- We collect what we need to run Aegis, bill our subscribers and keep the service secure. We don't sell personal information, and we don't use it for advertising.
- Each courier's data (their customers, packages and invoices) is kept in its own database with its own encryption key. The courier controls that data; we process it on their behalf.
- Card payments are handled by our payment provider. We never see or store full card numbers.
- Our website analytics are first-party and use no advertising or cross-site cookies.
- You can ask to see, correct or delete your information at any time.
1. Who we are
Aegis ("Aegis", "we", "us" or "our") provides courier and freight forwarding software at aegisexperience.com and on the web addresses of the couriers that use it. This policy explains how we handle personal information when you visit our website, sign up, use the Aegis platform, or use a courier's staff site, customer portal or website that runs on Aegis.
We handle personal information in line with the Data Protection Act, 2020 of Jamaica and, where they apply to you, other data protection laws of the place where you live.
2. Our two roles
We play two different roles, and they come with different responsibilities:
- When we decide why and how information is used, we are the controller. This covers visitors to our website, people who contact us or book a demo, and our subscribers (couriers and the people who sign up and manage their account), including billing and support.
- When a courier uses Aegis to run their business, the courier is the controller and we are their processor. This covers the courier's staff, their customers, and everything they enter into or receive through their system: packages, shipments, addresses, invoices, messages and rewards. We use that information only to provide the service to the courier, following their instructions and our Terms of Service. Section 12 explains what this means if you are a courier's customer.
3. What we collect
Information you give us
- Sign-up and account details: your name, email address, mobile number and job title; your business name, registered name, address, phone, WhatsApp number, customer email, website, tax number, number of branches and shipping volume; your logo and brand colours; your chosen web address and your own domain; and the password for your admin login (stored only as a one-way hash).
- Billing details: your plan, billing cycle, invoices, payments and payment references, your billing address and tax number, and whether you asked us to migrate your data from another platform (and which one).
- Messages to us: what you write in our contact and demo forms, emails and support conversations, including your name, company, email, phone and anything else you choose to include.
Information collected automatically
- Usage and device information: pages viewed, time on page, how far you scroll, page load time, clicks on phone, email, WhatsApp, download and outbound links, the names of forms you send (never what you typed), JavaScript errors, the referring website and campaign tags in the link you followed, your browser, operating system, device type, screen size, language and time zone.
- IP address and approximate location: your IP address, and the country, region and city it suggests. We use this for security, fraud and abuse prevention and for our analytics.
- Sign-in and security records: sign-in attempts, the times you signed in and changes made in your account, so we can protect accounts and investigate problems.
- System check-ins: each courier's system regularly reports its software version, web address and usage counts (such as the number of staff, branches and packages) so we can apply plan limits and support you.
Information from others
- Our payment provider tells us whether a payment succeeded, the amount, and a transaction reference. We do not receive your full card number.
- Connected services that a courier links to their system, such as their warehouse platform, send package and customer details into that courier's system.
4. How we use it
- To create and run your courier system: setting up your web address, database, files and admin login, and keeping everything working.
- To bill you: creating invoices, taking payments, sending receipts and reminders, and suspending or closing accounts that aren't paid.
- To migrate your data from another platform, if you ask us to.
- To provide support and answer your questions and demo requests.
- To send service messages: welcome emails, security notices, changes to your web address, invoices and important changes to our terms. These aren't marketing and you can't opt out of them while you have an account.
- To send you news about Aegis, only where the law allows or you agreed. You can opt out at any time.
- To understand how our website and platform are used and to improve them.
- To keep Aegis secure: preventing fraud, spam and abuse, and enforcing our Terms of Service.
- To meet our legal, tax and accounting obligations.
5. Legal grounds
We use personal information only where we have a lawful reason to: to perform our contract with you or take steps you ask for before entering one; to meet a legal obligation; where it is in our legitimate interests (such as securing and improving the service and understanding how it is used) and those interests aren't overridden by yours; or with your consent, which you can withdraw at any time.
6. Who we share it with
We don't sell personal information or share it for advertising. We share it only with service providers who help us run Aegis, under contracts that require them to protect it and use it only for us:
| Provider | What they do |
|---|---|
| Our web hosting provider | Hosts our website, the control panel and every courier's system, databases and files. |
| WiPay | Processes card payments. You enter your card details on their secure payment page. |
| Email delivery providers (such as Resend or our hosting provider's mail service) | Send our emails and the emails couriers send to their customers. |
| IP location services (ipapi.co or IPinfo) | Turn an IP address into an approximate country, region and city for analytics and security. |
| Google Fonts | Serves the fonts on our website. Your browser requests them directly from Google, which sees your IP address. |
| Services a courier chooses | A courier may connect their warehouse platform, SMS and WhatsApp providers and their own email service. Information goes to those services on the courier's instructions. |
We may also share information: with professional advisers such as accountants and lawyers; when the law requires it or to respond to a valid legal request; to protect the rights, safety or property of our users, the public or Aegis; or with a buyer or successor if our business is sold or reorganised, who would have to respect this policy.
7. Cookies and analytics
- Sign-in cookies. The staff site, customer portal and control panel use a session cookie to keep you signed in and a security token to protect forms. These are needed for the service to work.
- Our analytics. We run our own first-party analytics. It doesn't use cookies; it keeps a random visitor identifier in your browser's local storage and a session identifier that ends when you close the tab or are inactive for 30 minutes. It isn't shared with advertising networks and isn't used to follow you across other websites. To stop it counting your visits on a browser, open our website with
?aegis-ignore=1at the end of the address. - Saved progress. The sign-up form saves your progress in your browser (never your password) so you can come back to it. It is cleared when you clear your browser data.
We don't use advertising cookies or third-party tracking pixels.
8. How long we keep it
- Account and courier data: for as long as your subscription is active. After it ends, we keep your system closed but intact for up to 30 days so you can renew or ask for a copy, then delete it on request or when we close the account. When a courier's system is deleted, we keep a private backup for 30 days in case it was deleted by mistake, then remove it.
- Invoices, payments and tax records: for as long as tax and accounting laws require, usually up to 7 years.
- Website analytics: visits and events are deleted after 180 days. IP location lookups are deleted after 60 days.
- Sign-ups that are never paid: released after 14 days.
- Demo requests and messages: for as long as needed to respond and follow up, and no longer than 2 years after our last contact unless you become a subscriber.
9. Security
We protect personal information with measures that include: a separate database, private file storage and encryption key for every courier; encryption of stored secrets such as API keys and passwords for connected services; one-way hashing of login passwords; encrypted connections (HTTPS) to every web address; limits on repeated sign-in attempts; and access to the control panel limited to authorised staff. No system is perfectly secure. If a breach affects your personal information, we will tell you and the authorities where the law requires.
10. International transfers
Our providers may store or process information in countries other than yours, including the United States. Where we transfer personal information across borders, we take steps to make sure it stays protected to the standard required by law, such as using providers who commit to appropriate safeguards.
11. Your rights
Depending on where you live, you may have the right to:
- be told whether we hold personal information about you, and get a copy of it;
- have inaccurate information corrected;
- have your information deleted, or its use restricted;
- object to our use of it, including for direct marketing;
- receive your information in a portable format;
- withdraw consent where we rely on it; and
- complain to a data protection authority. In Jamaica this is the Office of the Information Commissioner.
To use any of these rights, contact us (section 15). We may need to confirm your identity first. We will reply within 30 days, or tell you if we need longer and why. Subscribers can also update most of their details themselves in their system's settings.
12. If you are a customer of a courier
If you ship with a courier that uses Aegis, that courier decides what information is collected about you and how it is used, and their own privacy policy applies. We store and process your information only for them. Please send requests about your information (such as copies, corrections or deletion) to your courier. If you contact us instead, we will pass your request on to them and help them respond.
13. Children
Aegis is a business service and isn't directed at children. We don't knowingly collect personal information from anyone under 18. If you believe a child has given us personal information, contact us and we will delete it.
14. Changes to this policy
We may update this policy from time to time. We will post the new version here with a new effective date and, for significant changes, tell subscribers by email or in the platform before the changes take effect.
15. Contact us
For questions about this policy or your personal information, email info@aegisexperience.com with "Privacy" in the subject line.