Privacy Policy
Motor Carrier Safety and Insurance Services LLC
Effective Date: May 16, 2026
1. Overview
Motor Carrier Safety and Insurance Services LLC provides a commercial auto, motor carrier safety, logistics, insurance, underwriting, analytics, and decision-support Platform. This Privacy Policy explains how we collect, use, disclose, retain, and protect information. By using the Platform, you agree to this Privacy Policy.
2. Scope
This Privacy Policy applies to information collected through the Platform, website, customer accounts, communications, forms, integrations, uploads, payment processing, analytics tools, AI tools, third-party sources, public sources, and other services operated by Motor Carrier Safety and Insurance Services LLC. The Platform is intended primarily for business and professional use.
3. Information We Collect
We may collect information broadly, including account and contact information, business and commercial information, insurance and underwriting information, driver, vehicle, and fleet information, payment information, device and usage information, cookies and tracking data, AI prompts and outputs, derived information, and other information submitted to or generated by the Platform.
Name, email, phone number, company name, job title, business address, usernames, roles, permissions, support communications, billing contacts, and authentication information.
Company profiles, agency information, carrier information, customer lists, prospect lists, books of business, policy information, premiums, commissions, submissions, sales activity, reporting activity, and export activity.
Applications, loss runs, claim information, policy documents, coverage information, renewal information, underwriting notes, inspection reports, risk evaluations, safety reviews, driver lists, vehicle lists, fleet information, motor carrier records, DOT numbers, MC numbers, authority information, violation information, crash information, inspection information, enforcement information, scoring information, and risk indicators.
Driver-level, vehicle-level, and fleet-level information from users, public sources, third-party sources, and uploaded documents. We do not intend to collect Social Security numbers.
IP address, device identifiers, browser type, operating system, login activity, access logs, session activity, pages viewed, features used, reports generated, exports created, search activity, uploaded files, user interactions, error logs, cookies, analytics identifiers, and approximate location based on IP address.
4. Sources of Information
We may collect information from you, your employer or organization, account administrators, authorized users, uploaded files, public government records, carrier authority records, insurance industry records, logistics and transportation records, payment processors, analytics providers, AI providers, cloud service providers, affiliates and commonly owned companies, vendors, and contractors.
5. How We Use Information
We may use information for broad business and commercial purposes, including providing the Platform, creating and managing accounts, authentication, roles and permissions, reports, scores, underwriting suggestions, AI outputs, document reviews, monitoring, alerts, analytics, exports, payments, customer support, improvement, new product development, model training and evaluation, benchmarks, aggregated or de-identified insights, research and development, internal analytics, fraud detection, security, enforcement, legal compliance, affiliate support, marketing, sales, business transfers, legal defense, and dispute resolution.
6. Use of Customer Data for Product Development and AI
We may use Customer Data, Platform activity, uploaded documents, public data, third-party data, reports, outputs, and derived data to improve, develop, train, test, validate, and operate analytics, scoring systems, automation, AI tools, machine learning models, and related services. Where required by law or contract, we may use aggregated, anonymized, or de-identified data. We may also use third-party AI providers to process information.
7. How We Disclose Information
We may disclose information to affiliates, parent companies, subsidiaries, companies under common ownership, vendors, contractors, cloud hosting providers, AI providers, data providers, analytics providers, payment processors, customer support providers, security providers, legal advisors, auditors, business partners, government agencies when required, courts, arbitrators, regulators, law enforcement, parties involved in business transfers, and other parties with consent or as permitted by law.
We do not sell personal information of Platform users to unaffiliated third parties for monetary profit in a manner prohibited by applicable law. However, we may share information with affiliates, commonly owned companies, vendors, service providers, contractors, AI providers, and business partners as described in this Privacy Policy.
8. Aggregated, De-Identified, and Derived Data
We may create and use aggregated, anonymized, de-identified, statistical, benchmark, modeled, inferred, or derived data. We may use, retain, commercialize, disclose, license, sell, or publish such data to the extent permitted by law.
9. Data Retention
We may retain information indefinitely unless otherwise required by law or agreed in writing. We may retain information for business, operational, legal, regulatory, audit, security, fraud prevention, backup, analytics, benchmarking, model improvement, dispute resolution, and enforcement purposes. Deletion requests may be denied or limited when retention is allowed or required by law, contract, legitimate business purposes, backups, audit logs, security needs, dispute preservation, or Company policy.
10. Security
We use commercially reasonable administrative, technical, and physical safeguards designed to protect information. However, no method of storage, processing, transmission, cloud hosting, AI processing, or internet communication is completely secure. Users are responsible for protecting login credentials and using appropriate internal security controls.
11. Data Breach Notification
If we determine that a data security incident requires notification under applicable law, we will provide notice as required by law. We reserve the right to investigate, contain, remediate, and determine the scope and legal significance of any incident before providing notice.
12. California Privacy Notice
This section applies to California residents to the extent the California Consumer Privacy Act, as amended, applies to us. California residents may have rights to know, access, correct, delete, limit, or opt out of certain uses of personal information, subject to exceptions. To exercise rights, contact us at support@fleet-keeper.com. We may verify requests and deny requests where permitted by law.
Categories may include identifiers, commercial information, internet or network activity, professional or employment-related information, geolocation based on IP address, electronic information if provided, inferences, sensitive personal information where applicable, business contact information, and insurance, underwriting, transportation, driver, vehicle, and motor carrier information.
Purposes include providing the Platform, analytics, AI processing, product improvement, security, billing, support, and business development.
We do not sell personal information of Platform users to unaffiliated third parties for monetary profit in a manner prohibited by applicable law. Some analytics, advertising, cookie, or tracking activities may be considered sharing or sale under certain state privacy laws. If applicable, we will provide required opt-out mechanisms.
13. Other State Privacy Rights
Residents of certain states may have privacy rights under applicable laws, including rights to access, correct, delete, obtain a copy of, or opt out of certain processing of personal information. We will respond to legally valid requests as required by applicable law.
14. Children
The Platform is not intended for children or minors. We do not knowingly collect personal information from children under 13 or from minors for personal consumer use.
15. International Use
The Platform is intended for use in the United States. If you access the Platform from outside the United States, you understand that information may be processed in the United States.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Continued use of the Platform after an updated Privacy Policy becomes effective means you accept the updated Privacy Policy.
17. Contact
Motor Carrier Safety and Insurance Services LLC
Email: support@fleet-keeper.com