Privacy Policy

At Truck Relay, your trust drives everything we do. Whether you're sending over your MC authority or discussing lane preferences, we treat your data with the same level of care and confidentiality we give to your loads.

Effective Date: August 2025

This Privacy Policy explains how we collect, use, store, and protect your information — and your rights as a carrier working with us.

Information We Collect

To provide dispatch services tailored to each carrier's needs and ensure smooth, compliant operations, we collect the following categories of information:

1. Company & Contact Information

  • Legal company name, DBA (if applicable)
  • Business type (e.g., Owner-Operator, Fleet)
  • MC Number, DOT Number, SCAC
  • EIN/SSN, years in business
  • Physical, mailing, and billing addresses
  • Primary contact name, phone numbers, and emails
  • Website (if available)

2. Equipment & Vehicle Details

  • Truck/trailer numbers and VINs
  • Equipment types, weight, door/floor types
  • Year of truck, trailer, and refrigeration unit
  • License plate numbers
  • Branding or signage on truck/trailer
  • Accessories (e.g., straps, tarps, load bars)
  • Equipment features (e.g., GPS, liftgate, food-grade, sleeper, ELD)
  • Max load weight and equipment specifications

3. Driver Information (if applicable)

  • Driver name, contact, assigned truck/trailer
  • Special certifications: Hazmat, TWIC, Tankers

4. Permits & Certifications

  • TWIC, SmartWay, CARB, Hazmat, FAST, TSA, Tanker
  • Intrastate, overweight, over-dimension, alcohol permits

5. Payment & Billing Details

  • Factoring company name and contact
  • Factoring email, phone, and billing address
  • Payment preference (Standard, QuickPay, Factoring)

6. Operational Preferences & Load Requirements

  • Operating states, tight city comfort
  • Load types accepted (e.g., food, chemicals, electronics)
  • Max deadhead, rate per mile, max picks/drops
  • Preferred brokers and cargo comments

7. Financial & Cost Structure (For RPM Optimization)

  • Monthly miles, fuel economy, and driver pay
  • Fixed/variable monthly costs (e.g., insurance, tolls, fuel, repairs)
  • Annual overhead (e.g., IRP, bookkeeping, ELD, renewals)

8. Vehicle Specifications for Routing & Tolls

  • Axle counts, tire configuration, vehicle height/width
  • Transponder and toll info

9. Insurance Coverage

  • Liability and cargo coverage amounts
  • Insurance provider and policy expiration date

10. Service Package Preferences

  • Selection of Standard, Plus, or VIP Dispatch tiers
  • Specific services opted into for reporting, compliance, or IFTA

How We Use Your Information

At Truck Relay, we use the information you provide for the sole purpose of delivering professional dispatching services, managing carrier relations, and maintaining operational integrity. Specifically:

• To Facilitate Load Booking and Dispatch Services:

We use carrier profile data (e.g., equipment type, lane preferences, authority documents) to search, negotiate, and book loads that match your operational criteria. This includes sharing relevant documents with brokers for carrier setup and rate confirmation.

• To Act on Your Behalf with Brokers and Shippers:

With your explicit consent via signed agreements and power of attorney, we use your details to sign rate confirmations, submit insurance certificates, and complete necessary broker paperwork for securing cargo.

• To Communicate and Coordinate Loads Efficiently:

Your contact and operational information (e.g., email, phone etc.) is used to ensure seamless coordination between brokers, shippers, and drivers during pickup, transit, and delivery.

• To Submit Billing Documents on Your Behalf:

We collect BOLs, PODs, and other documents for submitting invoices to brokers. We only use these documents for the stated billing purpose.

• To Track Compliance and Maintain Accurate Carrier Records:

We retain insurance certificates, MC/DOT numbers, and driver licenses to ensure compliance with FMCSA, USDOT, and brokerage requirements. This includes providing up-to-date documentation when required by brokers or shippers.

• To Receive and Process Payments for Dispatch Services:

If applicable, we collect remittance and ACH/banking details solely for the purpose of processing your payments and invoicing you as per our Dispatch Agreement.

• To Protect Against Contractual Misuse:

We monitor and store information regarding booked loads, dispatch communications, and broker interactions to detect and address cases where loads are bypassed or dispatch fees are wrongfully withheld.

• To Improve and Tailor Our Services:

We may use aggregated, non-identifiable information for internal analytics and service optimization to better serve our carrier base.

We strictly do not sell, rent, or share your data with third parties outside the scope of what is legally required or operationally necessary to perform our dispatch services.

Information Sharing & Disclosure

At Truck Relay, we take data confidentiality seriously. We only share your information when it is operationally necessary, legally required, or authorized by you. Here's how and when your data may be disclosed:

• With Freight Brokers & Shippers (Authorized Use):

We share your company name, MC/DOT number, insurance certificates, W-9, carrier packet, and other necessary documents only for the purpose of broker setup and load booking — as explicitly outlined in your Dispatch Agreement.

• With Partnered Service Providers (If Applicable):

In rare cases, if we collaborate with third-party service providers (e.g., factoring partners, compliance support), we may share only the minimum required information — and only with your consent or at your request.

• For Payment Processing (If Agreed Upon):

If we are authorized to invoice or process payments on your behalf, remittance information or transaction records may be shared securely with payment processors solely for billing and accounting purposes.

• With Legal or Regulatory Authorities (When Required):

We may disclose your information to law enforcement, government agencies, or regulatory bodies if required by law, court order, or to protect our legal interests, including in cases of fraud, contract breach, or non-payment.

• To Protect Our Rights & Business Integrity:

In cases where a carrier attempts to bypass Truck Relay (e.g., booking loads directly with brokers we secured), we may disclose relevant documentation and communication history to assert our contractual rights and recover owed fees.

• With Your Express Consent:

In all other circumstances, your information is shared only with your written or digital consent.

We never sell, rent, or lease your personal or business information to any third party for marketing or non-operational purposes — now or ever.

Data Retention & Deletion Policy

We retain your information only as long as necessary to fulfill the purposes outlined in our agreement and this privacy policy, including for:

• Ongoing dispatch services

As long as you are an active carrier using Truck Relay, we retain your documents and operational history to provide seamless load booking, broker setup, and paperwork handling.

• Legal and contractual obligations

After service termination, we may retain essential records (such as the dispatch agreement, carrier profile, and broker interactions) for a reasonable period to comply with accounting, taxation, audit, or legal requirements.

• Dispute resolution and fraud prevention

In the event of a dispute (e.g., carrier bypass, unpaid invoices), we may preserve relevant records until the issue is resolved, or until the expiration of the statute of limitations.

• Data minimization

We periodically review stored data and securely delete any information that is no longer required for business or compliance reasons.

Retention Periods (Typical):

  • Core business and dispatch documents: up to 7 years post-termination
  • Broker setup files and MC documents: 3–5 years unless otherwise requested
  • Communication logs and email threads: 3 years
  • Carrier profile forms and agreements: up to 7 years

When data is no longer needed, we follow secure deletion protocols to ensure it cannot be recovered or misused.

Consent & Authorized Use

By engaging with Truck Relay's dispatch services — including submitting your Carrier Profile Form, signing the Freight Dispatch Agreement, or continuing communication via email, phone, or text — you expressly consent to the collection, use, and sharing of your information as outlined in this Privacy Policy.

What You're Consenting To:

  • Use of your documents and information (e.g., W-9, COI, MC authority, Voided Check, etc.) for the sole purpose of load booking, broker setup, and fleet management support.
  • Communication with third-party brokers, shippers, and factoring companies on your behalf using the information you provide.
  • Storage and handling of your documentation in secure systems, including but not limited to load boards, CRM software, and cloud-based storage providers.
  • Occasional use of non-sensitive data (e.g., average RPM, service tier, equipment type) for internal analytics or performance reports — never shared publicly with identifying details.

Revoking Consent

You may revoke consent at any time by:

  • Terminating your service with Truck Relay in writing.
  • Requesting a deletion of your data, subject to any retention obligations under legal or regulatory requirements.

Please note: revoking consent will limit our ability to continue providing dispatch services, negotiate with brokers on your behalf, or maintain your carrier account.

Data Storage & Security

At Truck Relay, we take the confidentiality and integrity of your data seriously. We implement reasonable technical, administrative, and organizational safeguards to ensure that all sensitive carrier information remains protected from unauthorized access, disclosure, or misuse.

How Your Data is Stored

  • Your submitted documents (W-9, MC Authority, COI, Voided Check, Dispatch Agreement, etc.) are stored securely using encrypted cloud storage solutions.
  • Internal communications, carrier notes, and service history are maintained in password-protected systems with role-based access control.
  • All access to carrier information is restricted to authorized personnel only — strictly for dispatching, broker setup, and administrative support.

Retention Policy

  • We retain documents and dispatch records only for as long as necessary to fulfill our contractual and legal obligations.
  • If you terminate service, you may request deletion of your data. In such cases, we'll retain only what is required for compliance (e.g., tax or audit purposes) and delete the rest securely.

Security Measures We Use

  • Encrypted data transfers (SSL/TLS) on all forms and communications.
  • Regular software and access audits.
  • Immediate removal of access for any team member no longer associated with Truck Relay operations.

Despite our best efforts, no system is 100% secure. We encourage all carriers to also take precautions (e.g., using secure email) when sharing documents or sensitive data.

Payment & Billing Information

We do not directly collect or store credit card or banking information on our website.

How We Handle Billing

All billing is processed manually, either via:

  • Invoicing sent to your email, or
  • Payment links or platforms agreed upon during onboarding.

You are never asked to input billing details through a public-facing form on our site.

Information We May Collect for Billing Purposes

To issue accurate invoices and maintain financial records, we may collect:

  • Company name & MC/DOT number
  • Billing contact information
  • Payment preferences (ACH, Zelle, etc.)
  • Voided Check or Bank Letter (submitted as part of onboarding)

This information is only used to issue invoices, track payments, and support tax or compliance reporting. It is not shared with any third-party marketing or analytics platform.

Third-Party Processors

When using third-party platforms (e.g., Zelle, Stripe, PayPal, or QuickBooks), your payment information is handled directly by those services under their own privacy policies. We do not see or retain your full financial details.

Third-Party Services

To run our dispatching operations efficiently and deliver high-quality service, Truck Relay may rely on trusted third-party platforms. These services are used strictly for operational, communication, and compliance purposes — not for advertising or selling your data.

Services We May Use

• Load Boards & Freight Platforms

We access your MC and DOT information to post or book freight on your behalf using platforms like DAT, TruckStop, and others.

• Communication Tools

Your contact information may be used in tools such as Gmail, WhatsApp, Telegram or Zoom for day-to-day coordination.

• Document Management

We may use platforms like Google Drive or Dropbox to store or organize your onboarding files, rate confirmations, or invoices securely.

• Accounting & Invoicing Tools

Invoicing and billing details may be processed using services like QuickBooks or third-party ACH platforms — never for marketing or resale.

• Compliance Systems

If needed, we may utilize systems to maintain FMCSA documentation or audit files you ask us to handle under Dispatch Plus or VIP packages.

Your Privacy, Protected

We only share the minimum information necessary with these services and never for promotional purposes. Each third-party platform is expected to comply with data protection standards under their own privacy policies.

Legal Compliance

Truck Relay may disclose your information only when legally required to do so or when such action is necessary to:

  • Comply with applicable laws, regulations, or legal processes (e.g., FMCSA audits, tax reporting, or requests from government agencies)
  • Protect our legal rights or enforce our agreements (e.g., pursuing unpaid invoices or addressing breaches of the Freight Dispatch Agreement)
  • Investigate fraud, resolve disputes, or prevent potential harm - We reserve the right to act when the safety, security, or integrity of our services or our partners is at risk.
  • Respond to court orders or subpoenas - If we are legally compelled, we may share relevant data in accordance with the scope of the request.

We will never disclose your personal or carrier data for marketing, resale, or non-operational purposes.

Carrier Responsibilities Regarding Data

As a partner carrier, you are responsible for the accuracy, completeness, and timely submission of the data you provide to Truck Relay. This includes but is not limited to:

• Carrier Profile Form:

Ensuring all business information, insurance, MC authority, and contact details are current and correct.

• Freight Dispatch Agreement:

Understanding and agreeing to how your data will be used for dispatch-related services.

• Ongoing Updates:

Notifying Truck Relay promptly if any operational details change (e.g., new equipment, contact info, or insurance updates).

• Confidentiality of Login and Documents:

You are expected to keep your login credentials secure and to avoid sharing sensitive broker or load-related documents with unauthorized parties.

Truck Relay is not liable for delays, miscommunication, or compliance issues that result from incomplete, outdated, or inaccurate data provided by the carrier.

Minors' Privacy Protection

Truck Relay does not knowingly collect or solicit personal information from individuals under the age of 18. Our services are strictly intended for adult business owners, owner-operators, and motor carriers operating under valid federal and state authority.

If we learn that we have inadvertently collected information from someone under 18, we will take immediate steps to delete that information. If you believe a minor has provided us with personal data, please contact us at support@truckrelay.com so we can address the issue promptly.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we do, we'll revise the "Last Updated" date at the bottom of this page.

You are encouraged to review this policy periodically. Continued use of our services after any updates means you acknowledge and agree to the revised terms.

For any questions about this Privacy Policy, please contact us at rylan.blake@truckrelay.com.

For questions about this Privacy Policy:

rylan.blake@truckrelay.com