Privacy Policy

McLeod uses cookies to determine whether you came to www.McLeodSoftware.com from a particular Internet link, referring web site or search engine, as well as for tracking traffic patterns and usage of our web site. Cookies help us personalize your visit to our web site and help save you time when accessing our web site after your initial visit. “Cookies” are pieces of data that are transferred to and stored on your hard drive from our web site. Cookies do not retain your personal information. Most web browsers automatically accept cookies, but you can usually change your browser setup to prevent or reject cookies. If you reject the use of a cookie, however, your access on our web site may be limited to certain areas of our web site.

In certain circumstances, we may have business partners who use cookies on our web site. However, we have no access to, or control over, these third party cookies after we have given them permission to display images or provide links on our web site.

This web site may contain links to other web sites. Please be aware that we are not responsible for the privacy practices of such other web sites. We encourage you to be aware when you leave our web site and to read the privacy policies of each and every web site that collects personally identifiable information from you. This Privacy Policy applies solely to information collected by the McLeod web site.

Like most standard web site servers, we use log files. This includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp and number of clicks to analyze trends, administer the site, track user’s movement in the aggregate and gather broad demographic information for aggregate use. Such log files are not linked to personally identifiable information.

Please keep in mind that whenever you voluntarily disclose personal information on our web site (for example, on message boards, chat rooms or through email) that information may be collected and used by others. By posting personal information on our web site that is publicly accessible by others, you may receive unsolicited messages from other parties in return.

This web site takes every precaution to protect your information. While we use SSL encryption to protect sensitive information online, we also do everything in our power to protect user information offline. McLeod does not supply your information to other parties. All of our users’ information, not just the sensitive information mentioned above, is restricted in our offices. Only personnel who need the information to perform a specific job function (for example, our billing clerk or a customer service representative) are granted access to personally identifiable information. If you have any questions about the security of our web site, please email us at webmaster@mcleodsoftware.com.

If your personal information changes (such as zip code, phone number, email address or mailing address), or if you no longer desire to receive any communication from McLeod, we provide a way to correct, update or delete your personal information. Please email us at webmaster@mcleodsoftware.com with any changes or reply “unsubscribe” in the subject line of a return email.

Though we make every effort to preserve your privacy, we may need to disclose personal information when required by law when we have a good faith determination that such action is necessary to comply with a current judicial proceeding, a court order or legal process served on us or our web site.

In the event McLeod goes through a business transition, such as a merger, acquisition or selling a portion of its assets, your personal information submitted to us will, in most instances, be part of the assets transferred.

When you use RespondAI for Outlook, we access the subject, body, and attachments of the email message you currently have open in Outlook, using the Outlook JavaScript API. We only access this information when you take an explicit action in the Add-in, for example, classifying an email or running a quote or order workflow. The Add-in does not scan your mailbox in the background, does not automatically ingest messages, and never reads beyond the single message you have selected.

We also collect the account information needed to sign you in and connect the Add-in to your organization’s tenant (such as your name, email address, and tenant identifier), and standard technical information (such as IP address and browser type) generated by your use of the Add-in’s web-based components.

Message content you submit through the Add-in is transmitted over an encrypted (HTTPS) connection to the RespondAI platform, where it is used to classify the message, extract shipment or order details, and validate that data against your organization’s transportation management system (TMS) in order to generate a quote or create an order. Submitting the same message more than once does not create duplicate records.

We do not use message content accessed through the Add-in for advertising, and we do not sell it. Account and technical information is used to operate, secure, and support the Add-in, consistent with the “How We Use Your Information” section of McLeod’s general Privacy Policy.

RespondAI for Outlook uses artificial intelligence to classify email content and extract shipment and order details from the message you submit. AI-generated results (such as a suggested classification or pre-filled order and quote fields) are presented to you for review before anything is submitted to your TMS – you always have the opportunity to correct or complete fields before confirming an action. This processing is performed using Azure OpenAI Service, configured for enterprise data protection: your data is not used to train, retrain, or fine-tune any AI model, and prompts and outputs are not shared with OpenAI or used to improve any third-party model. The service operates as a private, prompt-based large language model dedicated to processing your request.

Data submitted through the Add-in is stored within your organization’s tenant on the RespondAI platform, logically isolated from other customers’ tenants. We retain this data for 45 days, after which it is automatically deleted; this retention period can be configured per tenant on request.

You can deregister your email account through the RespondAI web application (this control lives in the web application rather than inside the Add-in itself). Once you deregister, all data associated with that email account is deleted and the connection to your mailbox is removed.

All data submitted through the Add-in is encrypted in transit (HTTPS/TLS) and encrypted at rest. Access to Add-in data is restricted by tenant, so one customer’s data is never visible to another. We maintain audit logging of Add-in activity and apply the same restricted-access principle described in McLeod’s general Privacy Policy: only personnel who need the information to perform a specific job function have access to personally identifiable information.

We do not sell, rent, or share data submitted through the Add-in with any third party. Message content and extracted data are used only to generate the quote or order you requested within your own organization’s TMS – we do not use subprocessors to handle this data. As with McLeod’s general Privacy Policy, we may disclose information when required by law, such as in response to a valid court order or legal process.

To request a copy of the data the Add-in has processed on your behalf, to correct it, or to request its deletion, email us at webmaster@mcleodsoftware.com with “RespondAI for Outlook” in the subject line. We will confirm receipt of your request and respond consistent with the process described in the “Updating Personal Information” section of McLeod’s general Privacy Policy.

If we change how the Add-in collects, uses, or discloses information, we will post the updated policy on this page and update the effective date below.

Questions about this policy or about RespondAI for Outlook’s data practices can be sent to webmaster@mcleodsoftware.com, or by phone at (205) 823-5100, or by mail to McLeod Software, 100 Corporate Parkway, Birmingham, AL 35242.

Effective Date: September 1, 2026

This Addendum supplements the Master Subscription License and Services Agreement (the “Agreement”) already in place between the Parties or being contemporaneously executed. Where there is a conflict between the terms of this Addendum and the Agreement the terms and conditions found in the Agreement will prevail. Capitalized terms not defined in this Addendum have the meanings assigned in the Agreement. This Addendum is product-specific and does not replace, restate, or independently amend the Agreement except as expressly stated herein.

Subscription

Subject to the terms and conditions of this Addendum, McLeod grants to Customer a limited, nontransferable, non-exclusive subscription to access and use McLeod’s MPact.RespondAI product (“MPact.RespondAI” or “Software”), solely to support Customer’s internal business processes related to communication and responding to drivers and customers. The subscription permits Customer to access the Software through compatible platforms, including but not limited to web access, mobile apps, or email integration tools as specified in the Agreement. This subscription does not include any licenses for third-party software or services that may be required to integrate or operate the Software.

For clarity, enhancements that improve existing features or performance (e.g., user interface improvements, defect corrections, or workflow optimizations) are included; However, the introduction of new capabilities—such as voice interaction, advanced analytics modules, or integrations with third-party platforms for example, may be considered separate products or premium features and may require additional licensing or fees.

McLeod reserves the right to define and communicate the scope of such new capabilities at the time of release

Services

McLeod will provide services in support of Customer’s use of the MPact.RespondAI product, including general support, system monitoring and access, and troubleshooting as part of the subscription. Services other than those described in this section, such as training, or customization of the Software including changes to features or functionality, will be subject to standard hourly billing as provided in the Agreement and will be defined in a Statement of Work (SOW).

Software Updates

Payment of the monthly subscription fee entitles the Customer to access all upgraded and/or updated versions of the MPact.RespondAI Software. This may include new features, functionalities, or enhancements. The Software is continuously updated, and no additional upgrade fees will be charged to the Customer. All upgrades will be automatically implemented and available for use at no additional cost.

Authorized Users and Customer Responsibility

Customer will control access to and use of MPact.RespondAI by its authorized users and is responsible for their acts and omissions in connection with the Software. Customer will ensure that each user uses unique, valid access credentials and complies with the Agreement and this Addendum. For purposes of this Addendum, references to a user mean an individual with named access through a registered email address, notwithstanding any different user-counting convention applicable to other Software under the Agreement.

AI-Generated Content and Human Review

MPact.RespondAI uses artificial intelligence technologies to generate suggested communications and responses (“AI-Generated Content”). Customer acknowledges that AI-Generated Content may be inaccurate, incomplete, or unsuitable for Customer’s intended purpose. Customer is solely responsible for reviewing, editing, approving, and determining whether to transmit or otherwise use AI-Generated Content. McLeod does not warrant the accuracy, completeness, legality, or suitability of AI-Generated Content. The warranties, disclaimers, remedies, and limitations of liability in the Agreement apply to MPact.RespondAI and AI-Generated Content.

Customer Data and Processing

Customer authorizes McLeod and its service providers to access, use, transmit, store, and otherwise process emails, communications, documents, prompts, AI-Generated Content, and related Customer data only as reasonably necessary to provide, secure, maintain, monitor, and support MPact.RespondAI. All such data remains Licensee Data and Confidential Information as provided in the Agreement. Nothing in this Addendum changes ownership of Licensee Data or expands McLeod’s rights to use Licensee Data beyond the rights granted in the Agreement and this Addendum.

Third-Party Services and Subprocessors

MPact.RespondAI may depend upon or interoperate with third-party products and services, including Microsoft Outlook, application programming interfaces, cloud services, and artificial intelligence models. Customer is responsible for obtaining and maintaining any third-party licenses, accounts, permissions, configurations, and consents required for Customer’s use. McLeod may use affiliates and third-party service providers to support MPact.RespondAI, subject to the confidentiality, security, and data-protection obligations applicable under the Agreement. McLeod does not control, and is not responsible for, changes to or interruption or discontinuation of third-party products or services, except to the extent expressly provided in the Agreement.

Security

McLeod will apply the security obligations set forth in the Agreement to Licensee Data processed through MPact.RespondAI. Customer remains responsible for maintaining the confidentiality and security of its users’ credentials, Microsoft environment, email accounts, devices, permissions, and configurations, and for promptly disabling access for users who are no longer authorized.

Feedback

If Customer voluntarily provides suggestions, enhancement requests, recommendations, or other feedback concerning MPact.RespondAI (“Feedback”), Customer grants McLeod a non-exclusive, worldwide, perpetual, irrevocable, royalty-free right to use, reproduce, modify, incorporate, distribute, and commercialize the Feedback in McLeod products and services. Feedback does not include Licensee Data or Customer Confidential Information, and this provision does not alter either Party’s obligations under the confidentiality provisions of the Agreement.

 Suspension

In addition to any suspension rights in the Agreement, McLeod may suspend access to MPact.RespondAI to the extent reasonably necessary if Customer materially breaches this Addendum, exceeds applicable usage limits in a manner that materially affects service availability or performance, or uses the Software in a manner that creates a material security, legal, or operational risk. McLeod will provide reasonable prior notice when practicable and will restore access after the condition giving rise to suspension has been remedied. Suspension does not relieve Customer of its payment obligations under the Agreement or this Addendum.

If Customer terminates the subscription prior to the end of the committed term, the remaining monthly fees for the unfulfilled commitment period will be due immediately.

Effective Date and Billing Start

The effective date and commencement of the initial term of this Agreement shall be the date the Customer’s access to the MPact.RespondAI Software is enabled. This access enablement date will be mutually agreed upon during the initial connection call between McLeod and Customer. Billing for the services will begin the calendar month immediately following the agreed-upon access enablement date.

For avoidance of doubt, the monthly fee outlined in the SMCS fees section above in Reference A, are not included in the monthly subscription fee provided elsewhere in this Agreement. The Parties have executed this Addendum through the initialing of their respective authorized representatives below.