Privacy Policy
Who this covers
This policy applies to anyone who uses the Olympian invoice auditing service, visits aiolympian.com, or contacts us through the site.
What we collect
We collect only what we need to operate the service:
- Invoices and documents you forward to us. Carrier invoices, rate confirmations, and proof-of-delivery documents that you send to your Olympian processing address.
- Contact information. Name, company name, and email address — when you fill out the contact form or sign up for the service.
- Support chat messages. Questions you choose to send through the AI help widget. Do not include invoices, payment details, credentials, or other sensitive information in chat.
- Usage data. Basic records of when documents were submitted and processed. No behavioral tracking, no advertising pixels.
We use Google Tag Manager to manage website measurement tags. Website measurement is kept separate from customer invoice documents; invoice contents are not sent to advertising or website analytics platforms.
How we use it
- To process the documents you forward and return reconciliation results to you.
- To reply to messages you send through the contact form or email.
- To operate and improve the service.
We do not sell your data. We do not share it with third parties for marketing purposes.
Document handling
Invoices and documents you forward are processed to extract line items and compare them against your rate confirmations and PODs. Raw documents are not stored permanently after extraction. Reconciliation output — the exception report — is retained to give you access to past results.
Raw documents are retained only as needed to process the requested audit and operate the service. The applicable retention schedule is provided during onboarding or in the customer agreement.
Reconciliation reports are retained while needed to provide audit history and are removed following a verified deletion request, subject to legal and contractual obligations.
Third-party services
We use a small number of infrastructure services to operate:
- Cloudflare. DNS, CDN, and hosting. Cloudflare processes network traffic. Their privacy policy applies to that layer.
- Resend. Transactional email for internal notifications. We use Resend to receive alerts when someone fills out the contact form. Your email is not added to any list.
- FMCSA public database. Carrier authority verification is done against FMCSA's publicly available carrier data. No personal data is sent to FMCSA.
- OpenRouter and OpenAI. Questions sent through the AI help widget are processed through OpenRouter using an OpenAI model to generate an answer. Invoice documents submitted for an audit are not sent through this support chat.
Data security
Data is encrypted in transit (TLS) and at rest. Access is restricted to people and service providers required to operate the service. See our Security page for details.
Your rights
You can request a copy of your data, ask us to delete it, or ask what we hold. Email us at ramos.lucas@aiolympian.com. We'll respond within 30 days.
Children
The service is not directed at anyone under 18. We do not knowingly collect data from minors.
Changes to this policy
If we make material changes, we'll update the date at the top of this page and, for active customers, notify by email.
Contact
Questions about this policy: ramos.lucas@aiolympian.com
Olympian AI, LLC
7345 W Sand Lake Rd, Ste 210, Office 8404
Orlando, FL 32819, United States