Privacy and data retention
Effective when published. Last updated September 21, 2026. This notice covers the ArkOS operations application operated by Golden Ark Systems.
Information we handle
ArkOS handles account and contact details, carrier and driver records, load and route information, operational messages, uploaded documents, compliance records, schedules, time entries, and security activity. Onboarding documents may contain sensitive identity, tax, or banking information. Only submit information needed for your work. Do not put passwords or API credentials into AI chat.
Where information is stored and processed
The primary ArkOS database, authentication service, and uploaded-document storage use Supabase. The Ark-OS project is configured in AWS region us-west-1 (Northern California, United States), verified September 20, 2026. This identifies the primary project region; it is not a promise that all logs, backups, support access, or subprocessors remain in that region.
Vercel hosts the application and processes web requests and deployment/runtime logs. Its edge network and other service providers may process information outside the primary database region.
When you use AI features, relevant messages, records, and selected documents may be sent to Anthropic for analysis. Configured voice features may send reply text to ElevenLabs. Email delivery may use Resend or Google Gmail. Optional Slack notifications and DocuSign or Dropbox Sign workflows send the information needed for those services. Route and carrier lookups send relevant locations or carrier identifiers to the configured lookup providers. Provider retention and processing locations depend on their terms and the account configuration; do not assume AI processing stays in the Supabase region.
Purpose and access
We use information to operate your account, coordinate logistics, maintain business records, review compliance, communicate about work, and protect the service. Administrators can access company records. Dispatchers receive access to assigned work and related records, including temporary backup assignments. Carrier and driver portal access is limited to the applicable account. Service providers process information to deliver the features you use.
AI recommendations require human review for compliance decisions. Copilot actions that change records or send messages require a separate action approval. Access controls reduce risk but cannot recall a file someone already downloaded.
Retention and deletion policy
We retain operational records while they are needed for the account, legitimate business purposes, dispute resolution, or applicable recordkeeping obligations. Removing an account or assignment does not automatically delete the company’s business records.
An administrator reviews retained information quarterly and when an account closes or records are replaced. We prioritize abandoned onboarding and temporary or duplicate files after 90 days without activity, and audit records older than one year, for deletion or de-identification review. These are review triggers, not automatic deletion deadlines; required business records and documented legal holds may need longer retention. When information is no longer needed, an administrator must approve its deletion or de-identification. There is currently no blanket automatic deletion schedule for loads or uploaded documents. Access to an expired AI action approval ends after 10 minutes; expired approval payloads become eligible for cleanup after one day and are removed by a later AI request.
Deletion from the active application may not immediately remove backup copies, provider logs, or copies already sent to recipients. Those copies follow the relevant backup or provider retention process. We do not promise immediate deletion from every copy.
Your requests and questions
Contact docs@goldenasystems.com to request access, correction, deletion, or an explanation of how your information is used. Include your account email and the records involved, but do not email passwords, full tax identifiers, or bank details. We will verify your identity and authority, review the request and any applicable retention requirements, and explain the outcome.
Cookies and changes
ArkOS uses authentication cookies and local browser preferences to keep you signed in and remember settings. We will update this page when our practices change. Contact us if you need details about a particular integration before using it.