Privacy Policy

Effective Date: December 19, 2025

As a leading compliance consulting firm specializing in the U.S. trucking industry, Carrier Partner is committed to helping motor carriers navigate FMCSA regulations, maintain Driver Qualification (DQ) files, and ensure operational safety. We handle sensitive information, including personal data from DQ files (e.g., medical certificates, drug and alcohol test results, and driving records), as well as financial transaction details. This Privacy Policy outlines our practices for collecting, using, and protecting your data in compliance with applicable laws, including Ohio state regulations, federal FMCSA guidelines (e.g., 49 CFR Parts 391 and 382 for driver qualifications and testing), and standards like the Fair Credit Reporting Act (FCRA) where background checks are involved. We prioritize data security to support your fleet’s compliance needs without compromising privacy.

1. Information We Collect

To deliver our specialized services, such as DQ file management, drug and alcohol program administration, and regulatory audits, we collect the following categories of information:

• Personal Identification Information (PII): Name, email address, phone number, physical address, date of birth, Social Security Number (SSN, where required for compliance checks), and driver’s license details.
• Business and Fleet Data: U.S. DOT numbers, MC numbers, company fleet information, vehicle details (e.g., GVWR/GCWR as defined in 49 CFR 390), and operational records to assess compliance with FMCSRs and HMRs.
• User Account Data: Usernames, passwords, and access logs for the Carrier Partner admin portal.
• Payment and Financial Information: Credit card details, billing addresses, and transaction history (processed securely via third-party providers like Stripe or PayPal; we do not store full card numbers on our servers to comply with PCI DSS standards).
• Compliance and Sensitive Documentation: Data from DQ files, including medical examiner certificates, drug/alcohol test results, motor vehicle records (MVRs), employment history, and hazardous materials handling records. This may include health-related information subject to enhanced protections under FMCSA rules (e.g., 49 CFR 391.41 for physical qualifications).
• Usage and Technical Data: IP addresses, browser types, device information, and website analytics (e.g., via cookies or similar technologies) to improve our services and monitor portal usage.

We only collect data necessary for your compliance needs and obtain it directly from you, your drivers, or authorized third parties (e.g., testing labs or state DMVs).

2. How We Use Your Information

We use your data solely to support trucking compliance and operations, including:

• Managing your Carrier Partner account, subscriptions, and access to the admin portal.
• Processing financial transactions for micro-services (e.g., one-time DQ file reviews) and recurring subscriptions.
• Ensuring fleet compliance with FMCSA regulations, such as monitoring hours-of-service (49 CFR 395), vehicle maintenance (49 CFR 396), and driver qualifications (49 CFR 391).
• Conducting internal audits, generating reports, and providing consulting advice tailored to your business.
• Sending essential communications, such as compliance alerts, billing reminders, policy updates, or notifications about FMCSA changes (e.g., biennial updates under 49 CFR 390.19T).
• Improving our services through aggregated, anonymized analytics (e.g., identifying common compliance gaps across the industry).

We do not use your data for marketing purposes without explicit consent.

3. Data Sharing and Disclosure

Protecting your sensitive trucking data is paramount. We do not sell, rent, or trade your information. Sharing is limited to:

• Service Providers: Trusted vendors for payment processing (e.g., Stripe/PayPal), cloud storage (e.g., AWS with encryption), compliance testing partners (e.g., drug labs), or IT support, all bound by strict confidentiality agreements and compliant with FMCSA data handling standards.
• Regulatory and Legal Requirements: Disclosures to FMCSA, state agencies (e.g., Ohio BMV or DOT), or law enforcement if required for audits, investigations (e.g., under CSA programs in 49 CFR 385), or to comply with subpoenas. We may also share data to protect Carrier Partner, our users, or public safety, such as reporting unsafe carriers per FMCSA guidelines.
• Business Transfers: In the event of a merger, acquisition, or sale, your data may be transferred with appropriate safeguards.

All shared data is minimized and protected under data processing agreements.

4. Security of Your Data

We employ robust, industry-standard measures to safeguard sensitive information like DQ files and payment details:

• Encryption (e.g., SSL/TLS for data in transit and AES-256 for data at rest).
• Access controls, firewalls, and regular security audits of our admin portal.
• Compliance with PCI DSS for payments and FMCSA data retention rules (e.g., maintaining DQ files for at least 3 years post-employment as per 49 CFR 391.51).
• Employee training on data handling, with background checks for staff accessing sensitive info.

Despite these measures, no system is infallible. In the event of a data breach, we will notify affected users within 72 hours (or as required by Ohio law, R.C. 1349.19) and take immediate remedial actions.

5. Data Retention and Deletion

We retain data only as long as necessary for compliance purposes:

• DQ files and compliance records: At least 3 years after a driver’s departure (per FMCSA 49 CFR 391.51) or longer if required by audits.
• Financial records: 7 years for tax and billing compliance.
• Account data: Until account closure, plus any legally required period.

Upon request or account termination, we will securely delete or anonymize data, except where retention is mandated (e.g., for FMCSA audits).

6. Your Rights

As an Ohio-based user, you have rights under state and federal laws:

• Access, correct, or delete your personal data (subject to FMCSA retention rules).
• Opt out of data sharing where possible.
• Request a copy of your data in a portable format.

Contact us at [privacy@carrierpartner.com] for requests. We respond within 30 days. If we process background checks, FCRA rights apply (e.g., dispute inaccurate info).

7. Cookies and Tracking Technologies

Our website uses cookies for functionality (e.g., session management in the admin portal) and analytics. You can manage preferences via browser settings. We do not track for advertising.

8. Children’s Privacy

Our services are for businesses; we do not knowingly collect data from individuals under 18.

9. International Data Transfers

Data is stored in U.S.-based servers. If transferred internationally (e.g., to cloud providers), we use Standard Contractual Clauses for protection.

10. Changes to This Policy

We may update this policy to reflect FMCSA changes or legal updates. Changes will be posted with a new effective date; continued use constitutes acceptance.

For questions, contact team@carrierpartner.com. Remember, this is a foundation—consult legal counsel for full compliance.