Privacy Policy

TruckWise Reporting ("TruckWise," "we," "us") provides DOT and FMCSA compliance services to trucking carriers. This policy covers our website at truckwisereporting.com, the TruckWise client app for iPhone and Android, and the web version of that app.

If you use the app, this policy tells you what it collects, why, who we share it with, and how to get your information out or have it deleted.

1. Who Uses the App, and Whose Information Is In It

Two kinds of people sign in:

• Carrier owners, owner-operators and managers. They manage their company's trucks, drivers, documents, filings and permits.
• Drivers. They see and add to their own driver file only. A driver cannot see the company's trucks, billing, filings or other drivers.

Carriers submit information about their drivers to us so we can build and maintain the driver qualification files federal regulations require. When a carrier does that, the carrier decides what to submit and we process it on the carrier's instructions to deliver the compliance services they hired us for. A driver who wants to know what their carrier has submitted about them should ask their carrier first; we will also help.

2. What the App Collects

Information you give us

• Your phone number. This is how you sign in. We send a six-digit code by text. Your phone number cannot be changed inside the app, on purpose: it is your login, so we verify who you are and change it for you, and we sign out every device using the old number.
• Your name, and your email address if you give us one.
• Your company information: legal name, DBA, DOT number, MC number, EIN and other regulatory identifiers.
• Truck information: unit numbers, VINs, plate numbers, registered weights, axle counts, registration details, purchase dates and purchase prices.
• Driver information submitted by a carrier: name, phone number, email address, CDL number and state, and employment dates.
• Mileage you report, by truck, by state and by period.
• Documents you upload. Cab cards and registrations, titles, bills of sale, lease agreements, annual inspection reports, 2290 stamped Schedule 1s, insurance certificates sent for a permit, CDLs, motor vehicle records, annual reviews, road test certificates, previous employer checks, proof of a Clearinghouse query, and anything else you send us for a filing.
• Messages you send us through the in-app chat.
• Payment details. You can add or update the card or bank account we bill and pay filing fees from, either in the app or by contacting our office. Card and bank account details are collected through our payment processor, Stripe, and are held on file only to pay for the services you have asked us to perform. See section 14.
• What you tell us when you ask us to challenge a roadside inspection.

Information collected automatically

• A session token on your device, so you stay signed in and do not have to enter a code every time.
• A push notification token, if you turn push notifications on. This is a device identifier issued by Apple or Google.
• Basic technical information needed to serve the app: IP address, device type, operating system version.
• Crash and error reports, so we can fix problems.

The app collects no health information

Since June 2025, a CDL holder's medical certification is sent electronically from the medical examiner to FMCSA and on to the state, and a carrier verifies it from the driver's motor vehicle record rather than holding a paper certificate. So the app shows only whether a driver is medically certified and through what date, taken from that record. There is no medical certificate in the app, nothing to upload, and no medical record to open.

Drug and alcohol test results are not uploaded to or shown in the app either. Where TruckWise runs a carrier's testing program, those results reach us from the medical review officer and the testing provider, and they are handled outside the app under the retention rules in section 10.

What the app does not collect

• We do not collect your location. The app has no GPS, no location permission, and does not track your trucks.
• We do not use advertising identifiers. There are no ads in the app.
• We do not build profiles of you for marketing on other apps or websites.
• We do not collect health information in the app. See above.
• We do not hold your FMCSA login. FMCSA accounts run through Login.gov and Motus and belong to a named person at your company with their own multi-factor authentication. We cannot hold those credentials and we do not ask for them.

3. Information We Get From Other Sources

FMCSA. The app shows you your own FMCSA record: your operating authority status, your safety rating if you have one, your inspection and crash counts, your out-of-service rates, and which compliance categories are over FMCSA's intervention threshold. That information comes from FMCSA, not from us. We retrieve it from FMCSA's public data services and show it to you with the date we pulled it. We do not add to it, score you, or keep a separate opinion of your safety.

State agencies. When we file for you, agencies send back permits, credentials, receipts and correspondence. Those land in your document folder.

4. Camera and Photo Access

The app asks for camera and photo library access for one reason: so you can photograph a document and send it to us instead of typing it in. Photos you take or choose are uploaded to your company's document folder. We do not access your camera or photo library at any other time, and we do not scan or read photos you have not sent us.

You can decline this permission. The app still works; you just cannot send us documents from your phone.

5. Push Notifications and Texts

If you turn on push notifications, we use them to tell you when we need something from you, when a filing is coming due, when something we filed is finished, and when an invoice or estimate is waiting. You can turn any category off, or all of them. We will still reach you by phone or email when something is urgent.

Text notifications are off unless you turn them on. If you opt in, you may receive service messages about your filings, deadlines and account status, and — only with your separate consent — marketing messages. Message frequency varies. Message and data rates may apply. Reply STOP to any text to stop all of them, or HELP for assistance.

We do not sell, rent, or share your phone number or opt-in information with third parties for their marketing purposes.

6. Why We Collect It

• To identify you and confirm you have permission to see a particular company's information.
• To prepare and submit filings on your behalf: IFTA, IRP, UCR, 2290, weight-mile tax, permits, driver qualification files, drug and alcohol program records.
• To challenge a roadside inspection with FMCSA when you ask us to.
• To keep the records those filings depend on, and to have them available if you are audited.
• To bill you for our services, and to pay filing fees on your behalf when you have asked us to.
• To tell you what needs your attention.
• To answer you when you contact us.

We do not use your information to train advertising models, and we do not use it for any purpose you would not expect from a compliance service.

7. Who We Share It With

Regulators and agencies. FMCSA, state DOTs, the IRS and other agencies, as part of the filings you hire us to make, and when we file a challenge on your behalf.

Previous employers and screening services. Where a driver application authorizes it, we contact the previous employers named in the application for the safety performance history federal rules require, and we use consumer reporting agencies and screening services to obtain the reports described in section 14.

Service providers who help us run the business. Each one receives only what it needs, and each is bound to use it only to provide its service to us:

• GoHighLevel — our CRM. Your contact record, company record, truck records, permits and invoices.
• Google Drive — document storage. Your documents live in your company's folder.
• Stripe — payments. Stripe collects card and bank details directly through its own payment pages.
• Twilio or equivalent — sends your sign-in code and any text notifications you opted into.
• Apple and Google — deliver push notifications to your device, if you turned them on.

Business transfer. If TruckWise is sold or merges, your information would transfer with the business. We would tell you.

We do not sell your personal information. We have not sold it, we do not share it for cross-context behavioural advertising, and we do not give it to data brokers or to anyone for their own marketing.

8. How We Protect It

Information is encrypted in transit between your device and our servers. Documents are served through short-lived links rather than public folders. Access to a company's information requires a signed-in account we have linked to that company, and we check that link on every request rather than trusting the app.

Sessions can be ended from our office. If your phone number changes, we verify who you are before we change it, and we sign out every device that was using the old number.

No method of transmission or storage is completely secure, and we do not claim otherwise. If a breach affects your information we will tell you, and we will tell you what we know rather than waiting until we know everything.

9. Getting Your Information, Correcting It, and Deleting It

You can ask us to:

• Send you a copy of the personal information we hold about you
• Correct anything that is wrong
• Delete your information, subject to the limits below
• Stop sending you marketing
• Tell you who we have shared it with

Three ways to ask:

1. In the app. Account, then Closing your account, then Delete my information.
2. On the web. truckwisereporting.com/delete-account
3. By email or phone. support@truckwisereporting.com or (208) 296-6470

We respond within 30 days. We will ask you to confirm who you are before we act, so that nobody can delete your records by pretending to be you.

Asking is free and unconditional. A request to see, correct or delete your personal information is never conditional on your account being paid up, and is separate from any agreement you have with us. Ending your service is a different thing, handled under your service agreement, and one does not require the other.

We will not treat you differently for asking. No worse service, no different pricing.

10. What We Cannot Delete, and Why

Some records we are required to keep. If you ask us to delete your account, we close your access, delete what we are not required to keep, and tell you plainly what stayed and why.

Records we keep, and the rule behind each:

• Driver qualification file — motor vehicle record, annual review, road test, previous employer checks, and the medical certification status: while the driver is employed, plus 3 years after they leave (49 CFR 391.51)
• Positive drug or alcohol tests, refusals, and program records — 5 years (49 CFR 382.401)
• Collection process records — 2 years (49 CFR 382.401)
• Negative test results — 1 year (49 CFR 382.401)
• IFTA mileage and fuel records — 4 years (IFTA Articles of Agreement)
• IRP records — the current registration year plus the 3 preceding years (IRP Plan)
• Form 2290 records — 3 years (IRS)
• Invoices and payment records — as long as tax and accounting law requires

These are the periods as we understand them and they are not the whole list. Where a rule changes or a longer period applies, the longer period governs. We also keep records longer than the minimum where a client is likely to need them in an audit, which is usually what clients want.

11. After You Cancel

You keep read-only access to the app for 30 days so you can download everything. We also email you a copy of your documents, limited to the documents you could normally see. After 30 days your login stops working.

12. Your State Privacy Rights

Depending on where you live, you may have rights under your state's privacy law: to know what we collect, to get a copy, to correct it, to delete it, to limit how we use sensitive information, and to appeal if we say no. The rights in section 9 are offered to everyone, wherever you live, rather than only where a law requires them.

We do not sell personal information and we do not use it for targeted advertising, so there is nothing for you to opt out of on those grounds.

If we decline a request, we will tell you why and how to appeal. To appeal, reply to our response or email support@truckwisereporting.com with "Appeal" in the subject.

13. Children

The app is for trucking businesses. It is not directed to children, we do not market to them, and we do not knowingly collect information from anyone under 13. If we learn we have, we delete it.

14. Our Website and Other Services

Our website collects what you submit through forms, plus standard technical information such as IP address, browser type and pages visited. We use cookies for basic site function, and Google Tag Manager and Google Analytics to understand how the site is used. You can block cookies in your browser; the site still works. You can also opt out of Google Analytics with the Google Analytics Opt-out Browser Add-on.

Driver applications and online forms

Separately from the app, we operate secure online forms that carriers and their drivers use to submit compliance information to us, including the driver application, the permit request form, and the truck add, amend or remove form. Access to a driver application is by a private, expiring link sent to the driver at the carrier's request.

A driver application collects the information a motor carrier is required to obtain under 49 CFR Part 391, which may include full name, date of birth, Social Security number, home address, phone number and email address; driver's license and CDL details; driving experience, employment history and previous employer contact information; accident and traffic violation history; and electronic signatures, together with the date, time, IP address and browser information recorded when each signature is applied. Drivers may also upload document images, including a CDL, a driver's license, a TWIC card and other supporting documents the carrier requests.

We do not accept medical examiner's certificate uploads through any of our forms. Medical certification is verified electronically through FMCSA, as described in section 2, so the form asks only for the certification dates.

As part of the application, a driver is given a separate Fair Credit Reporting Act disclosure and authorization. If the driver signs it, consumer reports and investigative consumer reports may be obtained for employment purposes, which may include motor vehicle and driving records, driver's license and CDLIS verification, an FMCSA Drug and Alcohol Clearinghouse query, a Pre-Employment Screening Program (PSP) report, and verification of prior employment and education. We also send safety performance history requests to a driver's previous employers as required by 49 CFR 391.23. The rights that disclosure describes are in addition to the rights in section 9.

Educational tools

We offer free educational tools, such as the DOT Audit Readiness Scorecard, compliance guides and cost breakdowns. When you use them we may collect your name, email address, phone number and company name, your responses to quiz or assessment questions, and your resulting scores. We use this to deliver your results and follow up with relevant compliance guidance. These tools are for information only and are not legal or regulatory advice. TruckWise Reporting is a private company and is not affiliated with the FMCSA, DOT, or any government agency.

Payment details on file

Where a form takes payment, that payment is processed by Stripe and your card or bank account details are submitted directly to Stripe on its own payment pages.

Most of our services also require us to pay filing fees to state and federal agencies on your behalf. Where you authorize us to do so, we keep your card or bank account details on file so that those fees can be paid when your filing is submitted. We use payment details on file only to pay fees and charges connected with the services you have asked us to perform. We do not share them with anyone other than the agency or payment processor handling that transaction, and we do not use them for any other purpose.

You can change the card or bank account we have on file, or ask us to remove it entirely, at any time by contacting support@truckwisereporting.com or (208) 296-6470. If you remove it, we will arrange another method of payment before submitting further filings on your behalf.

We retain a record of each transaction, including the amount, the date, and the service purchased.

15. Language

This policy is published in English. Where we provide a Spanish translation, the English version governs if the two ever disagree.

16. Changes

If we change this policy we update the date at the top. If a change materially affects how we handle your information, we will tell you in the app or by email rather than quietly editing the page.

17. Contact

• TruckWise Reporting
• Address: 107 Fir St, La Grande, OR 97850 — also in Meridian, ID
• Email: support@truckwisereporting.com
• Phone: (208) 296-6470