Privacy Policy
Last updated: September 24, 2026
1. Overview
This Privacy Policy explains how The Trustee for the RLJ Family Trust trading as KahalaTMS (for customers in Australia and New Zealand) or Kahala Logistics LLC, doing business as KahalaTMS (for customers in the United States and elsewhere) — in either case, “Kahala TMS”, “we”, “us”, or “our” — collects, uses, and protects information in connection with the Kahala TMS transport management platform (the “Service”). It applies to the account holders who subscribe to the Service (“Customers”) and, where relevant, the individuals whose data Customers process through the Service, such as their own customers, drivers, and subcontractors.
2. Information We Collect
We collect account information you provide when you sign up, such as name, email, company details, and billing information; operational data you or your team enter or upload to run your transport business, such as orders, customers, drivers, carriers, subcontractors, rate cards, and invoices; and usage data collected automatically, such as log data, device information, and how you interact with the Service.
3. How We Use Information
We use the information we collect to provide, maintain, and improve the Service; process payments through our payment provider; communicate with you about your account, updates, or support requests; and, where you have connected a third-party accounting platform, transmit relevant invoice and payment data to that platform on your instruction.
We do not sell your data or the data of the customers, drivers, or subcontractors you manage through the Service.
4. How We Share Information
We share information with service providers who help us operate the Service, including hosting and database providers, payment processors, transactional email providers, and document-generation providers, each bound by appropriate confidentiality and data-protection obligations. We share invoice, bill, and contact data with the accounting platform(s) you choose to connect, such as Xero or QuickBooks, only as instructed by you.
We may also disclose information where required by law, to protect our rights, or in connection with a merger, acquisition, or sale of assets.
5. Third-Party Integrations & Sub-processors
When you connect a third-party integration, such as Xero, QuickBooks, or another accounting platform, you authorise us to exchange the relevant data (such as customer, invoice, and payment records) with that platform on your behalf. That platform’s own privacy policy governs its handling of the data once received.
Our current sub-processors include our cloud hosting and database provider, Stripe (payments), Resend (transactional email), and Carbone (document generation); we will update this list as our infrastructure evolves.
6. Data Security
We use industry-standard safeguards to protect information, including encryption in transit, role-based access controls, and secure hosting infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
7. Data Retention
We retain account and operational data for as long as your account is active and as needed to provide the Service. We retain certain data after account closure where required for legal, tax, or accounting purposes, or to resolve disputes.
8. Your Rights & Choices
Depending on your location, you may have rights to access, correct, export, or request deletion of your personal information. Customers can access and update most information directly within the Service.
For other requests, or where an individual whose data is processed by a Customer wishes to exercise a right, contact us at privacy@kahalatms.com and we will assist, including by directing the request to the relevant Customer where they control the data as the party who submitted it.
9. International Data Transfers
We are based in Australia and primarily host data on infrastructure that may be located in Australia or other countries. Where we transfer information internationally, including to serve customers outside Australia, we take reasonable steps to ensure it receives an appropriate level of protection.
10. Cookies & Analytics
Our marketing website may use cookies or similar technologies to understand site usage and improve our content. You can control cookies through your browser settings. The Kahala TMS application itself uses only the technical storage necessary to keep you signed in and to operate the Service.
11. Children’s Privacy
The Service is intended for business use and is not directed to individuals under 18. We do not knowingly collect personal information from children.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will provide reasonable notice, such as by email or an in-app notice, before the changes take effect.
13. Contact
Questions about your data? Email us at privacy@kahalatms.com and we’ll respond directly.