Cairn Logistics LLC — Privacy Policy
1. Scope and contact
Cairn Logistics LLC (“Cairn,” “we,” “us”) provides The Cairn File.
This policy covers our marketing website at cairnlogistics.com and our app at app.cairnlogistics.com.
The Service is for businesses in the United States.
Contact us at hello@cairnlogistics.com.
Mailing address: 3540 Toringdon Way, Suite 201, Charlotte, NC 28277.
2. People and information covered
We handle information about:
- Account owners and members.
- People identified in customer records, including carrier contacts and insurance agents.
- People completing records.
- Website and public-verification visitors.
- People submitting shipment inquiries or Enterprise inquiries, or contacting support.
We handle account, billing, support, and operational information to run our business and the Service.
We process customer-record information on the Customer’s behalf. Customers are responsible for having the right to submit it.
3. Information processed
| Category | Information |
|---|---|
| Accounts | Stripe customer and subscription IDs, plan, billing interval, status, period dates, number of user seats and seats paid for in the current period, trial end, and scheduled cancellation |
| Users | Email, role, and account association |
| Sign-in links | Hashed one-time token, email, and expiry |
| Sessions | Hashed session ID, User association, creation and last-seen times, and browser/system device label |
| Drafts | Load details, carrier and FMCSA information, insurance details, contacts, W-9 legal name, standards, rationale, and completing person’s name, title, and company |
| Draft logs | Actions, server timestamps, and the User performing them |
| Attachment metadata | Filename, type, size, and fingerprint |
| Supporting documents | Documents temporarily processed during upload and sealing; pending copies held locally in the User’s browser |
| Seal records | File/account IDs, record and PDF fingerprints, seal time, timestamp token and authority details, signature/key ID, download/email times, and usage-reporting time |
| Usage/payment events | Sealed-file counts per billing period (used to watch for fair use, not for billing) and Stripe event IDs and types |
| Shipment inquiries | Name, company, email, phone, origin, destination, pickup date, equipment, commodity, weight, details, and urgent flag |
| Enterprise inquiries | Name, title, company, work email, phone, number of users, estimated loads moved per month, best times to talk, and message |
| Provider request information | Information such as IP address and browser type received by Cloudflare |
The app does not store shipment or Enterprise inquiry submissions. Each submission is emailed through Postmark to hello@cairnlogistics.com and kept in that mailbox.
Cairn does not receive or store payment-card numbers. Stripe handles them.
There are no account passwords.
4. Supporting documents and local browser copies
Supporting documents may be PDF, PNG, or JPG files. Included supporting documents can total up to 15 MB, and each document can be up to 10 MB. For these limits, 1 MB means 1,048,576 bytes, measured on the source documents, not the completed PDF.
During attachment processing, Cairn’s server receives documents for checking and fingerprinting, then discards them. It retains attachment metadata with the draft, not the document files.
Your browser keeps pending document copies locally on the device where you attached them, so they can be included in the sealed PDF. Cairn cannot see or reach them. Copies are deleted from that browser right after the file is sealed there. Otherwise, the app deletes them the next time any Cairn File page is opened in that browser once they are 30 days old (counted from when the document was attached), and when you open your file list after the draft they belong to has been sealed, deleted or expired. Copies on a device where Cairn is never opened again stay in that browser until you clear your browser's data for app.cairnlogistics.com.
At sealing, the browser sends the documents to Cairn. The server checks them against their recorded fingerprints, includes the selected documents in the PDF, and does not store the document files.
Documents held in another device’s browser must be selected again to be included. Otherwise, the completed record lists them as “not included.”
W-9s are excluded unless you choose to include them. This exclusion applies to readable pages and original attachments.
Supporting documents may contain sensitive information. Review and redact unnecessary information before inclusion. Pending documents may remain on a shared device until they are deleted as described above.
5. Completed PDFs and email copies
Included supporting documents appear as readable pages at the end of the completed PDF and are also embedded as attachments in their original file formats. Both are covered by the sealed file's fingerprint, so any change to either makes the file fail verification.
Password-protected or damaged PDFs may not render as pages. The divider explains the limitation, and the original remains attached.
Anyone receiving the PDF may read these pages and extract the original attachments.
Cairn generates the completed PDF and sends it to your browser. Cairn does not store it. At sealing, Cairn deletes the draft, its log, and attachment metadata from the active database.
If you request an email copy, your browser sends the completed PDF to Cairn. Cairn verifies its fingerprint and passes it to Postmark for delivery to your signed-in email address.
Postmark receives the complete PDF, including its document pages and original attachments. Cairn does not retain it.
Completed PDFs larger than 7 MB (7,000,000 bytes) cannot be emailed through the Service. They can still be downloaded when generated.
Cairn cannot recover a lost completed file. Keep your own PDF and any original documents you need.
6. Sealing and public verification
The timestamp authority receives the record fingerprint, not the record contents.
The record includes original-document fingerprints. The independent timestamp and Cairn’s signature cover that record fingerprint.
Cairn separately retains the completed PDF’s fingerprint. It is not independently timestamped.
On the public verification page, a selected PDF is fingerprinted in the visitor’s browser and is not uploaded. Only its fingerprint and file ID are sent.
The page displays match status, seal time, timestamp information, and signature status. It does not show record contents or who sealed it.
The page is rate-limited and works regardless of account status while the service and seal record remain available.
7. Purposes
We use information to:
- Provide the Service.
- Manage accounts, Users, and sign-in.
- Process billing and usage.
- Retrieve carrier information.
- Generate, seal, deliver, and verify records.
- Answer support requests and shipment inquiries.
- Reply to Enterprise inquiries and arrange calls.
- Protect the Service and prevent abuse.
- Meet legal obligations.
We do not currently send marketing emails.
We use Enterprise inquiry information only to reply to the inquiry and arrange a call.
We do not sell personal information, share it for advertising, or use customer content to train AI models.
8. Providers and disclosures
| Provider | Information received | Purpose |
|---|---|---|
| Cloudflare | Hosted app/website data, database records, request details, and documents/PDFs processed through hosted functions | Hosting, database, security, and DNS |
| Stripe | Email, name, billing address, payment details, plan, number of users, and invoices | Payments, subscriptions, billing portal, and billing emails |
| Postmark | Recipient addresses and message contents, including requested PDFs and their included documents, and shipment and Enterprise inquiry submissions | Email delivery |
| Google Workspace | Support messages, shipment inquiries, and Enterprise inquiries sent to hello@cairnlogistics.com | Business mailbox |
| FMCSA | USDOT or MC number | Carrier lookup |
| Independent timestamp authority | Record fingerprint only | Independent timestamp |
Locally held browser documents are not sent to these providers merely because they are stored on the device. They are transmitted when the relevant upload or seal request occurs.
Timestamp authority: we use independent RFC 3161 timestamp authorities run by certificate authorities (currently Sectigo, with DigiCert and FreeTSA.org as backups if it is unavailable; we may change providers). It receives only the file's fingerprint, never its contents.
Information is processed in the United States by the providers described above.
Cairn may disclose information in response to legally binding requests. Where permitted, it notifies the affected Customer.
Cairn holds seal records for completed files. It may also hold drafts, account data, and correspondence. Providers may hold requested email copies or other information under their own retention practices.
Business transfers: If Cairn is sold, merges with another company, or transfers its business, customer information may be transferred to the new owner. We will email account owners before the transfer. The new owner must follow this Privacy Policy for information collected under it. If you do not want your information transferred, you can cancel your subscription before the transfer takes effect. Customer accounts cannot be transferred; if a Customer sells its business, the buyer must open its own account.
9. Retention
| Information | Retention |
|---|---|
| Account, associated Users, sessions, remaining drafts, and usage records | While the subscription is active; deleted 15 days after the subscription ends, unless it is restarted before then |
| Removed members | User record removed immediately; sessions ended immediately |
| Sign-in link records | Link expires after 15 minutes; record deleted 24 hours after expiry |
| Sessions | 30 days, extended with use; deleted on sign-out, sign-out-everywhere, or member removal |
| Drafts, logs, and attachment metadata | Until sealing or 30 days after last activity |
| Browser document copies | Deleted right after sealing in that browser; otherwise deleted the next time any Cairn File page is opened in that browser once they are 30 days old (from attachment), and when the file list is opened after their draft is sealed, deleted or expired. Copies stay on a device where Cairn is never opened again until the browser's data for app.cairnlogistics.com is cleared |
| Document files on Cairn’s server | Temporarily processed, not stored |
| Completed PDFs on Cairn’s server | Not stored |
| Seal records | Seven years from sealing, or until we discontinue the Service, whichever comes first; then deleted |
| Stripe event log | 90 days |
| Postmark messages, including requested PDFs and inquiry submissions | Our email provider, Postmark, keeps copies of messages it sends for 45 days, then deletes them |
| Support messages and shipment and Enterprise inquiries in the hello@cairnlogistics.com mailbox | Kept as long as needed to respond and for our business records, and deleted when no longer needed |
| Request data (such as IP addresses) | We don't store request logs. Cloudflare processes request data to deliver and protect the service, under its own privacy policy |
After your subscription ends. When your subscription ends, we will email the account owner. For 15 days after the end date, users on the account can still sign in to download the account's fingerprint records: the file ID, fingerprints, seal time, timestamp token and signature for every file the account sealed. After those 15 days, sign-in ends and we delete the account, its users, sessions, any remaining drafts and usage records. You can restart your subscription at any time before then. While the subscription is active, users can also download the account's fingerprint records at any time from the Account page.
Fingerprint records stay available for verification. We keep the seal record for each sealed file (its file ID, fingerprints, seal time, timestamp token and signature, and related account and event details, but none of its contents) for 7 years from the date it was sealed, or until we discontinue the service, whichever comes first. If we discontinue the service, we will give at least 30 days' notice by email so you can download your fingerprint records. Your sealed PDFs are yours to keep; we never hold a copy of them.
Seal records contain identifiers, fingerprints, timestamp and signature data, and operational event information. They do not contain substantive file contents. While your account exists, they are linked to it by an account ID.
Cloudflare keeps a rolling restore history of our database for up to 7 days, so information we delete can remain in that history for up to 7 days before it is gone.
Cairn does not make separate backups.
We may keep specific information longer than the periods described here when the law or a legal process requires it.
10. Cookies
The app uses one essential session cookie, __Host-cairn_session, to maintain sign-in. It is HttpOnly, Secure, and SameSite=Lax.
Cairn uses no analytics, advertising cookies, or tracking pixels.
Stripe sets its own cookies on checkout and billing pages.
11. Security
The app uses HTTPS with HSTS and a strict Content-Security-Policy.
Sign-in tokens and session IDs are stored as hashes. Session cookies are HttpOnly, Secure, and SameSite.
Access is checked on the server for every request. Stripe webhooks are signature-verified and processed once.
Document files and completed PDFs are not stored on Cairn’s servers. Pending browser copies and requested email copies are handled as described above.
These measures do not guarantee absolute security.
Report security concerns to hello@cairnlogistics.com. Cairn will provide notices required by applicable law following a qualifying security incident.
12. Requests and account controls
To ask to see, correct or delete your information, email hello@cairnlogistics.com from the email address on your account. We'll confirm the request by replying to that address and respond within 30 days.
Account owners can remove team members themselves. Users can view and end sessions.
To delete your account, cancel your subscription: you'll have 15 days to download your fingerprint records, after which the account, its users and any drafts are deleted. Seal records are kept for 7 years from sealing but contain none of your file's contents, and after your account is closed the account ID on them no longer identifies you in Cairn's records.
If your information appears in a Customer’s record, contact that Customer first. Cairn processes that information on its behalf.
Cairn cannot retrieve a completed PDF it does not hold. Sealed files cannot be edited through the app.
Seal records are ordinarily kept for seven years from sealing, or until we discontinue the Service, if sooner. Requests are subject to applicable legal rights and retention obligations.
State privacy laws: some U.S. states give residents additional privacy rights. If a state privacy law applies to Cairn, we will honor the rights it provides and update this policy. You can make any request through the process above.
13. Children and changes
The Cairn File is for businesses and isn't directed to anyone under 18. We don't knowingly collect information from children; if we learn we have, we'll delete it.
We post policy changes with a new version number and date. Material changes are emailed to account owners.
14. Contact
Cairn Logistics LLC 3540 Toringdon Way, Suite 201 Charlotte, NC 28277 hello@cairnlogistics.com