Privacy Policy

Information you provide. When you create an account and use the Services, you or your team provide:

• Account information: names, email addresses, phone numbers, passwords (stored in encrypted form), contact preferences such as language, and authentication data such as verification codes and two-step verification settings.
• Business information about your organization, carriers, brokers, shippers, and receivers, such as company names, MC/DOT numbers, EINs, addresses, and contact names, phone numbers, and emails.
• Driver information you enter, such as names, phone numbers, email addresses, CDL numbers and states, preferred language, and whether the driver agreed to receive WhatsApp messages.
• Documents you upload, such as rate confirmations, bills of lading, proofs of delivery, certificates of insurance, W-9 forms, factoring notices, and copies of CDLs and DOT medical cards.
• Messages exchanged with drivers over WhatsApp, including text, photos, and locations drivers choose to share.
• Emails you forward to your Ridecord address, including the sender, subject, and attachments.
• Information you send us when you contact support.

Sensitive information. Some of the information above is considered sensitive under certain state laws: account login information; the contents of messages and forwarded emails; driver's license (CDL) numbers; Social Security or Employer Identification numbers that may appear on W-9 forms; financial information, such as bank remittance details in factoring notices; health information on DOT medical cards; and the precise location that drivers choose to share. We use sensitive information only to provide the Services you request. We do not sell it, and we do not use it to infer characteristics about anyone.

Information collected automatically. When you visit the website or use the app, our hosting and authentication providers automatically record log and device data, such as your IP address, browser type and settings, operating system, device type, the date and time of access, and an approximate location derived from your IP address. We use this information to operate and secure the Services. We do not use analytics or advertising trackers.

Information from other sources. We also receive information from:

• The Federal Motor Carrier Safety Administration (FMCSA): public registration, authority, and insurance data about carriers and brokers, including owner-operators.
• Drivers, through the WhatsApp messages, photos, and locations they send.
• Carriers, through the document request links dispatchers send them.
• Brokers, through the rate confirmations they send to you.
• Google, when you choose to sign in with your Google account (once this option is available): your name, email address, and profile picture.

We use personal information to:

• Provide and deliver the Services, including creating loads, tracking stops, estimating arrival times, and preparing documents and claims.
• Enable communication between dispatchers and their drivers.
• Respond to your questions and provide support.
• Send administrative information, such as account, security, billing, and policy updates.
• Send marketing and promotional communications, which you can opt out of at any time.
• Protect the Services, prevent fraud and abuse, and keep accounts secure.
• Evaluate and improve the Services and the user experience.
• Comply with our legal obligations and enforce our Terms of Use.

We do not use personal information for targeted advertising, and we do not make automated decisions that produce legal or similarly significant effects about anyone.

Some features use artificial intelligence provided by Anthropic to read rate confirmations, carrier documents, and load photos, and to interpret driver messages, so the Services can fill in information and propose updates. Everything the AI proposes is shown to you to review and confirm before it is saved or used, and nothing is sent to a broker without your action.

AI processing is part of how the Services work and cannot be turned off. If you prefer that a document not be processed, you can choose not to upload it and enter the information manually. Our AI provider does not use the data we send through its API to train its models under its commercial terms.

We do not sell personal information, and we do not share it for targeted advertising. We disclose personal information only as follows:

• Service providers that process information on our behalf to operate the Services: Supabase (database, authentication, and file storage); Vercel (hosting); Anthropic (artificial intelligence); Meta (WhatsApp Business Platform) and Twilio (messaging with drivers); Resend (sending and receiving email); Mapbox (maps, address lookup, and routing); and Stripe (payment processing, once online payments are available).
• At your direction: when you send a carrier packet, a rate confirmation, a detention or TONU claim, or a message, the information you choose is shared with the recipient you select.
• For legal reasons: when required by law, legal process, or government request, or to protect the rights, safety, and property of Ridecord, our users, or others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.

We do not disclose personal information to business affiliates or business partners for their own purposes.

Dispatchers use Ridecord to manage information about drivers, carriers, brokers, shippers, and receivers who may not have a Ridecord account. The dispatcher's organization decides which information to enter or request and is responsible for having a lawful basis and any required consent to do so, including each driver's consent to receive WhatsApp messages. We process this information on behalf of that organization.

Drivers or carriers who want to access, correct, or delete their information may contact the dispatcher they work with, or write to us at support@ridecord.com and we will forward the request.

We use only cookies and similar storage that are necessary for the Services to work: to keep you signed in, to remember your sign-in preference, and to remember display settings such as light or dark mode and whether the sidebar is open. We do not use advertising or analytics cookies, and we do not allow third parties to place tracking cookies on our website or app.

Because we do not sell personal information or share it for targeted advertising, there is nothing to opt out of through browser signals such as Global Privacy Control.

If you choose to sign in with Google once this option is available, we receive only your basic profile information (name, email address, and profile picture) to create and access your account. Ridecord's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Payments are processed by Stripe. When you pay for your subscription, your card details are sent directly to Stripe and are never stored on Ridecord's servers. Ridecord only receives information about the payment itself, such as the amount, date, status, and the last four digits and brand of the card, so we can manage your subscription and billing. Until online payments are available in the app, invoices may be sent by email and paid through a payment link or bank transfer. Stripe's privacy policy is available at https://stripe.com/privacy.

We send administrative emails about your account, security, billing, and changes to our policies. We may also send marketing emails about new features and offers; you can unsubscribe at any time by clicking the link at the bottom of any marketing email or by writing to support@ridecord.com.

We may send text messages (SMS) with verification codes and account alerts. Message and data rates may apply. Reply STOP to stop receiving them or HELP for help. We do not share mobile phone numbers or text message consent with third parties for their marketing purposes.

We keep your organization's information for as long as your account is active. If an account owner deletes the organization, it is deactivated immediately and can be restored within 30 days; after that, its data and files are permanently deleted, except where we must keep records to comply with legal, tax, or accounting obligations.

We use technical and organizational measures designed to protect personal information, including encrypted connections (HTTPS), encrypted password storage, private file storage, separation of each organization's data at the database level, links for document requests that expire, and two-step verification for administrative accounts. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Whatever state you live in, you can:

• Access the personal information we hold about you and request a copy of it.
• Correct inaccurate information.
• Delete your information, subject to the exceptions allowed by law.

You can update most information yourself in the app's Settings, and the account owner can delete the organization from Settings. To make any other request, contact us by email at support@ridecord.com, by phone at +1 (346) 501-4894, or by mail at PO Box 55224, Houston, TX 77255. We will verify your identity before acting on a request and respond within 45 days. If we deny your request, you may appeal by replying to our decision, and we will respond to your appeal within 60 days. We will not discriminate against you for exercising your rights.

Residents of states with comprehensive privacy laws, such as Texas and California, may have additional rights under those laws. Because we do not sell personal information, use it for targeted advertising, or use it for profiling with legal or similarly significant effects, there is no need to opt out of those activities.

The Services are intended for people 18 years of age or older and are not directed to children. We do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it.

Ridecord is based in the United States, and the Services are hosted in the United States. The Services are intended for users located in the United States.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email from support@ridecord.com before they take effect and update the date at the top of this page.

If you have questions about this Privacy Policy or our privacy practices, contact us:

• Ridecord LLC
• PO Box 55224, Houston, TX 77255
• support@ridecord.com
• +1 (346) 501-4894