How we handle your information.

01Who this policy covers

Clear Rig Compliance LLC, a Washington limited liability company ("Clear Rig," "we," "us"), provides DOT/FMCSA compliance tracking software to motor carriers. Three kinds of people interact with us, and this policy is written for all three:

• Visitors to our marketing website at clearrigcompliance.com.
• Carrier customers — the trucking companies that subscribe to the service, and the staff they give access to.
• Drivers — commercial drivers whose employer uses Clear Rig to maintain their qualification file and related records.

02What we collect

On the marketing website

If you fill out the "Tell us about your fleet" form, we collect your name, company, email address, and fleet size. We store that in our database and email it to our team so we can follow up. The marketing site does not use analytics, advertising cookies, or tracking pixels. It loads its typefaces from Google Fonts, which means your browser sends a request — including your IP address — to Google's servers when the page loads.

From carrier customers

When a carrier creates an account, we collect the company name, USDOT number, MC number, and a contact name, email, and phone number. For each staff member the carrier adds, we collect a name, email address, and assigned role. Roles control what each person can see inside the service.

About drivers

This is the sensitive part, and we want to be precise about it. Federal regulations (principally 49 CFR Part 391) require a carrier to keep specific records on every commercial driver. Clear Rig holds those records so the carrier can. Depending on what the carrier and the driver enter, we may hold:

• Identity: legal name, any prior or maiden name, date of birth, and the last four digits of a Social Security number. We do not store full Social Security numbers.
• Contact: phone number, email address, and current address, plus the three-year address history the regulation requires.
• Licensing: driver's license number, issuing state, class, endorsements, and expiration date.
• Employment and experience: three years of prior employer history and driving-experience history, as required on the federal application for employment.
• Uploaded documents: motor vehicle records (MVRs), medical examiner's certificates, drug and alcohol test results, Drug & Alcohol Clearinghouse query results, road test records, safety performance history responses from prior employers, and similar compliance documents.
• Operating records: hours-of-service records, vehicle inspection reports (DVIRs), accident reports the driver files, and weigh station or roadside inspection outcomes.
• Electronic signatures on the application for employment and on consent forms, along with the exact consent text that was signed and when.

Some of this comes from the carrier's staff. Some comes directly from the driver through an application link or a driver portal link the carrier sends them. Either way, it is the carrier's record.

About vehicles

Carriers may also enter equipment records — VINs, plate numbers, inspection dates, maintenance entries, and related documents. These describe vehicles, not people, but may be associated with the drivers assigned to them.

Technical information

Like any web service, we keep session cookies so you stay signed in, and our hosting providers keep standard server logs (IP address, browser, pages requested, timestamps) for security and troubleshooting. Driver portal links are tokenized links rather than username-and-password accounts; we record when they are used.

03How we use it

We use the information above to run the service, and for nothing else. Specifically:

• Compliance tracking. Checking records against the applicable federal requirements, computing expiration and due dates, and showing the carrier where each driver and vehicle stands.
• Alerts and reminders. Emailing drivers and carrier contacts when a license, medical certificate, or other item is approaching expiration or has expired. In one specific situation — a driver reporting an accident that triggers federal post-accident drug and alcohol testing — we also send the driver a text message with the testing deadlines. Section 6 covers this in detail.
• Document processing. When a carrier's staff verify an uploaded document, we may run automated text extraction on it to read the name, license number, coverage amounts, or similar fields and compare them to what is on file. This is a check for typos and wrong-person uploads, not a decision-making tool; a person reviews the result.
• Audit preparation. Assembling records into exportable packets and, when the carrier chooses, making selected records available to an auditor through a time-limited link the carrier creates.
• Operating and securing the service. Authentication, access control, fraud and abuse prevention, and troubleshooting.
• Responding to you when you contact us.

We do not sell personal information. We do not use it for advertising. We do not use driver records to train machine-learning models.

04Who we share it with

We share information only with the service providers that make the product work, and only to the extent needed for the purpose listed. Each is bound by its own terms that restrict use of the data to providing the service to us.

Within a carrier's account. A carrier's staff can see the driver and vehicle records that belong to that carrier, subject to the role the carrier assigned them. Clear Rig's own support staff can access records when needed to operate the service or help a customer.

Auditor links. A carrier can choose to create a time-limited, read-only link that shares selected records with an outside party such as a DOT auditor or an insurer. The carrier decides what is included and when the link expires. We do not create these links on our own.

Legal requirements. We will disclose information if required by law, subpoena, or court order, and we will tell the affected carrier unless we are legally prohibited from doing so.

Business transfers. If Clear Rig is acquired or merges with another company, records may transfer to the successor, who will be bound by this policy.

05Government agencies

This deserves its own section because people often assume otherwise.

Clear Rig does not submit anything to the FMCSA, a state DOT, or any other government agency on a carrier's behalf. We track deadlines and organize records; the carrier makes its own filings, runs its own Clearinghouse queries, and orders its own MVRs. Nothing in the service transmits driver records to a government system automatically.

Two narrow, carrier-initiated exceptions, so this statement is exact:

• When a staff member verifies a medical examiner's certificate, the service can look up the examiner's registry number against the FMCSA's public National Registry of Certified Medical Examiners. That query sends the examiner's registry number, not the driver's information.
• An auditor link (Section 4) may be shared by the carrier with a government auditor during an audit. The carrier creates it and controls it.

06Text messages

Clear Rig sends text messages in exactly one situation today: when a driver reports an accident through the driver portal and the report meets the federal criteria that make post-accident drug and alcohol testing mandatory under 49 CFR Part 382, we text the driver the testing deadlines and tell them to contact their safety officer. The message exists because those deadlines are measured in hours and a missed one is a federal violation for both driver and carrier.

Your phone number reaches us because your employer entered it during onboarding, or because you entered it on your application. Receiving these messages is part of the employment relationship, not a marketing subscription. Message frequency depends entirely on compliance events; most drivers will receive few or none.

You can stop these messages at any time by replying STOP. Reply HELP for assistance. Message and data rates may apply. If you opt out, we will still notify your employer through other channels when a deadline applies to you, and your employer remains responsible for informing you.

The full program terms are in our Terms & Conditions.

07How long we keep it

Retention is driven by federal law, and by a deliberate design choice.

Federal minimums. Carriers must keep driver qualification files for as long as the driver is employed and for three years after (49 CFR 391.51). Drug and alcohol testing records carry their own retention periods under 49 CFR Part 382, some as long as five years. Accident registers, hours-of-service records, inspection reports, and maintenance records each have their own required periods. We keep records for at least as long as the applicable rule requires.

Prior versions are kept. When a document is replaced — a renewed medical certificate, an updated insurance certificate — the earlier version is retained alongside the new one rather than overwritten. This is intentional: an auditor may need to see what was on file on a particular date, and a compliance history with gaps is not a history.

Nothing is deleted automatically. The service does not purge records on a schedule. Deletion happens when a carrier or a driver requests it and the applicable retention period has passed — see Section 9.

Marketing leads from the website form are kept until you ask us to remove them.

08Security

Data is encrypted in transit and at rest. Access inside the service is controlled at the database level so that a carrier's staff can reach only their own carrier's records, and only what their assigned role permits. Uploaded documents are stored in private storage that is not publicly addressable. Secrets and credentials are never sent to the browser. Driver portal links are tokenized and expire.

No system is perfectly secure. If we learn of a breach affecting your information, we will notify the affected carrier without undue delay and cooperate with them on notifying affected drivers as the law requires.

09Your choices and rights

If you are a driver

Your employer is the record holder. To see, correct, or ask about your records, start with your employer's safety or compliance contact — they can view and update your file directly. If you would rather contact us, you can, and we will work with your employer to respond. Because federal law requires your employer to keep these records for set periods, deletion requests may be honored only after those periods end.

If you are a carrier

You can view, correct, and export your records inside the service at any time. If you close your account, tell us whether you want your records exported to you, retained for the remainder of the federal retention period, or deleted where the law permits.

If you contacted us through the website

Email us and we will remove your lead record.

State privacy laws

Depending on where you live, you may have specific rights under state law to access, correct, delete, or restrict use of your personal information, and to not be discriminated against for exercising them. We honor those rights regardless of which state you are in. Contact us using Section 12 and tell us what you are asking for; we will respond within the time the applicable law allows, and we may need to verify your identity first.

Text messages

Reply STOP to any message to opt out. See Section 6.

10Children

The service is for commercial motor carriers and the adults they employ. It is not directed to anyone under 18, and we do not knowingly collect information from minors. If you believe a minor's information has reached us, contact us and we will remove it.

11Changes to this policy

If we change how we handle information in a way that matters to you, we will update this page, change the effective date at the top, and notify carrier customers by email. Continued use of the service after a change means you accept it.

12Contact

Questions about this policy, or requests about your information:

Email: support@clearrigcompliance.com

Mail: Clear Rig Compliance LLC
2306 29th St Pl SE
Puyallup, WA 98374