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, 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, consents, and lawful authority required to enter, upload, 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. 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, or regulatory purposes. E. Documents and files. Subscribers may upload:

• Vehicle registrations
• Inspection documents
• Insurance cards
• 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. F. Billing information. Subscription billing may be processed by Stripe or another authorized payment processor. MVRcheck may receive and maintain:

• Stripe 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. G. Technical and usage information. We may automatically collect:

• IP address
• 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

H. 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
• Provide Fleet Register
• Store and organize vehicle and accident records
• Generate reports and exports
• Process data imports
• Provide expiration 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

We do not use subscriber vehicle or accident records to make employment, insurance, legal, regulatory, or safety determinations on behalf of subscribers.

5. How We Disclose Information

We may disclose information as described below. 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
• 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 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, accident records, uploaded documents, 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, and subscriber instructions. 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 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 into Fleet Register by a subscriber should ordinarily direct questions or requests to that subscriber. Because the subscriber determines why and how its business 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, or record-retention requirements. 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 Stripe, support systems, governmental websites, or other third-party services. Third-party services operate under their own terms and privacy policies. MVRcheck is not responsible for the privacy practices, content, 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]