Privacy Policy

1. Introduction

Fleetidy LLC ("Fleetidy," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Motor Truck Cargo underwriting platform and related services (collectively, the "Service").

Fleetidy LLC is the data controller responsible for the personal information described in this Policy. Where this Policy refers to decisions about why and how your personal information is processed, those decisions are made by Fleetidy LLC. You can reach our privacy team at privacy@fleetidy.com.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide when you:

• Register for an account (name, email address, company name)
• Request a demo or contact us
• Submit underwriting applications
• Communicate with our support team

Business Information

In the course of providing our underwriting services, we collect and process:

• Motor carrier identification (DOT numbers, MC numbers)
• Safety records and inspection data from FMCSA
• Fleet information (power units, drivers, equipment)
• Insurance application data

Automatically Collected Information

When you access our Service, we automatically collect:

• Device information (browser type, operating system)
• IP address and general location
• Usage data (pages visited, features used, time spent)
• Essential cookies for your session and CSRF protection. We use no analytics or advertising trackers — see Section 7

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our underwriting platform
• Process insurance applications and generate FRED Scores
• Communicate with you about your account and our services
• Send you technical notices, updates, and security alerts
• Respond to your comments, questions, and support requests
• Monitor and analyze usage patterns and trends
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations

4. Motor Carrier Data

Separately from information about you as a user of the Service, Fleetidy compiles and publishes information about motor carriers. This data comes from public federal sources — principally the Federal Motor Carrier Safety Administration's census, inspection, crash, and violation datasets — and we derive analytical output from it, including the FRED Score.

Most motor carriers are companies, and information about a company is not personal information. But a large share of registered carriers are sole proprietors and owner-operators, and for them the public record may unavoidably describe an identifiable individual: a carrier's legal name may be a person's name, and its registered address may be a home address. We publish those fields as FMCSA publishes them.

We do not use motor carrier data to make decisions about any individual, and we do not furnish it as a consumer report. Users of the Service agree, under Section 6 of our Terms of Service, not to use it for any purpose covered by the Fair Credit Reporting Act.

If you are a motor carrier and something in your record is wrong, see our dispute and correction page. It explains which corrections we can make ourselves and which must be made at FMCSA through DataQs — errors in the federal record have to be fixed at the source, because we publish what FMCSA publishes.

5. Artificial Intelligence and Automated Processing

Fleetidy uses third-party artificial intelligence services, including Anthropic's Claude API, to assist with certain functions such as parsing inbound emails and extracting application data. When we process your information through these AI services, the following safeguards apply:

No AI Model Training on Your Data

Your data is never used to train, fine-tune, or improve the underlying AI models. Under Anthropic's API terms, inputs and outputs sent through the Claude API are not used for model training. This means your carrier information, application details, email content, and any other data processed by our AI features remain confidential and are not incorporated into any machine-learning model.

Limited Retention by AI Providers

Our AI provider may temporarily retain API inputs for up to 30 days solely for trust and safety purposes (e.g., detecting abuse of their platform). This short-term retention is governed by the provider's data handling policies and is entirely separate from model training. No human at the AI provider reviews your data unless required to investigate a specific safety concern.

Data Minimization

We only send the minimum information necessary for each AI-assisted task. For example, when parsing an email, only the email content relevant to the application is transmitted — not your account credentials, passwords, or unrelated personal data.

No Autonomous Decision-Making

AI-generated outputs (such as extracted application fields) are used to assist our underwriting workflow and are subject to human review. No final underwriting decisions are made solely by automated processing.

6. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: With the third-party vendors listed below, who process data on our behalf under contract
• Business Partners: With insurance carriers and brokers as necessary to process underwriting requests
• Legal Requirements: When required by law, regulation, or legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you have given us explicit permission

Who processes data on our behalf

These are the third parties that receive personal information in the course of running the Service:

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We run no advertising, no ad pixels, and no data brokers receive your information from us.

7. Cookies and Tracking Technologies

We use no analytics, advertising, or tracking cookies. There is no Google Analytics, no advertising pixel, no session-recording tool, and no third-party tag manager on this site. We say this specifically because it is unusual enough to be worth stating plainly.

What we do set on your device:

• Session cookie (essential): Keeps you signed in. Set only once you log in, and cleared when you log out.
• CSRF token cookie (essential): Protects forms against cross-site request forgery. Required for the Service to be secure.
• Local storage (preferences): Remembers your dark-mode choice and your font/privacy choice below. Stays on your device; never transmitted to us.

Third-party resources your browser loads

Some pages load static files from third-party networks. These set no cookies for us and do not track you across sites, but the provider necessarily sees your IP address and browser user-agent, as it would for any web request:

• jsDelivr (and, on two research pages, the Plotly CDN) — charting and mapping libraries.
• Google Fonts — the Inter typeface. This one is optional and off until you accept it. On your first visit we ask; if you decline, or if your browser sends a Global Privacy Control signal, we never contact Google's servers and the site renders in your system font.
• OpenStreetMap — map tiles on carrier detail pages that show an event map.

You can control cookies through your browser settings, and you can change your font/privacy choice at any time using the Cookie Preferences link in the site footer. Disabling essential cookies will prevent you from signing in.

Global Privacy Control. We honor the GPC signal. If your browser or extension sends it, we treat it as a valid opt-out of any sale or sharing of personal information and as a refusal of non-essential third-party resources, without you having to do anything else.

8. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication requirements
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

9. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period may vary depending on the context of our relationship and our legal obligations.

10. Your Rights and Choices

All Users

You have the right to:

• Access and update your account information
• Request deletion of your account
• Opt out of marketing communications
• Disable cookies through your browser settings

How to make a request

You can exercise any right described below in either of two ways:

• Web form: fleetidy.com/privacy-request
• Email: privacy@fleetidy.com

We will verify your identity before acting on a request — usually by confirming control of the email address on the account — because acting on an unverified request is itself a privacy failure. We respond within 45 days, and will tell you if we need the single extension the law allows. An authorized agent may submit on your behalf with written proof of authorization. We will not discriminate against you for exercising any of these rights.

If we deny your request, you may appeal by replying to our decision or submitting a new request of type "appeal". We will respond to an appeal within 45 days and, if we still deny it, tell you how to complain to your state attorney general.

California Residents (CCPA/CPRA)

If you are a California resident, you have the right to know, delete, correct, and obtain a portable copy of your personal information; to opt out of the sale or sharing of personal information; to limit the use of sensitive personal information; and to be free from discrimination for exercising these rights.

We do not sell personal information and we do not share it for cross-context behavioral advertising, and we have not done so in the preceding 12 months. We do not use or disclose sensitive personal information for any purpose beyond what is necessary to provide the Service, so the right to limit is not engaged — but you may still exercise it and we will honor it.

Personal information collected in the preceding 12 months

Categories we do not collect: biometric information, precise geolocation, government identifiers (Social Security, driver's licence, passport numbers), health or genetic information, racial or ethnic origin, religious or philosophical beliefs, union membership, sexual orientation, the contents of your mail or communications other than what you send us, education records, or inferences drawn to create a profile about your characteristics or psychological traits.

We retain each category for as long as your account is active and then as described in Section 9. Audit logs are retained longer, because their purpose is to be a durable record.

Other U.S. State Privacy Rights

Comprehensive privacy laws in Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana, and a growing number of other states give residents rights similar to California's — to confirm, access, correct, delete, and obtain a portable copy of personal information, to opt out of targeted advertising, sale, and certain profiling, and to appeal a denial.

Fleetidy honors these rights for every user, regardless of the state you live in. We would rather apply one standard than sort people by geography. Use the same web form or email address above; tell us your state of residence so we can apply the correct statutory deadline. We do not conduct targeted advertising, do not sell personal information, and do not engage in profiling that produces legal or similarly significant effects concerning you.

European Users (GDPR)

If you are located in the European Economic Area or the United Kingdom, you have additional rights under the General Data Protection Regulation:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent
• Right to lodge a complaint with your supervisory authority

We process your data on the legal bases of contract (to provide the Service you signed up for), legitimate interests (security, fraud prevention, and improving the Service), consent (optional third-party fonts, push notifications, marketing email), and legal obligation. Fleetidy LLC is the controller for this processing.

11. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

12. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us: