Privacy Policy

Last updated: July 1, 2026  |  Effective: July 1, 2026

1. Who we are

Upper Freight Solutions LLC (“Upper”, “we”, “us” or “our”) is a freight brokerage and transportation services company located at 725 South Lincoln Boulevard, Oklahoma City, Oklahoma 73129, USA, operated by Daniel Williams. We are the controller responsible for personal information processed through our website at https://upper.hpsholding.com and in the course of arranging freight transportation.

This Privacy Policy applies to the website and to business communications with shippers, carriers, vendors and job applicants. It does not apply to third-party websites we may link to.

2. Information we collect

Information you provide directly

• Contact details: name, company name, business email address, business telephone number and mailing address.
• Shipment details: origin and destination, commodity description, weight, dimensions, pickup and delivery windows, special handling requirements and reference numbers.
• Account and billing information: billing contact, accounts payable details, tax identification information and credit references where credit terms are requested.
• Carrier information: MC and USDOT numbers, insurance certificates, W-9 forms and remittance details for motor carriers who work with us.
• Correspondence: the content of emails, quote requests, support messages and call notes.

Information collected automatically

• Technical data: IP address, browser type and version, operating system, device type, screen size and referring page.
• Usage data: pages viewed, time on page, links clicked and the approximate geographic region derived from IP address.
• Cookie data: as described in our Cookie Policy.

We do not knowingly collect payment card numbers, government identification numbers of individuals, health data, biometric data or any other special category of personal data through this website.

3. How we use your information

We process personal information for the following purposes and on the following legal bases:

• To provide our services — quoting, booking, dispatching, tracking, documenting and invoicing freight shipments. Legal basis: performance of a contract or steps taken at your request prior to entering one.
• To communicate with you — responding to enquiries, sending rate confirmations, shipment updates and delivery documentation. Legal basis: contract performance and legitimate interests.
• To verify carriers — confirming operating authority, insurance and safety records. Legal basis: legitimate interests in operating a safe and compliant brokerage.
• To meet legal obligations — retaining transportation records, tax records and documents required by federal transportation regulations. Legal basis: legal obligation.
• To improve the website — understanding which pages are used and diagnosing errors. Legal basis: consent, where analytics cookies are used, and otherwise legitimate interests.
• To protect our business — preventing fraud, double brokering, misuse of our name and unauthorized access to our systems. Legal basis: legitimate interests.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

4. How we share information

We disclose personal information only as necessary and only to the following categories of recipients:

• Motor carriers and their drivers — pickup and delivery contact details and shipment instructions required to complete the move.
• Facilities and consignees — reference and contact details needed for appointment scheduling and delivery.
• Service providers — email hosting, website hosting, transportation management software, accounting software and, where enabled, analytics providers. These vendors act on our instructions under contract.
• Insurers and claims adjusters — where a cargo or liability claim is filed.
• Professional advisers — accountants, auditors and lawyers, bound by professional confidentiality.
• Authorities — where required by law, subpoena, court order or a regulatory request, or to establish or defend legal claims.
• Successors — in connection with a merger, acquisition or sale of assets, subject to this policy continuing to apply.

5. Cookies and analytics

Our website uses a small number of cookies and similar technologies. Strictly necessary cookies keep the site working and remember your cookie preference. Analytics cookies, which run only if you accept them, help us understand which pages are useful. You can accept, refuse or change your choice at any time using the cookie banner or the “Cookie settings” link in the footer.

Full details, including the categories used and how to control cookies in your browser, are set out in our Cookie Policy.

6. Data retention

We keep personal information only as long as necessary for the purpose it was collected, and to satisfy legal, accounting and reporting requirements:

• Quote requests that do not become shipments: up to 24 months.
• Shipment and transportation records, including bills of lading and proofs of delivery: at least 3 years, in line with federal transportation record-keeping requirements, and typically 7 years.
• Invoices, payment records and tax documentation: 7 years.
• Carrier qualification files including insurance certificates: for the duration of the relationship plus 4 years.
• Website analytics data: up to 26 months where analytics is enabled.

When information is no longer required we delete it or irreversibly anonymize it.

7. Security

We apply administrative, technical and physical safeguards appropriate to the sensitivity of the information we hold. These include access controls limiting data to staff who need it, encrypted connections (HTTPS) on this website, encrypted email transport where supported by the recipient, password policies and multi-factor authentication on business systems, secured physical files at our Oklahoma City office, and vendor due diligence before we adopt new software.

No method of transmission or storage is completely secure. If a breach affecting your personal information occurs, we will notify affected parties and applicable regulators as required by law.

8. Your privacy rights

Depending on where you live, you may have some or all of the following rights:

• Access — ask what personal information we hold about you and receive a copy.
• Correction — ask us to correct information that is inaccurate or incomplete.
• Deletion — ask us to delete information, subject to records we are legally required to keep.
• Opt out of sale or sharing — we do not sell or share personal information, so there is nothing to opt out of, but you may confirm this with us in writing.
• Limit use of sensitive information — we do not collect sensitive personal information through this website.
• Non-discrimination — we will not deny service, charge different prices or provide a lower quality of service because you exercised a privacy right.
• Withdraw consent — where processing is based on consent, such as analytics cookies, you may withdraw it at any time.
• Complain — you may lodge a complaint with your state attorney general or, in the EEA or UK, your supervisory authority.

To exercise a right, email Daniel@upper.hpsholding.com with “Privacy request” in the subject line, or write to us at the address below. We will verify your identity using information already in our records and respond within 45 days, extendable by a further 45 days where the request is complex. An authorized agent may submit a request on your behalf with written authorization.

9. Children's privacy

Our services are business-to-business and are not directed to children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, contact us and we will delete it.

10. International transfers

We are a United States company and our systems and service providers are primarily located in the United States. If you contact us from outside the United States, you understand that your information will be transferred to, stored and processed in the United States, where data protection laws may differ from those in your country. Where required, we use appropriate safeguards such as standard contractual clauses with our vendors.

11. Third-party links

This website may link to third-party sites, such as an embedded map provider or a carrier's tracking page. We are not responsible for the privacy practices or content of those sites. Review their privacy notices before providing information to them.

12. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices, technology or legal requirements. The “Last updated” date at the top of this page shows the current version. Material changes will be highlighted on this page for at least 30 days. Continued use of the website or our services after an update constitutes acceptance of the revised policy.

Contact us about this policy

Upper Freight Solutions LLC
Attn: Daniel Williams, Managing Member
725 South Lincoln Boulevard, Oklahoma City, Oklahoma 73129, USA
Phone: +1 (813) 306-5715
Email: Daniel@upper.hpsholding.com