MVRcheck Fleet Register Privacy Policy

# MVRcheck Fleet Register Privacy Policy

1. Overview

MVRcheck.com ("MVRcheck," "we," "us," or "our") provides the MVRcheck Fleet Register application and related websites, portals, support services, and administrative tools collectively referred to as the "Fleet Register."

This Privacy Policy explains how we collect, use, disclose, retain, and protect information in connection with Fleet Register.

Fleet Register is a business-to-business application intended for use by authorized representatives of companies and other organizations. It is not intended for personal, household, or consumer use.

Use of Fleet Register is also subject to the MVRcheck Master Services Agreement available at mvrcheck.com/msa. The MSA provides that subscribers are responsible for maintaining copies of records required for their own business, regulatory, compliance, employment, insurance, or operational purposes.

2. Roles and Responsibilities

For information entered, uploaded, imported, or maintained by a subscribing organization, the subscribing organization generally determines:

* What information is collected. * Whose information is entered. * Why the information is maintained. * Which authorized users may access it. * How long the organization needs the information. * How the organization uses, exports, or discloses the information.

MVRcheck processes this information to provide Fleet Register and related support services.

Subscribers are responsible for ensuring that they have all notices, permissions, authorizations, consents, permissible purposes, and other lawful authority required to enter, upload, import, maintain, use, and disclose information through Fleet Register.

3. Information We Collect

### A. Account and User Information

We may collect:

* Name. * Business email address. * Telephone number. * Job title. * Employer or organization name. * User role and permissions. * Login credentials. * Authentication and security settings. * Invitation and account activation status. * Last login and account activity. * Communications with MVRcheck.

Passwords are managed through secure authentication systems and are not intended to be visible to MVRcheck personnel.

### B. Organization Information

We may collect:

* Legal business name. * Trade name. * Business address. * Website. * Telephone number. * USDOT number. * Billing contact. * Primary administrator. * Branches and locations. * Subscription plan. * Account status. * Organization settings and preferences.

### C. Vehicle Information

Subscribers may enter or upload information such as:

* Unit number. * VIN. * License plate number and state. * Vehicle year, make, and model. * Vehicle type and status. * Registration information. * Inspection information. * Insurance information. * Assigned location. * Assigned driver. * Service or out-of-service status. * Notes. * Vehicle-related documents.

### D. Permit and Credential Information

Subscribers may enter or upload information relating to fleet permits, operating credentials, and related requirements, including:

* Vehicle permits. * Trip permits. * Oversize or overweight permits. * IFTA documentation. * IRP documentation. * Temporary permits. * Operating credentials. * Permit and credential numbers. * Issue and expiration dates. * Renewal information. * Costs and vendor information. * Supporting documents. * Notes and reminders.

### E. Driver and Driver Compliance Information

Subscribers may enter, upload, import, or maintain driver-related information such as:

* Driver name and contact information. * Driver identification or employee number. * Assigned vehicles and locations. * Driver's license information. * License class, endorsements, restrictions, status, and expiration dates. * Medical certificate information and expiration dates. * Driver credential information. * Driver Qualification File status information. * Driver qualification due dates and review dates. * MVR Monitoring enrollment and status information. * Driver's license information and copies of driver's licenses. * Medical certificate information and copies of medical certificates or medical cards. * Drug and alcohol testing status, dates, results, and records where maintained by Subscriber. * Accident and incident information. * DOT roadside inspection information. * Training information and due dates. * Corrective actions and status. * Notes and administrative status information. * Dates on which driver or DQF information was reviewed or manually verified. * Other driver compliance information maintained by Subscriber. * Random drug and alcohol testing pool enrollment information. * DOT or Non-DOT testing designation. * Random selection dates and selection status. * Testing type and reason for testing. * Test completion status and related dates. * Random testing protocol, cycle, frequency, and selection information. * Drug and alcohol testing results and related compliance records, where maintained by Subscriber. * Other random testing and compliance information maintained by Subscriber. * FMCSA Drug & Alcohol Clearinghouse query dates and types, status information, due dates, verification information, and related records.

Fleet Register's Driver Compliance functionality is intended to provide an administrative status, alert, assignment, and due-date layer. It is not intended to replace authoritative Driver Qualification File, MVR Monitoring, or other regulatory recordkeeping systems.

### F. MVR, PSP, and Other Driver Documents

Subscribers may upload Motor Vehicle Records (MVRs), Pre-Employment Screening Program (PSP) reports, and other driver-related records or documents to Fleet Register.

Such documents may contain personal information, including:

* Driver name. * Date of birth. * Driver's license number. * License status and classification. * Driving history. * Violations. * Convictions. * Accidents. * Suspensions or revocations. * Inspection information. * Other information contained in the applicable report or source document.

Subscribers are responsible for ensuring that they have a lawful permissible purpose and all required disclosures, authorizations, permissions, or consents before uploading, maintaining, or using MVR, PSP, or other driver information through Fleet Register.

### G. Accident and Incident Information

Subscribers may enter or upload information such as:

* Accident date and time. * Accident location. * Driver name. * Vehicle information. * Claim number. * Injury and fatality counts. * Tow status. * Citation information. * Fault status. * Accident descriptions. * Corrective actions. * Insurance information. * Police or governmental report information. * Witness information. * Photos. * Documents. * Notes.

Some information entered by subscribers may be sensitive or may relate to identifiable individuals. Subscribers should enter only information that is reasonably necessary for their legitimate business, safety, insurance, claims, employment, compliance, or regulatory purposes.

### H. Documents and Files

Subscribers may upload:

* Vehicle registrations. * Inspection documents. * Insurance cards. * Permit and credential documentation. * Driver credential documentation. * MVR and PSP reports. * Driver qualification documents. * Driver's licenses. * Medical certificates or medical cards. * Drug and alcohol testing records and related compliance documentation. * Training documentation. * Roadside inspection records. * Police reports. * Insurance reports. * Accident photos. * Repair estimates. * Statements. * Corrective-action records. * Other supporting documents.

Subscribers should not upload information that is unnecessary, unlawful, or unrelated to the permitted purpose of Fleet Register.

### I. FMCSA and Other External Information

Fleet Register may retrieve, display, organize, or monitor publicly available or otherwise lawfully obtained information from governmental and third-party sources, including FMCSA SAFER information.

Such information may include:

* USDOT information. * Operating status. * Authority information. * Safety and inspection information. * Company identification information. * Other information made available by FMCSA or applicable governmental or third-party sources.

Information obtained from external sources may not always be complete, current, or accurate.

### J. AI-Assisted and Automated Processing

Fleet Register may use automated or AI-assisted functionality to search, extract, summarize, classify, organize, or populate information from records and documents submitted, uploaded, imported, or maintained through the application.

For example, automated tools may process uploaded MVR or PSP reports to identify information used to populate administrative driver compliance fields or status information.

AI-assisted and automated processing may involve information already contained within Fleet Register or information submitted or uploaded by Subscriber.

Automated or AI-assisted results may be incomplete or inaccurate. Subscribers remain responsible for reviewing and verifying information against applicable source documents before relying upon it for compliance, qualification, employment, safety, regulatory, or other business decisions.

### K. Driver Forms and Electronic Signature Information

Fleet Register may allow Subscribers to send forms and documents to drivers or other individuals for completion and electronic signature.

Information collected through these forms may include:

* Name and contact information. * Driver identification information. * Driver's license and credential information. * Employment and driving history. * Driver qualification information. * Safety and accident information. * Information entered or provided by the individual through a form. * Completed and electronically signed forms and documents. * Electronic signatures. * Signer name and contact information. * Date and time of form completion or signature. * IP address and related security information. * Document status and completion history. * Authentication and audit information. * Other information required by the applicable form or provided by the individual.

The specific information collected will depend upon the form provided by the Subscriber and may include information necessary for driver qualification, employment, safety, regulatory, or compliance purposes.

Information submitted through these forms is collected and processed on behalf of the Subscriber that requested completion of the form. Subscribers are responsible for determining which forms and information are appropriate for their intended use and for ensuring they have all required notices, disclosures, authorizations, consents, and lawful authority.

MVRcheck may use form and electronic signature information to provide document completion and electronic-signature functionality, associate signers with documents, maintain document execution and audit records, and make completed documents available to the applicable Subscriber.

### L. Billing Information

Subscription billing may be processed by Stripe or another authorized payment processor.

MVRcheck may receive and maintain:

* Payment processor customer and subscription identifiers. * Subscription plan. * Billing status. * Invoice status. * Payment status. * Billing dates. * Card brand. * Last four digits of a payment card. * Card expiration month and year. * Billing contact information.

MVRcheck does not intend to store complete payment-card numbers or card security codes within Fleet Register.

### M. Technical and Usage Information

We may automatically collect:

* IP address. * Approximate geographic location derived from IP address or other security information. * Browser type. * Device and operating-system information. * Login dates and times. * Pages and features accessed. * Actions taken within the application. * Error and diagnostic information. * Export and download activity. * Import activity. * Security events. * Audit-log information.

### N. Support Information

When users contact us, we may collect:

* Contact information. * Support requests. * Screenshots. * Troubleshooting information. * Correspondence. * Support-access records. * Information voluntarily provided in connection with the request.

4. How We Use Information

We may use information to:

* Create and administer accounts. * Authenticate users. * Verify account registrations and help detect and prevent fraud, unauthorized access, and suspicious activity. * Provide, operate, maintain, and improve Fleet Register. * Store and organize vehicle, driver, permit, credential, accident, and compliance-related records. * Provide driver compliance status and administrative workflow features. * Track assignments, due dates, expiration dates, training, corrective actions, and related administrative information. * Provide FMCSA SAFER status monitoring and related notifications. * Process, organize, search, extract, summarize, or classify information using automated or AI-assisted functionality. * Generate reports and exports. * Process data imports. * Provide expiration alerts, status alerts, and notifications. * Manage subscriptions and billing. * Provide technical and customer support. * Investigate errors, fraud, abuse, or security incidents. * Enforce access permissions. * Maintain audit logs. * Improve application functionality and performance. * Communicate service, billing, security, and policy updates. * Meet legal, contractual, regulatory, and recordkeeping obligations. * Protect MVRcheck, subscribers, users, and third parties. * Provide driver form completion and electronic-signature functionality. * Authenticate or associate signers with documents and maintain document execution and audit records. * Deliver completed forms and documents to the applicable Subscriber.

MVRcheck does not use Fleet Register's administrative status indicators or AI-assisted results to independently make employment, insurance, legal, regulatory, driver qualification, or safety determinations on behalf of subscribers.

5. How We Disclose Information

### A. Authorized Users of the Subscriber

Information may be accessible to users authorized by the subscribing organization, subject to their assigned roles, permissions, and location restrictions.

### B. Service Providers

We may use service providers for:

* Cloud hosting. * Database services. * Authentication. * Private file storage. * Payment processing. * Email delivery. * Error monitoring. * Customer support. * Security. * Analytics. * Backup services. * Automated or AI-assisted application functionality. * Application development and maintenance.

Service providers are permitted to process information only as necessary to provide services to MVRcheck, subject to applicable contractual and security requirements.

### C. At the Subscriber's Direction

We may disclose or export information when requested or authorized by a subscriber, including reports or records intended for:

* FMCSA. * DOT representatives. * Insurers. * Auditors. * Attorneys. * Government agencies. * Other authorized recipients.

Subscribers are responsible for verifying the recipient and lawful basis before sending or disclosing exported information.

### D. Legal and Safety Purposes

We may disclose information when we reasonably believe disclosure is necessary to:

* Comply with law, regulation, legal process, or governmental request. * Enforce our agreements. * Investigate suspected fraud, misuse, or security incidents. * Protect rights, safety, property, or system integrity. * Establish, exercise, or defend legal claims.

### E. Business Transactions

Information may be transferred in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to appropriate confidentiality protections.

6. Sale and Advertising Use

MVRcheck does not sell Fleet Register customer records for monetary consideration.

MVRcheck does not use subscriber vehicle records, driver records, MVR or PSP reports, accident records, uploaded documents, compliance information, or private workspace data for third-party targeted advertising.

We may use limited website technologies for security, functionality, service analytics, and marketing related to MVRcheck's own business websites, subject to applicable law and available consent controls.

7. Cookies and Similar Technologies

Fleet Register may use cookies, local storage, and similar technologies that are necessary to:

* Maintain authenticated sessions. * Remember user preferences. * Protect account security. * Prevent fraud. * Measure application performance. * Diagnose technical issues.

Disabling essential cookies may prevent users from signing in or using certain features.

8. Data Security

MVRcheck uses commercially reasonable administrative, technical, and organizational safeguards designed to protect information.

These measures may include:

* Authentication controls. * Role-based access. * Organization-level database restrictions. * Private file storage. * Encryption in transit. * Logging and monitoring. * Restricted administrative access. * Signed or temporary file-access links. * Backup and recovery processes.

No system can guarantee complete security.

Subscribers and users are responsible for protecting account credentials, restricting user access, promptly deactivating former users, and notifying MVRcheck of suspected unauthorized access.

The MSA likewise requires each party to maintain commercially reasonable safeguards and makes subscribers responsible for account credentials and activity conducted through their accounts.

9. Data Retention

We may retain information for as long as reasonably necessary to:

* Provide Fleet Register. * Maintain subscriber accounts. * Process billing. * Support reporting and audit functions. * Resolve disputes. * Enforce agreements. * Maintain security logs and backups. * Meet legal or regulatory requirements.

Retention periods may vary based on the type of information, account status, contractual requirements, legal obligations, subscriber instructions, and applicable third-party service-provider requirements.

Deleted information may remain temporarily in backups, archives, audit logs, fraud-prevention records, or security systems.

Subscribers are responsible for exporting and retaining records required for their own compliance, employment, regulatory, safety, insurance, or business purposes.

Following account termination, expiration of an authorized retrieval period, or platform retirement, MVRcheck may have no obligation to maintain or reproduce records not previously downloaded by the subscriber, as provided in the MSA.

10. Account Termination and Data Export

Before terminating an account, subscribers should export all records and documents they need to retain.

Following cancellation, suspension, or termination:

* Access may be restricted. * A limited retrieval period may be provided. * Export files may expire. * Records may later be deleted or de-identified. * Certain logs or records may be retained for legal, security, billing, or dispute-resolution purposes.

Cancellation of a subscription does not automatically satisfy a subscriber's independent record-retention obligations.

11. Individual Privacy Requests

An individual whose information was entered, uploaded, or maintained within Fleet Register by a subscriber should ordinarily direct questions or requests to that subscriber.

Because the subscriber generally determines why and how its business, vehicle, driver, employment, safety, and compliance records are used, MVRcheck may refer the request to the relevant subscriber or require verification and authorization before acting.

Depending on applicable law, individuals may have rights to request:

* Access to certain personal information. * Correction of inaccurate information. * Deletion of certain information. * A copy of certain information. * Restriction of certain processing. * Information about disclosures.

These rights may be limited by legal, regulatory, contractual, security, evidentiary, employment, insurance, safety, or record-retention requirements.

Requests concerning information contained in a consumer report may also be subject to separate rights and procedures under the Fair Credit Reporting Act or other applicable law.

To submit a privacy request directly to MVRcheck, contact us using the information below. We may need to verify the requester's identity and relationship to the relevant subscriber.

12. Children's Privacy

Fleet Register is a business application and is not directed to children under 13. We do not knowingly solicit accounts from children.

Subscribers must not use Fleet Register to collect information from children unless they have a lawful business purpose and all legally required permissions.

13. International Access

Fleet Register is operated from the United States.

Information may be processed and stored in the United States and other locations where authorized service providers operate.

Subscribers are responsible for determining whether their use of Fleet Register complies with laws applicable to international transfers or users outside the United States.

14. Third-Party Services and Links

Fleet Register may contain links to payment processors, support systems, governmental websites, FMCSA resources, or other third-party services.

Fleet Register may also obtain or display information supplied by governmental or third-party sources.

Third-party services operate under their own terms and privacy policies. MVRcheck is not responsible for the privacy practices, content, accuracy, security, or availability of independent third-party services.

15. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, practices, technology, or legal obligations.

Material changes may be communicated by email, an application dashboard notice, or posting the updated policy online.

The updated policy will state its effective date.

16. Contact Us

Questions or privacy requests may be submitted to:

**Email:** [[email protected]](mailto:[email protected])