Privacy Policy

1. What we collect

From you: your name, title, email, phone, mailing address, USDOT number, carrier legal name, the power-unit count on your MCS-150, and records and documents you send for a matter. Those documents can include driver names, license numbers, medical certificates, employment history, inspection reports, citations, and agency correspondence. Payment-card details go directly to our payment processor; we receive payment confirmation and limited card information such as brand, last four digits, and expiration date.

From FMCSA and state agencies: inspections, violations, crashes, safety ratings, and census data tied to your USDOT number. From use of our site and application: IP address, device and browser type, pages viewed, referring page, approximate location derived from IP, clicks, navigation, form entries, account and carrier identifiers, USDOT and violation context, case-workflow activity, subscription and checkout status, error details, and session replays. If an insurance agency, broker, or referral partner introduces you, we may receive your contact details and USDOT number from them.

2. Driver information and testing records

Records we work with routinely contain information about drivers. We use it only to deliver the service ordered and prepare submissions you approve, and we ask you to send only what a matter needs and redact what you can. You are the employer and record holder, and under our Service Agreement you confirm you may share this information with us. If a driver contacts us about information we hold, we will ordinarily direct the request to the carrier and help the carrier respond.

We do not act as a service agent or consortium under 49 CFR Part 40, and we do not want drug and alcohol testing records. We ask for summaries instead. Where a matter requires those records, we use them only for that matter and disclose them no further except as Part 40 and your written direction allow. If we receive testing records we did not ask for, we may delete them and ask you to resend without them.

3. How we use information

We use information to deliver the services, including monitoring a record, sending alerts, reviewing records, preparing drafts and submissions, answering questions, transmitting submissions you approve, billing and account management, service messages, marketing our own services, understanding individual and aggregate use of the website and portal, reproducing and fixing customer-experience problems, improving workflows, securing the service, preventing abuse, and meeting legal obligations. You may stop marketing messages at any time; operational messages remain part of an active service.

4. Assisted processing and human review

We use specialized software and automated data-processing tools to work through records quickly. These tools read inspection and crash data, flag what deserves a closer look, and help assemble a first draft of written work. They do not make decisions about you. A person reviews every record we assess and every deliverable we send, and nothing reaches you or an agency without that review.

We use commercial accounts with our specialized data-processing providers. Under their commercial terms, customer inputs and outputs are not used to train provider systems by default. We do not use consumer-grade processing tools for customer information. If a provider changes its terms in a way that conflicts with this section, we will move to another provider or update this policy and notify you.

5. Who we share information with

We share information with providers working for us under contract and only so they can perform their part of the service. Provider categories include specialized data-processing services, payment processing, data storage and workflow tools, email delivery, website and application hosting, and service-usage measurement. PostHog receives the website, portal, form, carrier, case-workflow, checkout, subscription, error, and session-replay information described in this policy so we can understand and improve the service. We will name our other current providers on request.

We send FMCSA and responsible state agencies your USDOT number for lookups and the submissions and evidence you approve. We may share information with professional advisors, when law or valid process requires it, or to protect rights or safety. Information may transfer with the business in a merger, acquisition, or sale; we will notify you and this policy will continue until replaced. Before opening insurer- or agency-sponsored services, we will provide the carrier the separate written conflict disclosure required for that service.

6. What we do not do

We do not sell information. We do not use account information or case files for advertising or give them to advertisers. We do not permit service providers to train their systems on customer content by default, and we do not share driver information except as described in Section 5.

7. Cookies and website measurement

Our site uses essential cookies needed for authentication and application operation. With your analytics choice, we use PostHog product analytics and session replay to understand website and portal use, form submissions, carrier and USDOT activity, case-workflow steps, checkout and subscription activity, errors, and where customers encounter difficulty. Session replay can reproduce visible page text, ordinary form entries, clicks, and navigation. PostHog is a service provider for product and operational measurement, not an advertising platform, and we do not use this information for third-party advertising.

Credentials, authentication tokens, password fields, payment-card fields, and the contents of documents uploaded as evidence are excluded from PostHog. File names and other case metadata may be included so our team can follow the workflow. You can choose Essential only in the notice shown on the site or control cookies in your browser. Blocking essential cookies will stop the application from working.

8. Free tools and email

Our free record check uses public FMCSA data. When you look up a USDOT number, we log the lookup and originating IP address to prevent abuse and understand demand. If you provide an email address, we use it to send what you requested and marketing only where you opted in. A free lookup does not make you a customer and is not a compliance determination. Service messages such as alerts, case updates, and billing notices go to the email on an active account. Marketing email includes an unsubscribe option.

9. Retention and security

Routine operational logs, alert-delivery history, free-tool request details, and website-usage data are kept for twelve months. Documents uploaded for a matter, including documents containing driver information, are deleted twelve months after the matter closes. We do not start that document-deletion period while the matter remains open.

We keep a limited case audit record for five years, including the expert decision, exact narrative, evidence list, and confirmation details approved before an agency submission. We keep account and billing records for seven years. When information is no longer needed, we delete it or remove identifying details unless a legal hold or other legal obligation requires continued retention. Deletion from our systems does not delete a submission or correspondence held by FMCSA, a state agency, a payment processor, or another recipient under its own retention requirements.

We use administrative, technical, and physical safeguards appropriate to what we hold, including access controls, encryption in transit, and limits on internal case-file access. No system is perfectly secure. If we learn of a security incident affecting your information, we will tell you without unreasonable delay and give you information needed to meet your obligations, including driver notification where the law assigns that responsibility to you as employer.

10. Your choices and rights

Regardless of state, you may ask us to describe and provide a copy of information we hold about you, correct inaccurate information, delete information except what we must retain under Section 9 or by law, stop marketing, or keep a person involved in decisions about you. Email support@clearcarriercompliance.com. We verify identity, ordinarily through the account email, and respond within 45 days. There is no charge and we will not treat you differently for asking. If applicable state law provides an appeal right and we deny a request, our response will explain how to appeal and contact the state attorney general.

11. Other information

We operate in the United States and configure our primary service infrastructure for U.S. processing where the provider offers that choice. Some providers may process or access information from another country under their contractual safeguards. The service is built for U.S. motor carriers and is not offered in the European Economic Area or United Kingdom. Our services are for businesses and we do not knowingly collect information from anyone under 16. We will post changes with a new effective date and provide at least 30 days' email notice before a material change takes effect.

12. Contact

Contact Clear Carrier Compliance LLC at support@clearcarriercompliance.com for privacy questions, requests, or a paper copy of this policy.