Privacy Policy

1. Who We Are and Our Two Roles

CloudTMS LLC, a Wisconsin limited liability company (“CloudTMS”, “we”), makes trucking software for motor carriers. It has a web app at cloudtms.io and the CloudTMS Driver mobile app.

We handle personal data in two roles.

• For carriers (processor). Each carrier that uses CloudTMS controls the data about its own drivers, staff, customers and loads, including the people it invites to its customer portal. We process that data only on the carrier's instructions, under our Data Processing Agreement. If you drive or work for a carrier, that carrier decides what is collected and how long it is kept. Contact the carrier first.
• For ourselves (controller). We decide how to use a small set of data about our own business contacts. This covers people who visit our website, book a demo, ask for support, sign up, or pay us. It also covers carrier contact details taken from public FMCSA records, which we use to find businesses that may want CloudTMS.

2. Data We Handle for Carriers

Account and identity. Name, work email, phone, role, and a hashed password. If two-factor authentication is on, an encrypted 2FA secret.

Driver records. These can include:

• CDL number and expiry, and medical card details and expiry;
• hire date and employment history checks;
• driver qualification documents;
• drug and alcohol test records (see section 5);
• Social Security number or tax ID, for 1099s (stored encrypted);
• bank routing and account numbers, for pay (stored encrypted);
• pay, settlements, deductions and advances.

Vehicle and location data.

• Driver app. When a driver taps Arrived, Loaded or Delivered, the app records one GPS point. The app does not track location in the background.
• ELD. If a carrier connects Samsara, Motive or Geotab, we regularly receive vehicle location, hours-of-service status and related data from that provider.
• Cameras. If the carrier connects a camera integration, we may receive camera events.
• Tracking links. If a carrier turns on location sharing for a load, the tracking link and check-call emails it sends to its broker or shipper show the driver's last known position while the load is underway.

Documents and photos. Bills of lading, proofs of delivery, rate confirmations, receipts, permits and other files. Files are stored in AWS S3 in the US (us-east-1).

Operational data. Loads, customers, brokers, invoices, payments, fuel and toll records, IFTA miles, maintenance and inspection records, and messages between dispatchers and drivers.

Push tokens. A device token, used to send app notifications. It is removed when the user logs out.

Customer portal users. The customer portal is off for every account until we announce it in the app. Once a carrier turns it on, it can invite people at its customers, such as brokers and shippers. For each invited person we keep:

• their email address, and a name if the carrier adds one;
• when they were invited, last signed in, and lost access;
• their sign-in sessions, with IP address and browser;
• an access log of what they viewed or downloaded, with IP address and browser.

We email them only the invitation and the sign-in links they ask for, never marketing. Sign-in links are stored only in a scrambled form that cannot be turned back into the link.

3. Data We Handle for Ourselves

• Website and forms. Name, email, phone, company, fleet size and your message, from the demo, support and signup forms. The demo form also asks for your USDOT number and how you heard about us; both are optional. If you give a USDOT number, we match your request to that carrier's public FMCSA record.
• Consent records. If you tick a box agreeing to emails, calls or texts, we record what you agreed to: which version of the wording we showed, the form and page, the time, and your IP address and browser.
• Billing contacts. Name, email and company. Card details are held by Stripe, not by us.
• Prospects. Business names, USDOT and MC numbers, and business contact details from public FMCSA and US DOT data.
• Device and usage data. IP address, browser, pages viewed and error reports.
• Support conversations. Messages you send to support@cloudtms.io or through our support form.

4. How We Use Data

• To run the Service for carriers: dispatch, billing, settlements, compliance and messaging.
• To send transactional email: invoices, settlement statements, password resets, alerts, and trial and billing notices.
• To bill subscriptions through Stripe.
• To keep the Service secure and to stop fraud, abuse and bots.
• To fix errors and improve reliability.
• To reply to demo and support requests and to offer CloudTMS to businesses. Marketing email always has an unsubscribe link. We call or text only people who agreed to it.

Reading uploaded documents. Rate confirmations you upload are sent to the provider listed for this on our sub-processor list, to read the load fields. That provider's commercial terms say it deletes these inputs and outputs from its systems within 30 days, with exceptions such as enforcing its usage policy. We do not use carrier data to train any model.

We do not sell personal data. We do not share it for cross-context behavioral advertising. We do not run advertising cookies or pixels.

5. Drug and Alcohol Test Records

These records get the strictest handling in CloudTMS.

• Federal rules make them confidential. An employer may not release an individual result to a third party without the employee's specific written consent, and blanket releases are banned (49 CFR 40.321).
• Inside a carrier's account, only users with the company admin, safety or executive role can see test results. Other users never see a result; they see only whether it stops a driver from being dispatched. The carrier decides who gets those roles.
• Our team sees these records only inside a support session, which is logged and ends after at most 8 hours.
• They are kept for the periods in 49 CFR 382.401 and 40.333 (see section 7).

6. Who We Share Data With

We use the service providers (“sub-processors”) listed on our Sub-Processors page. Each one gets only the data it needs for its job.

We also share data:

• with services the carrier chooses to connect, such as QuickBooks or an ELD provider;
• with the factoring company the carrier chooses, if it factors its invoices: the invoices, rate confirmations, bills of lading, proof of delivery and related load documents the carrier picks, whether it downloads a bundle or we send it;
• when the law requires it, such as a valid subpoena (we tell the carrier first unless we are not allowed to);
• to protect people's safety or the security of the Service;
• with a buyer, if CloudTMS is sold, under the same promises.

7. How Long We Keep Data, and Deletion

Account and operational records are kept while the account is active, until the carrier deletes them. Deletion is limited by law.

Records with a legal minimum. The law requires some records to be kept for a minimum time. Examples:

The carrier is responsible for keeping these records that long. The app blocks deleting drug and alcohol test records and employment verifications. Many other records can be deleted in the app; records we must keep are refused with a message saying why. Deleting a record may remove it permanently, so do not delete a record the law requires you to keep.

After a carrier closes its account:

1. Read-only export window. For 90 days nothing in the account can be changed, and the carrier's admin can still sign in and download an export of its loads, invoices, drivers and trucks. The carrier can also write to privacy@cloudtms.io for a full export, including uploaded files.
2. We then keep the records in storage for up to 7 years after closing, for audits and taxes, unless the carrier asks us to delete them sooner. They are not used for anything else.
3. Deletion requests. When the carrier asks us to delete, we delete, within 30 days, everything no law requires to be kept. Records under a legal minimum are kept until it ends, then deleted.

Where deletions reach. Deleted data is removed from the live database. Uploaded files, with all their stored versions, are removed in the final purge, a manual purge that we review before and after it runs. Automatic database backups roll off within 7 days. Snapshots taken before maintenance are deleted within 30 days.

Customer portal records. Once the customer portal is on:

• Access log entries are deleted 365 days after they are made.
• Sign-in sessions are deleted 30 days after they expire or are ended.
• Sign-in links are deleted 7 days after they are used or expire.
• A request for a sign-in link, which holds the email address entered, is deleted 24 hours after we handle it. Our security log keeps only a one-way code made from that address, not the address itself.
• The invited person's record (email, name and access dates) stays with the carrier's account, even after their access is removed, so the carrier can see who had access. It is kept and deleted with the rest of the carrier's data.

Requests from drivers and staff. We hold this data for the carrier. If you ask us to delete it, we pass the request to the carrier. The carrier may have to keep some records by law, such as your qualification file, until their legal minimum ends.

Data we hold for ourselves:

• Demo and support requests are kept for 24 months after your last contact with us, then deleted in our monthly purge.
• Consent records, including requests to stop calls or texts, are kept for 5 years from when they are made, as proof of what you agreed to, even if we delete the request they came with. They are then deleted in our monthly purge.
• Unsubscribe requests are kept for as long as we send marketing email, so our marketing emails to you stay stopped.
• Billing records are kept for 7 years.
• Security logs: access logs are kept for 1 year, and firewall logs for 90 days.
• If you ask us to delete data we hold for ourselves, we delete it within 30 days. We keep only the consent, unsubscribe and billing records above, for as long as stated, and anything else the law requires us to keep.

8. Security

• Encryption in transit. HTTPS everywhere, with HSTS. The database accepts only encrypted connections (TLS 1.2 or later).
• Encryption at rest. The database is encrypted (AWS KMS) and files are encrypted (S3, AES-256). SSNs, bank details, 2FA secrets and integration tokens get an extra layer of field encryption.
• Separation. Each carrier's data is separated by company, and each MC inside a carrier is separated. Data queries are scoped this way, and every code change is reviewed against that rule.
• Access. Users have roles. Two-factor authentication is available to everyone, and admins can require it.
• Network. A web application firewall protects the site, and login and signup are rate-limited.
• Backups. The database is backed up automatically every day, and those backups are kept for 7 days. Snapshots taken before maintenance are deleted within 30 days. Deletion protection is on.
• Gaps we tell you about. We do not have a SOC 2 report. Our database runs in a single availability zone.

If we confirm a breach that affects your data, we tell the affected carriers as the DPA requires. Our Security page has more detail.

9. Where Data Is Processed

Our database and file storage are in the United States (AWS us-east-1). /subprocessors lists each provider's location where known. CloudTMS is operated from Wisconsin. Access to production systems is limited to authorized members of our admin team, which can include people and AI tools working on our behalf, each with only the access their work needs.

10. Your Privacy Rights

Depending on where you live, you may have the right to:

• know what we hold about you;
• get a copy;
• correct it;
• delete it;
• opt out of sale or targeted advertising (we do neither).

For data we hold for a carrier, ask the carrier first. You can also write to privacy@cloudtms.io and we will pass it on. For data we hold for ourselves (section 3), write to privacy@cloudtms.io. We reply within 45 days.

We will not treat you differently for using these rights.

11. Children

CloudTMS is a work tool. We do not knowingly collect data from children under 13.

12. Changes

For a material change, we show a notice in the app at least 30 days before it takes effect. We may also email account admins.

13. Contact

CloudTMS LLC, 4220 Courtney Rd, Franksville, WI 53126 · privacy@cloudtms.io