Privacy policy

DriverFileHQ (“we”, “us”) provides driver qualification file remediation and monitoring services to motor carriers. This policy explains what information we collect, why we collect it, how we store it, and the choices available to you.

1. Information we collect

Website visitors

Our website does not use advertising or tracking cookies. We collect only what is necessary to serve the site securely, which may include your IP address and browser type in server logs.

Prospective clients

When you submit a file review request we collect your company name, USDOT number (if supplied), your name, email address, telephone number, driver count, and any notes you choose to add.

Driver qualification records

In the course of providing services to a carrier, we process records relating to that carrier’s drivers. These may include commercial driver’s licence details, medical examiner’s certificates, motor vehicle records, employment history, drug and alcohol testing results, and Drug & Alcohol Clearinghouse query records.

We do not collect driver records through this website. Our request form deliberately excludes them. Records are transferred only after an engagement begins, by a method agreed with the carrier.

2. Records we do not obtain

We do not procure motor vehicle records, Pre-Employment Screening Program reports, or any consumer report. Those are governed by the Fair Credit Reporting Act and the Driver’s Privacy Protection Act, and remain the responsibility of the carrier and its chosen provider. We do not administer drug and alcohol testing programmes and do not act as a consortium or third-party administrator.

We handle only records the carrier already lawfully holds and chooses to share with us.

3. Why we process information

• To respond to enquiries and provide the services requested
• To audit driver qualification files against applicable federal recordkeeping requirements
• To notify a carrier when a record is due to expire
• To meet our own legal, accounting and record-keeping obligations

We act as a service provider processing records on the carrier’s instructions. The carrier remains the controller of its driver records.

4. Where information is stored

Records are stored on infrastructure located in the United States. Our personnel access that infrastructure from India. Access is restricted to those who need it to deliver the service, is authenticated individually, and is logged.

5. Service providers

We use a small number of third parties to operate the service, including cloud hosting, database and file storage, and transactional email delivery. Each is engaged under terms requiring confidentiality and appropriate security, and is permitted to process information only as needed to provide its service to us.

6. Disclosure

We do not sell personal information. We do not share it for advertising. We disclose information only: to the carrier whose records they are; to service providers as described above; where required by law or valid legal process; or to protect our legal rights.

7. Retention

Driver qualification records are retained for as long as the carrier requires them to satisfy its own retention obligations — generally the duration of the driver’s employment and three years afterwards. On termination of an engagement we will return or delete records at the carrier’s direction, subject to any legal obligation to retain them. Enquiry correspondence is kept no longer than necessary.

8. Security

We encrypt data in transit and at rest, restrict and log access, and limit the personnel who can view records. No system is perfectly secure; if a breach affecting your information occurs, we will notify affected parties and any regulator as required by applicable law and without undue delay.

9. Your rights

Depending on where you live, you may have the right to request access to, correction of, or deletion of personal information we hold about you, and to object to certain processing. Because driver records are held on behalf of a carrier, drivers should direct such requests to their employer in the first instance; we will support the carrier in responding.

To exercise a right, or to ask a question about this policy, contact us using the details in section 12.

10. Children

Our services are provided to businesses. We do not knowingly collect information from anyone under 18.

11. Changes

We may update this policy. Material changes will be reflected in the “last updated” date above, and where an engagement is in place we will notify the carrier directly.

12. Contact

Email info@driverfilehq.com, telephone +1 (404) 382-0169, or write to us at: