Privacy Policy
Last Updated / Effective Date: July 18, 2026
At DOT FILE, we are committed to protecting the privacy and security of your business and personal information. This Privacy Policy is incorporated into and subject to our Terms of Service. Any capitalized terms not defined in this policy have the meanings set forth in the Terms of Service.
This Policy describes how we collect, use, and share information when you visit our website (the "Site") or purchase our compliance setup and filing assistance ("Services").
1. Information We Collect
A. Information You Provide to Us
We collect information directly from you when you request setup assistance or purchase our Services. This includes:
- Contact Information: Your name, email address, and phone number.
- Business Information: DOT Number, company legal name, business address, and Employer Identification Number (EIN).
- Payment Information: Billing details and payment methods. All payments are processed securely through Stripe. We do not store credit card numbers on our servers.
B. Information Collected Automatically
When you visit our Site, we automatically collect certain information about your device and usage, including your IP address, browser type, referring URLs, and interactions with our Site. We may use cookies and similar tracking technologies to provide and improve our Services.
| Category | Specific Elements | Sources | Business Purpose | Disclosures |
|---|---|---|---|---|
| Identifiers | Name, email, phone, mailing address, DOT Number | Directly from your inputs | Manage accounts, compliance updates | Stripe, database hosts |
| Commercial Information | Company legal name, EIN, fleet details | Directly from your inputs | Verify compliance status, coordinate filings | FMCSA/DOT registry, database hosts |
| Financial / Billing | Billing address, card transaction tokens | Directly from your inputs | Process transaction fees, prevent fraud | Stripe (Payment Processor) |
| Internet / Network Activity | IP address, browser version, device info | Automated site tracking | Optimize performance, analyze traffic metrics | PostHog, analytics systems |
2. Strict Biometric & Credential Protection
IMPORTANT SECURITY NOTE REGARDING BIOMETRICS & GOVERNMENT IDS:
DOT FILE does not collect, receive, store, or see your Login.gov or official government passwords, security codes, government ID uploads, or biometric data scans.
If sensitive credentials or biometrics are required to log in to federal agency portals, these items are submitted by you directly to the official U.S. government identity verification portals, and are not stored on our systems.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and coordinate our setup and filing assistance Services.
- Pre-verify your company registration data against state and federal records.
- Communicate with you regarding updates, filings, and compliance requirements.
- Process payments and prevent transaction fraud.
4. Information Sharing and Disclosure
We do not sell, rent, or trade your company or personal information to third parties. We share your information only in the following circumstances:
- Service Providers: We share information with trusted third-party providers who perform services on our behalf, such as Stripe (for payment processing).
- Compliance & Legal Requirements: We may disclose information if required to do so by law, regulation, subpoena, or in response to a government inquiry.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
5. California Privacy Rights (CCPA/CPRA)
If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), grants you specific rights regarding your personal information. These rights include:
- Right to Know/Access: The right to request disclosure of what personal information is collected, used, and shared.
- Right to Delete: The right to request deletion of personal information, subject to certain legal exceptions.
- Right to Correct: The right to request correction of inaccurate personal information we maintain.
- Right to Limit Sensitive Data Use:The right to limit our use of sensitive personal information (such as SSNs, driver's licenses, or payment details) to only those purposes necessary to perform the Services.
- Right to Opt-Out of Sale or Sharing:The right to opt out of the "sale" or "sharing" of personal information for cross-context behavioral advertising. We do not sell your personal information or share it for cross-context behavioral advertising.
- Right to Non-Discrimination: The right to not receive discriminatory treatment for exercising your privacy rights.
Authorized Agents:You may designate an authorized agent to submit requests on your behalf, subject to verification of your authorization and the agent's identity.
Verification Process: To protect your security, we verify all requests by matching the information you provide (such as your name, email address, or DOT number) with our records, or by requesting additional authentication where necessary.
You may exercise these rights by contacting us at [email protected].
6. Data Security & Retention
We implement industry-standard administrative, technical, and physical security measures to safeguard your information from unauthorized access, loss, or alteration. All connection channels on our Site use Secure Sockets Layer (SSL) encryption protocols.
We retain your information for as long as necessary to provide the Services, comply with legal and auditing obligations, resolve disputes, and enforce our agreements.
7. Children's Privacy
Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 13.
8. International Data Transfers
DOT FILE is based in the United States. By using our Services, you consent to the transfer, storage, and processing of your information in the United States, where privacy laws may differ from those in your jurisdiction.
9. Do Not Track
Our Site does not currently respond to "Do Not Track" (DNT) signals from web browsers.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Continued use of the Services after modifications constitutes acceptance.
11. Contact Us
Email: [email protected]