Privacy Policy

Last updated October 2, 2026

DRIVER FILES CO LLC ("we", "us") runs DriverFiles, a service that tracks driver qualification file dates for motor carriers and collects driver documents by text message. This policy explains what we collect, why, and who can see it.

Mobile information and text messaging

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. We do not share mobile information with third parties or affiliates for marketing or promotional purposes.

Text messaging originator opt-in data and consent are not shared with any third parties.

All the categories of sharing described below exclude text messaging originator opt-in data and consent. See our SMS terms for how drivers opt in and how to opt out.

What we collect

From carriers: company name, USDOT number, and the owner's name, phone number, and email; the names and email addresses of office staff the owner invites; and what you send us through the Get started form.
About drivers, from their carrier: name, mobile phone number, hire date, whether they hold a CDL, and document dates the carrier provides (for example MVR and annual review dates). Carriers may also upload, or send us, copies of driver qualification documents, such as motor vehicle records, employment applications, and road test certificates, and each driver's signed consent to receive text messages. Those documents can contain a driver's date of birth or license number. We don't keep Social Security numbers on uploaded documents: if one shows, it is blacked out and the original is deleted.
From drivers: photos or scans of their medical examiner's certificate and driver's license, sent through a private link, and, for drivers who fill in a job application there, the answers federal rules ask for (49 CFR 391.21). That includes their Social Security number, which is kept encrypted, never in the application file itself, and shown only to their carrier when it opens or exports the application.
For driving records (MVRs), when a carrier asks us to obtain them: the carrier's signed statement that it is the drivers' employer and needs the records for its driver qualification files, and each driver's signed disclosure and authorization under the Fair Credit Reporting Act and the Driver's Privacy Protection Act (the driver's typed name, the time, the network address used, and the wording they saw). To order a record we also keep the driver's license state, license number, and date of birth, read from the license photo, and the Social Security number and current ZIP code each driver gives on their link, which ordering a driving record requires. The number is kept encrypted, never shown on screen or sent by text or email, and used only to order their records. The license number and date of birth are stored encrypted; only the state and the last four digits of the number are readable in our database. We request records only for employment purposes, only for drivers who have signed the authorization, and only through a licensed motor vehicle record provider. A record we receive is kept in the driver's file like any other document, and we keep a log of each request for five years, as the law requires.
For Clearinghouse queries, when a carrier designates us as its consortium/third-party administrator: the driver's signed consent for limited queries of the FMCSA Drug and Alcohol Clearinghouse, and the result of each query we run (whether information exists). We pass a result to the carrier the driver works for and to no one else.
Messages: a record of the text messages and emails we send and the replies we receive, so we can show a carrier what was sent and honor opt-outs.
Payments: card details go straight to our payment processor, Stripe. We never see or store card numbers; we keep only the subscription's status and billing contact.
Technical data: basic server logs, and a one-way hash of the IP address used to limit repeated uploads. We don't store raw IP addresses for this. We use one cookie to keep a carrier's staff signed in, and we don't use advertising or tracking cookies.

How we use it

To track expiration and due dates in each carrier's driver files and tell the carrier what's expiring or missing.
To text drivers a link to send their documents, on their carrier's behalf.
To produce the carrier's audit file (a report and copies of the documents) when the carrier asks.
To obtain driving records for a carrier's drivers, at the carrier's request and with each driver's written authorization.
To improve how we read documents. From October 2, 2026, when a driver sends us a photo of the front of their driver's license, we may keep a copy with the photo of the driver's face covered, together with what's printed on it (name, license number, date of birth, expiration date, state and class), apart from the driver files, and use it to train DriverFiles' own software for reading licenses. We never use medical cards, driving records, Clearinghouse results or drug and alcohol records for this. We don't sell or share these copies, and we don't use them to recognize anyone's face.

We don't sell personal information, and we don't use it for advertising.

Who can see it

The carrier the driver works for, and our staff who review documents.
Service providers that run the service for us, only as needed to do so: our hosting provider, our database and file storage provider, our payment processor, our text-message and email providers, and, for carriers that ask us to obtain driving records, the motor vehicle record provider we order them from (which receives the driver's name, license number, license state, and date of birth), and the FMCSA Clearinghouse when we run a query a carrier and its driver authorized, and an AI service (Anthropic) that reads each document photo a driver sends to check it's clear and is the document asked for, and to read what's printed on it, such as the name, dates and license number. They may not use the information for their own purposes, and the AI service doesn't use the photos to train its models. If a photo turns out to be a bank card, we delete it right away.
Anyone we're legally required to share it with, such as in response to a valid legal request.

How we protect it

Document images are kept in private storage that isn't reachable from the public internet. They can only be viewed through short-lived links generated for an authorized user. License numbers and dates of birth are stored encrypted. Driver upload links are random, expire after 35 days, and never contain a driver's name or phone number.

How long we keep it

We keep a carrier's driver files for as long as the carrier uses DriverFiles, and afterwards for as long as the carrier needs them to meet its own record-keeping obligations or asks us to. A carrier can ask us to delete a driver's records and files at any time. Training copies (see How we use it) are kept until the driver asks us to delete them, including after the carrier stops using DriverFiles or the driver's other records are deleted.

Your choices

Drivers can reply STOP to any of our texts to stop receiving them.
Drivers and carriers can ask to see, correct, or delete their information by emailing cole@driverfilesco.com. Because we hold driver files on the carrier's behalf, we may confirm the request with the carrier.
Drivers can opt out of AI training on their license photos with the optional box on the last screen before the photos on their upload link, or at any time by emailing cole@driverfilesco.com. Opting out deletes any copies already made.

Changes

If we change this policy, we'll update the date above. Significant changes will be communicated to carriers.

Contact

DRIVER FILES CO LLC · cole@driverfilesco.com