Klimo AI LLC ("Klimo," "we," "us," or "our") operates klimo.ai, the Klimo Hauler bot on Telegram, and Klimo Capture at capture.klimo.ai (together, the "Service"). This Privacy Policy explains what information we collect about you, how we use it, who we share it with, and what choices you have. If anything here is unclear, email us at admin@klimo.ai.
1. Information we collect
We collect the following categories of information when you use the Service:
Information you provide directly — Klimo Hauler
- Telegram identity: your Telegram user ID, display name, and username (whatever you've set on Telegram).
- Messages: text and voice messages you send to the bot, including content like load details, expense entries, compliance questions, and conversation history.
- Driver preferences: equipment type, home base, minimum rate per mile, maximum deadhead distance, and other dispatching preferences you tell the bot.
- Operational data: revenue entries (loads, lanes, brokers, miles), expense entries (fuel, tolls, repairs, etc.), and dates you log.
- Subscription and billing data: if you subscribe, payment information processed through Stripe (we do not store full card numbers — Stripe holds those).
Information you provide directly — Klimo Capture
- Account identity: your name, work email address, and company name.
- Company profile ("Vault"): business identifiers you choose to enter (UEI, CAGE, state vendor numbers, NAICS codes), certifications and their expiration dates, insurance coverage and expiration dates, past-performance references, key personnel, and revenue ranges by year. Klimo Capture stores whether you have a tax ID or bank account on file — never the numbers themselves.
- Solicitation documents: the procurement packets (RFPs, RFQs, RFOs, addenda, forms) you upload for analysis, and the requirements, deadlines, and notes derived from them.
- Mobile phone number and SMS consent: only if you opt in to text-message reminders in Settings. We record the number, the exact consent text you agreed to, and the time you agreed.
Information we collect automatically
- Usage data: timestamps of your messages, which actions you trigger, daily message counts (for free-tier limit enforcement), and aggregated tool usage patterns.
- Technical metadata: request identifiers, error logs, and audit trails of subscription events. We do not collect IP addresses through Telegram (Telegram does not expose them to us). For Klimo Capture, our web hosting provider logs standard request metadata (IP address, browser type, pages visited) for security and debugging.
- Klimo Capture audit log: a record of who uploaded, viewed, exported, or deleted each document in your account, so you can see how your data was handled.
Information from third parties
- Carrier and broker data: when you ask about a DOT or MC number, we query the FMCSA SAFER database. Those queries return public regulatory data we relay to you.
- Stripe billing events: when your subscription state changes (created, paid, canceled), Stripe sends us webhook notifications with the relevant subscription metadata.
2. How we use your information
We use the information we collect to:
- Provide the core Klimo Hauler functionality — answering your questions, logging your expenses and revenue, finding loads, computing rates, and running compliance lookups.
- Personalize responses based on your stored preferences (equipment, home base, rate floor).
- Process subscription payments and send you relevant transactional notifications (renewal confirmations, failed payment alerts, subscription expiration).
- Generate weekly digest emails summarizing your operational data, if you've opted in.
- Improve the Service — diagnose bugs, debug edge cases, and identify failure modes (using anonymized or aggregated data wherever possible).
- Enforce rate limits, prevent abuse, and protect the Service against malicious activity.
- Comply with legal obligations and respond to lawful requests from regulators or law enforcement.
For Klimo Capture specifically, we use your information to read the solicitation documents you upload, extract requirements and deadlines with page citations, compare them against your Vault to produce a go/no-go brief and compliance matrix, and send you deadline reminders by email and — only if you opt in — by text message. We never use your documents or Vault data to train AI models, and our AI provider does not either.
3. How we share your information
We do not sell your personal information. We share data only with the third-party service providers necessary to operate the Service:
- Anthropic (Claude): we send your messages to Anthropic's API to generate AI responses. Anthropic processes the message content to produce the reply, then deletes it per their data retention policy.
- Google (Gemini): for certain classification and routing tasks, we use Google's Gemini API. Same model: send the input, receive a classification, no long-term retention by Google.
- Groq (Whisper): for voice messages, we send the audio file to Groq's Whisper API for transcription. Groq processes the audio to return text, then deletes it.
- OpenAI (Whisper fallback): if Groq is unavailable, we may fall back to OpenAI's Whisper API for voice transcription. Same processing pattern.
- Stripe: all subscription payments are processed through Stripe. Stripe holds your payment method information; we receive only metadata (subscription status, customer ID, plan tier).
- FMCSA: when you query a carrier or broker, we send the DOT or MC number to the public FMCSA SAFER database. No personal information leaves our system in this query.
- EIA (U.S. Energy Information Administration): for fuel price queries, we hit the EIA's public API. No personal information is sent.
- Telegram: as the messaging platform that delivers Klimo Hauler. Telegram has its own Privacy Policy governing the underlying chat experience.
- Supabase: our database provider. Your data is stored in Supabase's US-based PostgreSQL infrastructure.
- Railway: our hosting provider. Klimo Hauler's backend runs on Railway's US-based servers.
- Resend: our email provider for transactional and digest emails (e.g., weekly P&L reports, Klimo Capture deadline reminders).
- Twilio: our text-messaging provider for Klimo Capture deadline reminders. Twilio receives your mobile number and the message text only when you have opted in.
- Vercel: hosting for klimo.ai and the Klimo Capture web application.
Mobile phone numbers and SMS consent will not be shared with third parties or affiliates for marketing purposes. Your number is used solely to deliver the reminders you asked for, through our messaging provider.
We may also share information when required by law, in response to valid legal process, to protect our rights or those of others, or in connection with a business transaction (e.g., merger, acquisition, sale of assets) — in which case we'll notify affected users.
4. Data storage and security
All Klimo Hauler and Klimo Capture data is stored in Supabase's PostgreSQL infrastructure within the United States, with Klimo Capture in its own isolated project and every table restricted by row-level security so one customer can never read another's data. Communications between the Service and our providers use TLS encryption in transit. Database access is restricted to the Klimo backend service and the founder. We use industry-standard security practices appropriate for a small operation, but no system is perfectly secure — if you discover a vulnerability, please email admin@klimo.ai.
5. Data retention
We retain your data for as long as your account is active and for a reasonable period afterward, for legitimate business purposes (e.g., dispute resolution, audit trails, regulatory compliance). Specifically:
- Operational data (expenses, revenue, preferences) is retained indefinitely while your account exists. You can request deletion at any time.
- Subscription and billing data is retained for at least seven years to satisfy U.S. tax recordkeeping requirements.
- Voice message audio is not retained by Klimo after transcription — only the resulting text is stored.
- Klimo Capture solicitation documents are deleted 12 months after the solicitation's close date, or sooner on request. Extracted requirements, deadlines, and your own notes remain with your account until you delete them.
- SMS consent records are retained for as long as you are opted in and for four years afterward, as required by U.S. telemarketing rules.
- Aggregated and anonymized data may be retained indefinitely for product improvement.
6. Your rights and choices
Depending on where you live, you may have the following rights:
- Access: request a copy of the personal information we hold about you.
- Correction: ask us to correct inaccurate information.
- Deletion: request that we delete your account and associated data. Note: we may retain certain records (e.g., billing) where required by law.
- Portability: request your data in a machine-readable format.
- Opt-out of marketing: we don't currently send marketing emails, but if we ever do, you can opt out at any time.
- Withdraw consent: if we are processing your data based on consent, you can withdraw it at any time.
To exercise any of these rights, email admin@klimo.ai. We'll respond within 30 days.
California residents (CCPA / CPRA)
California residents have the rights described above plus the right to know what categories of personal information we sell or share for targeted advertising. We do neither — we do not sell or share personal information for targeted advertising.
European residents (GDPR)
If you are in the European Economic Area, the United Kingdom, or Switzerland, our legal basis for processing your data is contract performance (we need your data to provide the Service) and legitimate interest (improving the Service, enforcing limits, preventing abuse). You have the right to lodge a complaint with your local data protection authority.
7. Text message (SMS) reminders — Klimo Capture
Klimo Capture can send you SMS reminders about deadlines on the solicitations you are tracking (for example, one day and four hours before a bid is due) and about upcoming expirations of your own registrations or insurance certificates. These are account notifications, not marketing.
- Opt-in: you enroll by entering your mobile number in Settings and checking a consent box that reads: "Text me deadline reminders from Klimo Capture. Message frequency varies based on your deadlines. Msg & data rates may apply. Reply STOP to cancel, HELP for help. See https://klimo.ai/privacy and https://klimo.ai/terms." The box is never pre-checked, and SMS is never required to use Klimo Capture.
- Frequency: varies with the number of deadlines you are tracking; typically a few messages per solicitation.
- Cost: message and data rates may apply according to your carrier's plan.
- Opt-out: reply STOP to any message, or turn off SMS in Settings. You will receive one confirmation and nothing further.
- Help: reply HELP to any message, or email admin@klimo.ai.
- Sharing: mobile phone numbers and SMS consent will not be shared with third parties or affiliates for marketing purposes.
8. International data transfers
The Service is operated from the United States. If you access it from outside the U.S., your data will be transferred to and stored in the U.S. By using the Service, you consent to this transfer.
9. Children's privacy
The Service is intended for adults running a business — owner-operators, small carriers, and government contractors. We do not knowingly collect information from anyone under 18. If you believe we have inadvertently collected information from a minor, contact admin@klimo.ai and we will delete it promptly.
10. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. When we do, we'll change the "Last updated" date at the top of this page. For material changes, we'll notify active users through Telegram, email, or an in-app notice at least 30 days before the changes take effect.
11. Contact us
Questions, concerns, or requests about this Privacy Policy or your data:
Klimo AI LLC
Preferred contact: admin@klimo.ai
Mailing: c/o Texan Registered Agent LLC, 5900 Balcones Drive, Suite 100, Austin, TX 78731