Privacy Policy

Account and company information: name, email, phone, company details (legal name, DOT/MC numbers, address) you provide when signing up or completing your company profile.

Operational data you or your team enter: loads, customers, drivers, trucks, trailers, invoices, payments, settlements, expenses, documents (including proof-of-delivery images, rate confirmations, and compliance records), and messages sent through the Service.

Driver-specific data: for drivers granted portal access, we store what your company enters for compliance purposes, which can include license and medical-card details. We do not collect or store Social Security Numbers for drivers, employees, or contractors — your company handles that outside the Service (for example, when preparing a 1099). Drug and alcohol testing records your company maintains under U.S. DOT rules (49 CFR Part 40) are kept confidential and are only released as Part 40 permits — for example, to the driver, to DOT or the National Transportation Safety Board as required by law, or with the driver's specific written consent.

Location data: if a driver enables live tracking for a load, we record periodic location pings for the duration tracking is on, tied to that load, so dispatch can see progress in real time. Location sharing is driver-initiated and can be turned off at any time.

Payment information: subscription payments are processed by Stripe; we do not store full card numbers on our servers. Freight payment records (amounts, methods, dates) entered by your team are stored as part of your operational data.

Usage and device data: standard web log data (IP address, browser type, pages visited) collected automatically to operate and secure the Service.

To provide the Service: running the application, generating documents (invoices, BOLs, settlements), sending notifications, and enabling the features your plan includes.

To communicate with you: service emails (invoices, payment confirmations, password resets, support replies) and, if you opt in, product updates.

To secure the Service: detecting fraud, abuse, and unauthorized access, and enforcing our Terms.

We do not sell Customer Data.

RoadDogTMS uses Anthropic's Claude API for one specific, opt-in feature: reading a photo of a receipt you upload and prefilling an expense form with the amount, vendor, and date it detects. This only runs when you use that feature — it's never applied automatically to other data in your account, and you review and can edit every field before saving. The AI's output is a starting point, not a final record.

We do not use Customer Data to train Anthropic's or any other third party's AI models.

We use cookies and similar technology that are strictly necessary to operate the Service, such as keeping you signed in. On our public marketing pages, we also use Google Analytics to understand how visitors find and use the site — this collects standard web analytics data (pages visited, general location, device and browser type) governed by Google's own privacy policy. We do not run Google Analytics inside the authenticated application, where your operational business data lives.

A short notice banner on our public marketing pages lets first-time visitors know about this. Dismissing it only hides the banner itself — it does not change which cookies are set.

We share data with the following providers, only as needed to operate the features you use: Supabase (database hosting and authentication), Vercel (application hosting), Stripe (subscription billing), Resend (transactional email delivery), Google Maps/Places (address autocomplete, driving directions, and mileage calculation), Google Analytics (marketing-site usage analytics, see above), the U.S. Federal Motor Carrier Safety Administration's public API (carrier lookup during onboarding), the U.S. Energy Information Administration's public API (fuel price benchmarking, no personal data sent), and Anthropic's Claude API (optional receipt-photo scanning to prefill expense forms — only invoked when you use that specific feature).

If you connect QuickBooks Online from Settings, invoice, customer, and payment data you choose to sync is sent to Intuit under your own QuickBooks account, governed by Intuit's own privacy policy. This integration is fully opt-in and can be disconnected at any time, which also revokes our access token with Intuit.

Each provider only receives the data necessary for its function and is contractually or by design restricted from using it for unrelated purposes.

Data is isolated per company using database-level row-level security, so one company's data is never visible to another. Sensitive credentials (like QuickBooks access tokens) are encrypted at rest. Access to the Service requires authentication, and administrative actions are logged in an audit trail visible to company admins. No system is 100% secure, and we can't guarantee absolute security, but we design and review the Service with these protections as a baseline.

We retain Customer Data for as long as your account is active, plus a limited period after cancellation to allow you to export data or reactivate. You can request deletion of your company's data by contacting us; some records may be retained longer where required by law (e.g., financial records) or to resolve disputes.

Drivers can request removal of their portal access and associated location-tracking history by asking their company administrator, who can deactivate portal access from the Service.

You can access, correct, or export most of your data directly within the Service. You can disconnect optional integrations (QuickBooks) and turn off location tracking at any time. Depending on where you're located, you may have additional rights under applicable law (such as the right to request deletion or a copy of your data) — contact us to exercise these.

The Service is intended for business use by adults (drivers, dispatchers, and company staff) and is not directed at children. We do not knowingly collect data from anyone under 18.

We may update this Privacy Policy from time to time. If we make material changes, we'll provide notice (in-app or by email) before they take effect.

Questions or requests regarding this Privacy Policy can be sent to info@roaddogtms.com.