Privacy Policy

1. Information We Collect

Account information

Name, email address, and organization details collected when you sign up via Clerk authentication.

Company and compliance data

Information you enter into the platform: company name, USDOT and MC numbers, driver records, vehicle data, IFTA fuel and mileage data, insurance policy details, accident records, and documents you upload (stored in Cloudflare R2).

Driver and personnel information

Information about your drivers and personnel that you or they provide, including licence and CDL details, medical examiner certificates, Motor Vehicle Records, employment and application history, and FMCSA Drug & Alcohol Clearinghouse query results where you have authorized us to act. Much of this is sensitive; we process it solely to deliver the compliance services you request.

Authorization records

A record of your acceptance of our Terms of Service & Customer Authorization, including the date and time, the account it was given for, the version of the document displayed to you, the originating IP address, and the browser user agent. We keep this as evidence of the authority you granted us to file on your behalf.

Usage data

Log data including IP addresses, browser type, pages visited, and timestamps, collected automatically when you use the Service.

Payment information

Billing information is collected and stored by Stripe. We do not store full payment card numbers.

2. How We Use Your Information

• To provide, operate, and improve the Service
• To generate compliance reports and manage your fleet data
• To process billing and send receipts via Stripe
• To send transactional emails (compliance alerts, filing updates, account notices)
• To prepare and submit filings, registrations and renewals to government agencies on your behalf, where you have authorized us to do so
• To respond to support requests and intake inquiries
• To detect and prevent fraud or abuse
• To comply with applicable law and regulatory requirements

We do not sell your personal information to third parties.

3. Third-Party Services

We share data with the following third-party processors as necessary to operate the Service:

• Clerk — authentication and session management
• Stripe — payment processing and subscription billing
• Google Workspace — transactional email delivery
• Cloudflare R2 — document and file storage
• FMCSA SAFER — carrier data lookup (read-only, public API)

Each processor is contractually required to protect your data and use it only as directed by us.

Government agencies and filing partners

Separately from those processors, and only where you have authorized us under section 3 of our Terms of Service & Customer Authorization, we submit information you provide to government agencies and their systems in order to perform the services you request. These may include:

• FMCSA — including the Drug & Alcohol Clearinghouse and MCS-150 filings
• The IRS — for Form 2290 (HVUT) preparation and filing
• State DMVs, Departments of Revenue, and Secretaries of State
• The UCR Plan, and IFTA and IRP jurisdictions
• Permitting, titling and registration authorities

These agencies are not our processors. They receive the information as independent recipients and handle it under their own rules and records laws, which may include making certain records public. We submit only what is necessary for the service you requested.

4. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymize your personal data within 90 days, except where we are required by law to retain it longer.

Two categories are retained longer by necessity. Compliance records subject to federal or state retention rules — including Driver Qualification File contents and drug and alcohol testing records — are kept for the period the applicable regulation requires. Records of your acceptance of our Terms, and of filings we submitted on your behalf, are retained as evidence of the authority under which we acted, and are not deleted on account closure.

5. Security

We implement industry-standard security measures including TLS encryption in transit, encrypted storage at rest, role-based access controls, and row-level security in our database. No system is completely secure, and we cannot guarantee absolute security.

6. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your account and associated data
• Opt out of non-transactional marketing communications

To exercise these rights, contact us at support@safendrive.com.

7. Drivers and Other Individuals

Much of the data in the Service describes people who are not our customer — your drivers and personnel. In that relationship the carrier or employer is the controller of that information and decides what is collected and why; safeNdrive Compliance processes it on the carrier's instructions to deliver the services the carrier has requested.

If you are a driver and want to access, correct, or ask about information held about you, contact your employer in the first instance. You may also contact us at the address below and we will assist, though we may need to direct the request to the carrier that holds the relationship with you.

Certain records carry their own consent requirements independent of this policy. FMCSA Drug & Alcohol Clearinghouse queries, for example, require driver consent obtained through the Clearinghouse itself; acceptance of our Terms by a carrier does not provide that consent and does not substitute for it.

8. Cookies

We use cookies and similar technologies to maintain sessions (via Clerk) and to analyze usage patterns. You can disable cookies in your browser settings, but doing so may affect Service functionality.

9. Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or via a notice in the Service. Continued use after changes constitutes acceptance of the revised Policy.

11. Contact

For privacy-related questions or requests, contact us at: