rights requests regardless of where you are located.
11.1 California Residents (CCPA)
California residents may have the right to: request disclosure of personal information collected about them; request deletion of personal information; and opt out of the sale of personal information. Cordial Systems does not sell personal information.
11.2 European and UK Users (GDPR / UK GDPR)
Where GDPR or UK GDPR applies, users may have rights including: access, rectification, erasure, restriction of processing, data portability, and the right to object to certain processing activities.
11.3 Canadian Users (PIPEDA)
Users in Canada may have rights to access and correct personal information held by Cordial Systems.
11.4 All Other Jurisdictions
Users in other jurisdictions may have additional rights under local law. Cordial Systems will endeavor to accommodate all lawful data rights requests.
To exercise any of the rights described above, please contact privacy@cordialsystems.com. We will respond within the timeframes required by applicable law.
12. CHILDREN’S PRIVACY
The Services are intended for use by professionals and authorized agency personnel only. Cordial Systems does not knowingly collect information from individuals under the age of 18. If we become aware that such information has been submitted, we will take steps to remove it promptly.
13. NO PROTECTED HEALTH INFORMATION
The Cordial Systems platform is not designed, certified, or authorized for use with Protected Health Information (PHI) under HIPAA or equivalent healthcare privacy regulations. Users must not submit patient names, medical record numbers, diagnoses, treatment data, or any other health-related identifiers. Violation of this prohibition constitutes a material breach of our Terms of Use. Cordial Systems is not a HIPAA-covered entity or business associate.
14. USER AND AGENCY RESPONSIBILITIES
All users and agencies are responsible for:
• Ensuring that data submitted to the platform is accurate and does not include prohibited information
• Informing all platform users within their organization of this Privacy Policy
• Maintaining appropriate internal data governance policies for information entered into the platform
• Complying with applicable laws governing the data they submit, including any requirements specific to their jurisdiction or industry
• Notifying Cordial Systems promptly of any suspected unauthorized access or data incident involving their account
15. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or platform capabilities. When changes are made, we will update the Effective Date and version number at the top of this document.
For material changes, we will provide advance notice via email or platform notification. Continued use of the Services following notice of an update constitutes acceptance of the revised Policy. If you do not agree to the updated Policy, you must discontinue use of the Services.
Cordial Systems Logistics, LLC • Privacy Policy v1.0 • Effective April 19, 2026