When implementing a real-time transportation visibility (RTTV) solution, it’s not just about technology - legal considerations play a crucial role in successful procurement and deployment. From data privacy to liability, aligning legal expectations early on helps mitigate risk and builds trust between all parties.
Here are four common legal topics to prepare for when entering into a visibility solution agreement, especially in the context of SaaS platforms.
1. Clearly-defined Responsibilities
As with any service-level agreement, it’s essential to establish a shared understanding of who is responsible for what throughout the project lifecycle. Creating a clear RACI model (Responsible, Accountable, Consulted, Informed) helps ensure accountability and avoids future disputes.
Key elements to clarify:
- Project roles and responsibilities for each stakeholder
- Consequences of non-performance or delays
- Ownership of specific deliverables and integration activities
Being specific up front helps manage expectations, streamlines project execution, and supports stronger collaboration between all parties.
2. Data Privacy and GDPR Compliance
Data privacy is a major concern—particularly for companies operating in or with partners in Europe. The General Data Protection Regulation (GDPR) sets strict rules for how personal data must be handled, stored, and shared.
When procuring a transportation visibility solution, it's vital to review:
- What data is collected and processed
- Who the data subjects are (e.g., drivers, customers)
- Where and how the data is stored
- Security protocols and encryption standards
- Your provider’s data processing agreement (DPA)
Non-compliance can lead to substantial financial penalties and reputational damage, so these discussions should happen early in the vendor selection process (see also: What the EU’s decision on the ‘Privacy Shield’ means for European transportation visibility).
3. Liabilities
Liability provisions are a standard part of any software or services agreement, and they’re especially important when sensitive data and operational continuity are at stake. Agreements should define:
- Reasonable caps on liability in the event of a breach
- How SLA violations will be evaluated and enforced
- Measurable criteria for system uptime, responsiveness, and support
These frameworks help ensure fairness and provide financial and operational guardrails if something goes wrong.
4. Customization
Large organizations often require a degree of customization in how a visibility platform integrates with their broader tech stack. While visibility providers typically offer standardized capabilities, flexibility is often needed to accommodate:
- Custom dashboards or user interfaces
- Specialized workflows or notification triggers
- Integration with in-house TMS, ERP, or warehouse systems
The key is to balance personalization with long-term sustainability—ensuring tailored functionality doesn’t compromise system integrity or performance.
Final Thoughts
Legal readiness is just as important as technical capability when selecting a visibility provider. By proactively addressing responsibilities, data privacy, liabilities, and customization needs, you set your visibility project up for success—right from the start. Shippeo takes a personalized, transparent approach to contract negotiation and legal discussions. Every organization has unique operational and legal requirements, and Shippeo’s project management style is both flexible and collaborative, ensuring alignment from the outset. What sets Shippeo apart:
- A commitment to fair, open negotiation—no hidden tactics or one-size-fits-all models
- Extensive experience navigating GDPR compliance and global data regulations
- A focus on long-term partnerships, not just contractual obligations
- Support for customization at scale, with clear, sustainable approaches to tailored solutions
Shippeo’s legal and operational teams work closely with customers to ensure all critical legal areas are addressed with clarity and confidence, forming the foundation for a successful, low-risk deployment.
To discover more considerations for your visibility project, read our white paper: 'Choosing the right transportation visibility provider' or get in touch with our expert team today.
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