Privacy Policy

Last updated: May 2026

1. Introduction

FleetPhase ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and when using our dispatch and fleet management services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and utilize our services.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our services. By accessing and using FleetPhase services, you acknowledge that you have read, understood, and agree to be bound by all the provisions of this Privacy Policy.

2. Information We Collect

Information You Provide Directly

We collect information that you voluntarily provide to us, including:

  • Account Registration: Name, email address, phone number, company name, address, and business license information
  • Contact Forms: Message content when you inquire about our services
  • Service Requests: Dispatch information, route preferences, vehicle specifications, and driver details
  • Payment Information: Billing address, payment method details (processed securely through third-party payment processors)
  • Communication: Email, phone calls, text messages, and chat communications with our dispatch team
  • Support Requests: Issue descriptions and documentation provided to our support team

Automatically Collected Information

When you access our website and services, we automatically collect:

  • Device Information: Device type, operating system, browser type, and unique device identifiers
  • Usage Data: Pages visited, time spent on pages, links clicked, and interactions with our services
  • Location Data: General geographic location based on IP address (with your consent for real-time tracking features)
  • Cookies and Similar Technologies: Tracking technologies to enhance user experience and gather analytics
  • Log Data: Server logs including IP addresses, access times, and referring URLs

Information from Third Parties

We may receive information from:

  • Load brokers and shippers in our network
  • Payment processors and financial institutions
  • Third-party service providers who assist in delivering our services
  • Government agencies for compliance verification purposes

3. How We Use Your Information

We use the information we collect for various purposes:

  • Service Delivery: Processing dispatch requests, load planning, route optimization
  • Communication: Responding to inquiries, providing dispatch updates
  • Compliance: Meeting legal obligations, DOT regulations
  • Payment Processing: Billing, invoicing, and payment collection
  • Service Improvement: Analyzing usage patterns to enhance services
  • Marketing: Sending promotional materials (with your consent)
  • Safety and Security: Detecting fraud, preventing abuse
  • Legal Purposes: Enforcing our Terms of Service

4. Mobile Information Privacy

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Specifically:

  • Your phone number and mobile device information are used exclusively for dispatch communications and service delivery
  • Text messages sent to your phone are limited to order confirmations, load updates, and critical service notifications
  • We do not sell, trade, or transfer your mobile contact information to third parties for any marketing or promotional purposes
  • Any SMS or text-based communication opt-ins are strictly for FleetPhase service-related purposes only
  • You may opt-out of non-essential mobile communications at any time by contacting us

3. How We Use Your Information

We use the information we collect for various purposes:

  • Service Delivery: Processing dispatch requests, load planning, route optimization, and managing your account
  • Communication: Responding to inquiries, providing dispatch updates, and notifying you of service changes
  • Compliance: Meeting legal obligations, DOT regulations, and industry compliance requirements
  • Payment Processing: Billing, invoicing, and payment collection
  • Service Improvement: Analyzing usage patterns to enhance our services and user experience
  • Marketing: Sending promotional materials and newsletters (with your consent)
  • Safety and Security: Detecting fraud, preventing abuse, and protecting our services
  • Legal Purposes: Enforcing our Terms of Service and other agreements

4. Mobile Information Privacy

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Specifically:

  • Your phone number and mobile device information are used exclusively for dispatch communications and service delivery
  • Text messages sent to your phone are limited to order confirmations, load updates, and critical service notifications
  • We do not sell, trade, or transfer your mobile contact information to third parties for any marketing or promotional purposes
  • Any SMS or text-based communication opt-ins are strictly for FleetPhase service-related purposes only
  • You may opt-out of non-essential mobile communications at any time by contacting us

5. Data Sharing and Disclosure

Third-Party Service Providers

We may share your information with third parties who perform services on our behalf, such as:

  • Payment processors and financial institutions
  • Cloud hosting providers
  • Analytics and data analysis providers
  • Customer support platforms
  • Email service providers

These service providers are contractually obligated to use your information only to provide services to us and are required to maintain the confidentiality of your information.

Business Partners

We share dispatch and load information with freight brokers, shippers, and other carriers in our network as necessary to coordinate loads and optimize routes. This sharing is essential to our service delivery.

Legal Requirements

We may disclose your information when required by law, including:

  • Responding to lawful requests from government agencies
  • Complying with DOT, FMCSA, and other regulatory requirements
  • Enforcing our Terms of Service and other agreements
  • Protecting the rights, privacy, safety, or property of FleetPhase, our users, and the public

Business Transfers

In the event of a merger, acquisition, bankruptcy, or similar transaction, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

6. Data Security

We implement comprehensive security measures to protect your information from unauthorized access, alteration, disclosure, or destruction, including:

Technical Security

  • SSL/TLS encryption for data in transit
  • Database encryption for data at rest
  • Access controls and authentication
  • Regular security audits

Administrative Security

  • Employee confidentiality agreements
  • Secure password policies
  • Vulnerability assessments
  • Incident response procedures

Important: While we strive to protect your information, no security system is impenetrable. We cannot guarantee absolute security of your data transmitted over the internet.

7. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy. Specifically:

A
Account Information: Retained during your account active period and for 7 years after account closure for compliance and legal purposes
B
Transaction Records: Retained for a minimum of 3 years for accounting, tax, and regulatory compliance
C
Communication Records: Retained for the duration of our business relationship plus 3 years
D
Marketing Information: Retained until you opt-out or for a maximum of 2 years from last interaction

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. These include:

Session Cookies

Temporarily stored to maintain your login session

Persistent Cookies

Stored to remember your preferences and login information

Analytics Cookies

Used to understand how users interact with our website

Note: Most web browsers allow you to control cookies through their settings. You can disable cookies, though some features of our services may not function properly without them.

9. Your Privacy Rights

Right to Access

You have the right to request access to the personal information we hold about you. Contact us to submit an access request.

Right to Correction

You may request that we correct inaccurate or incomplete information about you. You can often update your information directly in your account settings.

Right to Deletion

You have the right to request deletion of your personal information, subject to legal and regulatory requirements that may require us to retain certain data.

Right to Portability

You may request a copy of your personal information in a structured, commonly used format for transfer to another service provider.

Right to Opt-Out

You can opt-out of:

  • Marketing emails by clicking the unsubscribe link in our emails
  • Non-essential mobile communications by contacting us
  • Certain tracking technologies through browser settings

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, and shared
  • Right to delete personal information collected
  • Right to opt-out of the sale/sharing of your personal information
  • Right to non-discrimination for exercising your CCPA rights

To exercise these rights, contact us at info@fleetphase.com.

11. Contact Information

If you have questions about this Privacy Policy, concerns about our privacy practices, or wish to exercise any of your privacy rights, please contact us:

FleetPhase

Address:
30 N Gould St Ste R, Sheridan, WY 82801 US

Email:
info@fleetphase.com

Phone:
+1 (414) 363-7291

Hours:
24/7 Dispatch Support

12. Additional Information

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take steps to delete such information and terminate the child's account.

Third-Party Links

Our website may contain links to third-party websites and services. This Privacy Policy applies only to FleetPhase services. We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any third-party sites before providing your information.

International Data Transfers

If you are located outside the United States, please be aware that your information may be transferred to, stored in, and processed in the United States. By using our services, you consent to such transfers.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, and other factors. We will notify you of material changes by:

  • Posting the revised Privacy Policy on our website with an updated "Last Updated" date
  • Sending you an email notification if the changes are significant
  • Requesting your consent if required by applicable law

Your continued use of our services following the posting of changes constitutes your acceptance of those changes.

13. Acknowledgment

By accessing FleetPhase services, you acknowledge that you have read and understood this Privacy Policy and agree to be bound by its terms. If you do not agree with any part of this Privacy Policy, you may not use our services.