Privacy Policy

Last Updated: January 17, 2026

Defense Trade Solutions ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use TradeBrain ("Service").

1. Information We Collect

1.1 Information You Provide

Data Category	Examples	Purpose
Account Information	Email, username, name, organization, password	Account creation, authentication, communication
Classification Data	Product descriptions, commodity names, countries, shipment values	Performing classification analysis
Uploaded Documents	Product specifications, technical documents	Supporting classification accuracy
Export Control Data	ECCN codes, USML categories, license references	EEI filing assessments

1.2 Automatically Collected Information

Data Category	Examples	Purpose
Log Data	IP address, browser type, access times, pages viewed	Security monitoring, service improvement
Device Information	Device type, operating system, unique device identifiers	Security, trusted device management
Authentication Events	Login attempts, MFA verifications, session data	Security monitoring, fraud prevention

2. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide HTS/Schedule B classifications and generate reports
• Account Management: To create and manage your user account
• Security: To protect against unauthorized access, fraud, and abuse
• Communication: To send service notifications, security alerts, and administrative messages
• Compliance: To comply with legal obligations and regulatory requirements
• Improvement: To analyze usage patterns and improve our Service
• Support: To respond to your inquiries and provide customer support

3. Legal Basis for Processing

We process personal data under the following legal bases:

• Contract Performance: Processing necessary to provide our Service to you
• Legitimate Interests: For security, fraud prevention, and service improvement
• Legal Compliance: When required by applicable laws
• Consent: Where you have given explicit consent for specific processing

4. Data Retention

Other data retention periods:

• Account Information: Retained while your account is active, plus 30 days after deletion request
• Security Logs: Retained for up to 2 years for security and compliance purposes
• Backup Data: Retained for 30 days for disaster recovery
• Audit Logs: Retained for 7 years to meet regulatory requirements

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party providers who assist in operating our Service (e.g., hosting, email delivery)
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Protection: To protect our rights, safety, or the security of others

5.1 Third-Party Services

Service	Purpose	Data Shared
OpenAI	AI-powered classification analysis	Product descriptions (anonymized)
Brevo	Email notifications	Email addresses, notification content
GitHub	Backup storage	Encrypted backup files only

6. Your Data Rights

You may request access to, correction of, or deletion of your account data at any time by contacting us at privacy@defense-trade.com. We will respond to verified requests within 30 business days. If you are a California resident, you may exercise your rights under the California Consumer Privacy Act (CCPA) by submitting a request through the same channel.

7. Data Export

You can export your data at any time through the following methods:

• Classification Reports: Download individual reports from your classification history
• Account Data: Request a complete data export by contacting privacy@defense-trade.com

8. Data Security

We implement robust security measures to protect your information:

• Encryption: AES-256 encryption for sensitive data at rest and TLS 1.3 for data in transit
• Authentication: Multi-factor authentication (MFA) for admin accounts
• Access Control: Role-based access control with principle of least privilege
• Monitoring: Continuous security monitoring and logging
• Backups: Encrypted daily backups with 30-day retention
• Incident Response: Documented procedures for security incidents

9. Cookie Policy

9.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website. We use cookies to provide and improve our Service.

9.2 Cookies We Use

Cookie Type	Purpose	Duration
Essential Cookies	Authentication, session management, security	Session / 24 hours
Functional Cookies	Remember your preferences (e.g., form state)	30 days
Security Cookies	CSRF protection, trusted device tokens	30 days

9.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may prevent you from using certain features of our Service.

10. Data Processing Location

All data is processed and stored on servers located in the United States. By using TradeBrain, you consent to the processing of your data in the United States.

11. Professional Use

TradeBrain is designed for use by trade compliance professionals, customs brokers, freight forwarders, and authorized business users. Access to the platform requires professional knowledge of international trade regulations.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to registered users

13. Uploaded Documents

TradeBrain allows users to upload supporting documentation (PDF, Word, Excel, text files, and images) to assist with commodity classification. Uploaded documents are processed solely to support accurate classification of your goods. Original files are not retained on our servers and are automatically purged upon completion of the classification session. Only the resulting classification data and report are preserved for your records. No uploaded document content is stored permanently, logged, or shared with third parties.