1. Information We Collect
We collect information you provide directly, information generated through your use of our platform, and information from third-party sources to provide our transportation management services.
Information You Provide Directly:
- Identity & Contact: Full legal name, email address, mobile phone number, physical address, date of birth.
- Driver Credentials: Commercial Driver's License (CDL) number and state, CDL class and endorsements, Medical Examiner's Certificate, HazMat certifications.
- Employment Information: Carrier company, MC/DOT number, employment history, driving record.
- Financial Information: Banking details for direct deposit, W-9 information for independent contractors.
- Vehicle Information: Truck/trailer identification numbers, license plate information, insurance documentation.
Information Collected Automatically:
- Location Data: GPS coordinates transmitted via ELD and mobile devices during active dispatch.
- Telematics Data: Speed, idling time, braking events, fuel consumption, and Hours of Service (HOS) logs.
- Device & Usage Data: Device identifiers, IP address, browser type, operating system, pages viewed, and session duration.
- Communication Records: SMS message logs, dispatch notifications, and audit trails for sent/received messages.
Information from Third Parties:
- FMCSA PSP (Pre-Employment Screening Program) reports
- DAC (Driver Applicant Clearinghouse) employment history
- USDOT Drug & Alcohol Clearinghouse records
- Insurance and bonding verification services
2. How We Use Your Information
We use the information we collect for the following purposes:
- Providing, operating, and maintaining the XTMS Logistics TMS platform
- Processing driver registration, verification, and onboarding
- Dispatching loads and communicating assignments via SMS, email, and in-app notifications
- Real-time fleet tracking, route optimization, and delivery confirmation
- Ensuring Hours of Service and FMCSA regulatory compliance
- Sending secure authentication links and one-time passcodes (OTPs) via SMS
- Processing payments and generating settlement statements
- Fraud prevention, security monitoring, and identity verification
- Improving platform features and personalizing your experience
- Complying with legal obligations and responding to lawful requests
3. SMS Terms & Disclosures
By registering your mobile number on the XTMS Logistics Driver Portal and providing explicit consent, you authorize us to send you operational SMS communications. The following disclosures apply to all SMS messaging from XTMS Logistics:
SMS Terms & Disclosures
XTMS Logistics operates as an A2P (Application-to-Person) 10DLC registered messaging service. All dispatch and operational SMS communications are routed through compliant channels registered with The Campaign Registry (TCR).
4. Information Sharing & Disclosure
We do not sell your personal information. We may share your information in the following limited circumstances:
- Carrier Partners: We share driver information with the carrier or broker that has engaged XTMS Logistics to manage their dispatch operations, limited to what is necessary for load assignment.
- Service Providers: Third-party vendors who assist us in operating the platform (cloud infrastructure, SMS gateway providers, payment processors) under strict data processing agreements.
- Regulatory Authorities: FMCSA, USDOT, or other governmental bodies as required by law or in response to valid legal process.
- Business Transfers: In connection with a merger, acquisition, or sale of all or part of our business, with appropriate notice to users.
- With Your Consent: For any other purpose with your explicit consent.
We will never share SMS opt-in data or consent records with third parties for marketing or promotional purposes.
5. Data Security
We implement industry-standard technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:
- Encryption in Transit: All data transmitted between your device and XTMS Logistics servers is encrypted using TLS 1.3.
- Encryption at Rest: Sensitive personal data and credentials are encrypted at rest using AES-256.
- Access Controls: Role-based access control (RBAC) ensures employees access only the data necessary for their role.
- Tokenization: Driver credentials, CDL numbers, and payment information are stored as cryptographic tokens — raw values are never persisted in plaintext.
- Audit Logging: All data access events are logged and monitored via immutable audit trails.
- Security Reviews: We conduct regular vulnerability assessments and penetration testing.
No method of transmission over the Internet is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.
6. Data Retention
We retain personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods:
- Driver Profiles: Active profile data retained for the duration of the engagement plus 3 years following account closure.
- HOS & ELD Records: Retained for a minimum of 6 months per FMCSA 49 CFR § 395.8(k), or longer as required.
- SMS Consent Records: Opt-in consent logs retained for a minimum of 4 years from the date of consent or last message, whichever is later.
- Financial Records: Settlement statements and payment records retained for 7 years for tax compliance.
- Access Logs: System access and audit logs retained for 2 years.
7. Your Rights & Choices
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal data, subject to our legal retention obligations.
- Opt-Out of SMS: Text STOP to any message from XTMS Logistics at any time. This will not affect your ability to use the driver portal.
- Data Portability: Request a machine-readable copy of your personal data.
- Withdraw Consent: Withdraw previously given consent for processing where consent is the legal basis, without affecting the lawfulness of prior processing.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
9. Children's Privacy
Our services are intended exclusively for commercial use by licensed commercial drivers (CDL holders) and transportation industry professionals who are 18 years of age or older. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected personal information from a minor, we will promptly delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. We will notify you of material changes by:
- Posting the updated policy on this page with a revised "Last Updated" date
- Sending an in-portal notification or email to registered users
- Where required by law, obtaining your renewed consent
Your continued use of the XTMS Logistics platform after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.
11. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
XTMS Logistics — Privacy Team
Email: [email protected]
For SMS opt-out or messaging support, reply STOP to any message or email [email protected].