Privacy Policy

1. Introduction

XtraFleet ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly, including:

• Account Information: Name, email address, phone number, company name, DOT number
• Profile Information: Business details, preferences, company logo
• Driver Information: Driver names, CDL numbers, license expiry dates, medical certificates
• Vehicle Information: Vehicle type, VIN, registration, insurance details
• Load Information: Origin, destination, cargo details, rates
• Documents: Uploaded files including licenses, certificates, and insurance documents
• Communications: Messages sent through our platform

2.2 Automatically Collected Information

When you use our platform, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages viewed, time spent, clicks, features used
• Location Data: General location derived from IP address
• Authentication Data: Login timestamps, authentication tokens

2.3 Electronic Signature Data

When you sign documents electronically, we collect:

• Your typed name
• Date and time of signature
• IP address from which you signed
• Browser and device information
• Consent acknowledgments

3. How We Use Your Information

We use your information to:

• Provide and maintain the XtraFleet platform
• Match Load Owners with Driver Owners
• Generate and manage Trip Lease Agreements
• Facilitate communication between users
• Track document expiration dates and send compliance reminders
• Process payments and maintain financial records
• Send transactional emails and notifications
• Improve and personalize your experience
• Analyze usage patterns and platform performance
• Detect and prevent fraud or security issues
• Comply with legal obligations
• Enforce our Terms and Conditions

4. How We Share Your Information

4.1 With Other Users

When you create a match or sign a TLA, certain information is shared with the other party, including:

• Company name and contact information
• Driver details (for Driver Owners)
• Load details (for Load Owners)
• Communication messages

4.2 With Service Providers

We share information with third-party service providers who perform services on our behalf:

• Firebase/Google Cloud: Hosting, database, authentication, file storage
• Email Services: Transactional email delivery
• Payment Processors: Payment processing (when applicable)
• Analytics Providers: Usage analytics and platform improvements

4.3 For Legal Reasons

We may disclose your information if required to:

• Comply with legal obligations or court orders
• Respond to government requests
• Enforce our Terms and Conditions
• Protect our rights, property, or safety
• Prevent fraud or security threats

4.4 Business Transfers

If XtraFleet is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Secure authentication using Firebase Authentication
• Regular security audits and updates
• Access controls and monitoring
• Firestore security rules to protect user data

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to:

• Provide our services
• Comply with legal obligations (e.g., DOT record-keeping requirements)
• Resolve disputes and enforce agreements
• Maintain audit trails for signed agreements

Trip Lease Agreements and related signature data are retained indefinitely for legal compliance purposes.

7. Your Rights and Choices

7.1 Access and Update

You can access and update your account information through your profile settings at any time.

7.2 Account Deletion

You may request deletion of your account by contacting support@xtrafleet.com. Note that:

• Signed agreements and audit trails will be retained for legal compliance
• Some information may be retained in backup systems
• Deletion may not be possible while you have active TLAs or disputes

7.3 Communications

You may opt out of promotional emails, but you cannot opt out of transactional emails related to your account or platform usage.

7.4 State-Specific Rights

Depending on your location, you may have additional rights under state privacy laws (e.g., CCPA, GDPR). Contact us to exercise these rights.

8. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences
• Analyze usage and improve the platform
• Provide security features

You can control cookies through your browser settings, but disabling cookies may limit platform functionality.

9. Children's Privacy

XtraFleet is not intended for use by individuals under 18 years of age. We do not knowingly collect information from children. If we become aware that we have collected information from a child, we will delete it promptly.

10. Third-Party Links

Our platform 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 their privacy policies.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. By using XtraFleet, you consent to such transfers. We ensure appropriate safeguards are in place for international data transfers.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or platform notice. The "Last Updated" date at the top indicates when changes were last made.

13. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, contact us at: