Privacy Policy

Last updated: September 22, 2026

This policy describes how Niktos LLC ("Niktos", "we", "us") collects, uses, and protects information on this website (xbiniktos.com) and in the Niktos fleet management platform (the "Platform"). If you have questions, write to daniel@xbiniktos.com.

Who we are

Niktos LLC provides fleet management software for trucking carriers: safety and DOT compliance, dispatch, GPS/ELD tracking, fuel optimization, and settlements. Our customers are carriers and their staff. Much of the information in the Platform is entered by, or collected on behalf of, the carrier you work for or do business with; for that information the carrier decides what is collected and why, and we process it to provide the service.

What we collect

Account information. Name, email address, phone number, company, and role, used to create and secure your account.

Fleet and operations data. Trucks, trailers, loads, runs, stops, customers, and related business records entered by carrier staff.

Driver qualification and safety data. Carriers use the Platform to maintain records US federal regulations require of them, including driver qualification files, licensing and medical card dates, employment history, drug and alcohol testing records, accident and violation history, and CSA safety scores.

Location and telematics data. Vehicle position, speed, heading, odometer, fuel level, and hours-of-service data received from the GPS/ELD providers a carrier connects (for example Monarch Tracking, Samsara, Motive, GPS Insight, Apollo ELD, Trackit, or Geotab). For loads tracked by phone, per-trip location is collected from the driver's phone only after the driver starts tracking, and stops when the trip ends.

Fuel card transactions. Purchase records (date, location, product, quantity, amount, card identifiers) received from a carrier's fuel card provider.

Communications. Messages the Platform sends and receives, including WhatsApp messages described below, and their delivery status.

AI features (off by default). Two optional features send content to AI providers. Both are off unless a carrier's administrator turns them on in Settings. In each case the provider receives only the content the dispatcher submitted for that action, never customer records, driver data, or data from any other carrier, and returns text the dispatcher reviews before anything is saved.

Documents submitted for load extraction. When a dispatcher submits a rate confirmation, tender, email, or message to have a load extracted from it, the document text is sent to Anthropic, PBC (United States). Only the document text is sent; Anthropic does not use it to train its models, and retains it according to Anthropic's API terms.

Voice recordings. When a dispatcher chooses to dictate in Pre-Plan, the browser records audio only while the microphone button is active. The recording is sent to ElevenLabs, Inc. (United States) for transcription and converted to text; Niktos does not store the audio. The transcript becomes plan data that the dispatcher reviews and edits before it is saved.

Usage analytics. To understand how the Platform is used and improve it, we collect product usage events (for example, "a load was created" or "a dispatch was planned") and session recordings of Platform use. This data is deliberately minimal: users are identified only by an internal account ID, never by name or email; recordings mask all on-screen text and exclude documents, photos, and camera images entirely; we do not collect IP addresses or location with analytics data; and nothing is captured before sign-in. Analytics can be turned off for an entire company at any time in Settings → Company, and we honor that immediately. This data is processed for us by PostHog, Inc. (United States).

Website basics. If you email us or book a demo, we receive what you send us. This marketing site does not use advertising trackers. The Platform stores sign-in session information in your browser's local storage. We do not use advertising cookies or trackers.

How we use it

We use this information to operate the Platform: showing carriers their own fleet, safety, and financial data; generating documents and alerts required for DOT compliance; planning routes and fuel stops; creating invoices and settlements; sending operational messages; providing support; and keeping the service secure. We do not sell personal information, and we do not use it for third-party advertising.

WhatsApp messaging

The Platform can send operational messages to drivers and carrier staff over WhatsApp, using the WhatsApp Business Platform operated by Meta Platforms, Inc. These messages are operational, not marketing: fuel plans, load and dispatch information, document links, and driver application links.

Phone numbers are provided by the carrier or by the recipient, and messages are sent only where the recipient has agreed to receive them. To stop receiving WhatsApp messages, reply STOP to any message or contact your carrier; we will honor the request. Message content and delivery information are processed by Meta as described in Meta's own privacy policy, and WhatsApp's terms apply to your use of WhatsApp.

Data we receive from Meta's APIs (such as message delivery status and replies) is used only to provide the service described in this policy. We do not sell it, we do not use it for advertising, and we delete it when it is no longer needed for the purpose it was collected for.

How we share information

We share information only as needed to run the service:

Service providers. Infrastructure and tooling that host and support the Platform, including Supabase (database, authentication, and file storage), DigitalOcean (hosting), Cloudflare (network security), Sentry (error monitoring), Meta (WhatsApp Business Platform), Google (geocoding and places), ProMiles (routing and fuel pricing), PostHog (usage analytics and session replay), Anthropic (AI extraction of freight loads from documents and text a dispatcher submits), ElevenLabs (transcription of voice recordings a dispatcher makes in Pre-Plan), and similar service providers that support the Platform. These providers process data for us under their own contractual obligations.

Integrations a carrier connects. When a carrier connects a GPS/ELD provider, a fuel card account, or its QuickBooks Online company (Intuit), data flows between that provider and the Platform at the carrier's direction. For QuickBooks, that is the invoices, credit memos and document packets the carrier posts, and the customer and item names used to match them; Niktos never reads the carrier's other accounting data or payments.

Within your organization. Information in the Platform is visible to authorized users of the same carrier according to the roles and permissions the carrier configures. Carriers with a business relationship can exchange load tenders with each other; only the information needed for the tender is shared, and only after both sides approve the connection.

Legal. We may disclose information if required by law, or to protect the rights, safety, or property of Niktos, our customers, or others.

Data retention

We keep Platform records for as long as the carrier's account is active and as long as regulations require carriers to retain them (many DOT records have mandatory multi-year retention periods). Detailed location history is kept for 90 days; summarized records such as state mileage for fuel tax reporting are kept longer. When an account closes, we delete or return customer data within a reasonable period, except where the law requires us to keep it. Usage analytics events are kept for up to one year and session recordings for 30 days, after which they are deleted automatically.

Security

Data is encrypted in transit, access is controlled by role-based permissions and tenant isolation, credentials for connected providers are stored encrypted, and access to production systems is restricted. No system is perfectly secure, but we design for the sensitivity of the data we hold.

Your rights and choices

To request deletion of your data, email daniel@xbiniktos.com with the phone number or email address associated with your records, and we will delete the personal information we are not legally required to retain, then confirm once complete.

You can likewise request access to or correction of your personal information at the same address. If your information is in the Platform because of the carrier you work for or with, we may refer the request to that carrier, since some records are theirs to correct and some are records the law requires them to keep. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act; we honor those requests regardless of where you are.

Children

The website and Platform are for business use and are not directed to anyone under 18.

Changes

If we change this policy, we will post the new version here and update the date at the top. Material changes will be communicated to carriers directly.

Contact

Niktos LLC
daniel@xbiniktos.com