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Privacy Policy
Effective date: [INSERT LAUNCH DATE]
Last updated: [INSERT LAUNCH DATE]
Applies to: Roadition website and compliance services
Plain-language summary. To deliver compliance services, we collect operational data about your motor carrier business and your drivers. We treat it as confidential, store it securely, and never sell it. Driver personal information is treated with extra care. You can request access or deletion at any time.
1. Who We Are
[YOUR LEGAL ENTITY NAME] doing business as Roadition ("Roadition," "we," "us") provides compliance services to motor carriers. Reach our privacy team at privacy@roadition.com.
2. Information We Collect
2.1 Information you give us
- Carrier operating information: USDOT number, MC number, business name, address, contact info, fleet size, equipment types, operating authority type.
- Driver records (where in-scope): driver name, date of birth, CDL number and class, medical card information, drug test results, MVR data, PSP data, employment history.
- Vehicle records: VINs, license plates, annual inspection records, maintenance records.
- Insurance and permit records: policy numbers, coverage details, expiration dates.
- Compliance documents: drug consortium membership, BOC-3 filing details, IFTA and IRP records, ELD platform credentials (read-only) where you provide them.
- Billing information: payment method details processed by Stripe (we do not store full card numbers), billing address.
- Communications: emails, intake forms, support requests, call notes.
2.2 Information from third parties
- FMCSA public data (SAFER, QCMobile, SMS, PSP): we query and reference public FMCSA data about your operation as part of our review process.
- Third-party record providers: with your written authorization, we pull driver MVRs, PSPs, and similar records on your behalf.
- Payment processor: Stripe provides us billing status information for active accounts.
2.3 Information collected automatically (website)
- Server logs: IP address, browser, page accessed, timestamps. Retained for up to 90 days for security and operations.
- Cookies: essential cookies for session management. We do not use third-party advertising cookies.
3. How We Use Information
| Purpose | Legal basis (EU/UK) |
|---|
| Deliver the compliance services you engaged us for | Contract |
| Process payments and manage your account | Contract |
| Communicate with you about your account, deadlines, and findings | Contract |
| Send compliance alerts via the Compliance Shield™ daily scorecard | Contract |
| Improve our methodology, checklists, and process (using de-identified data only) | Legitimate interest |
| Comply with our own legal obligations (records retention, tax) | Legal obligation |
| Detect and prevent fraud and abuse | Legitimate interest |
4. Driver Personal Information
When we handle driver qualification files, we receive driver personal information including date of birth, CDL number, medical examiner information, drug test results, employment history, and motor vehicle records. We treat this information as confidential. We:
- Store driver records separately from general carrier records
- Restrict access to driver records to personnel actively working on your engagement
- Do not share driver records with third parties except as required to deliver your service (e.g., consortium administrators, MVR providers) with your written authorization
- Retain driver records only as long as required for the engagement and applicable record-retention laws
5. How We Share Information
We share information only as needed to deliver services and as described here:
- Service providers: hosting (Cloudflare, AWS, or similar), email (Postmark or similar), payment processing (Stripe), MVR/PSP providers (only with your authorization), drug consortium providers (only with your authorization).
- Regulatory filings: when filing UCR, MCS-150, IFTA, IRP, or similar on your behalf, we submit the information to the respective regulatory body.
- Legal compliance: when required by law, subpoena, or court order, or to protect rights and safety.
- Business transfers: in connection with a merger, acquisition, or asset sale of Roadition, with notice to active clients.
We do not sell personal information. We do not use your information for advertising.
6. Data Retention
We retain records as follows:
- Active client operational records: for the duration of the engagement plus 3 years
- Driver records: per FMCSA retention requirements (typically 3 years after employment ends for most categories)
- Financial records: 7 years (tax / accounting requirement)
- Website inquiries that don't convert to engagement: 2 years
- Server logs: 90 days
You may request earlier deletion. We will comply except where retention is required by law or for legitimate business records.
7. Your Rights
U.S. residents
Depending on your state (California, Colorado, Connecticut, Virginia, Utah, Texas, and others), you have rights to access, correct, or delete your personal information, and to opt out of sale/sharing (we don't sell).
EU/UK residents (GDPR / UK GDPR)
Additional rights of data portability, restriction of processing, objection to processing, and to lodge a complaint with your supervisory authority.
Drivers whose information we hold
Drivers whose qualification file information we maintain may request access to their own records via the carrier who engaged us, or directly via privacy@roadition.com.
How to exercise these rights
Email privacy@roadition.com. We will respond within 30 days (or 45 with extension where allowed).
8. Security
We use industry-standard safeguards including HTTPS encryption in transit, encrypted-at-rest cloud storage, multi-factor authentication on our administrative accounts, restricted access by role, and regular software updates. No system is perfectly secure. If we learn of a security breach affecting your personal information, we will notify you and required authorities as required by law.
9. Children
The Service is not directed to children under 16. CDL drivers are 18+ by law. We do not knowingly collect personal information from children under 16.
10. International Transfers
Roadition is based in the United States. Our service providers may process data in the U.S. and other jurisdictions.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated by updating the "Last updated" date and notifying active clients by email.
12. Contact
Privacy questions? Email privacy@roadition.com or write to:
[YOUR LEGAL ENTITY NAME]
[YOUR MAILING ADDRESS]
END OF PRIVACY POLICY