DriverFiles

Terms of Service

Last updated October 5, 2026

These terms are between DRIVER FILES CO LLC ("we", "us") and the motor carrier that uses DriverFiles ("you", the "carrier"). By using the service you agree to them. If you have a signed service agreement with us, it controls where it differs from these terms.

1. What DriverFiles is

DriverFiles is a tracking tool. It records dates from your driver qualification documents, reminds you and your drivers when documents are expiring or missing, collects document photos from drivers, and produces a report and copies of your files on request.

2. You remain responsible for compliance

You remain solely responsible for your compliance with the Federal Motor Carrier Safety Regulations and any other law that applies to your drivers and their qualification files. DriverFiles does not determine, certify, or guarantee that your files meet any requirement. The document types, renewal cycles, and warning periods the service uses may be incomplete or out of date, and a date is only as accurate as the document it was read from. You should confirm what's required for your operation with a qualified safety professional.

3. What we do for you, and what we don't

When you name us as your consortium/third-party administrator (C/TPA) in the FMCSA Drug and Alcohol Clearinghouse, we run the Clearinghouse queries you ask for, as your C/TPA, using your drivers' consents, and record the results in their files. You can remove us as your C/TPA at any time in the Clearinghouse. We are not your authorized representative or agent with the Federal Motor Carrier Safety Administration or any other agency for anything else: we do not submit filings, respond to audits or investigations, or communicate with any agency on your behalf, and we do not run your drug and alcohol testing program or its random selections. You choose your consortium and your testing providers, and you decide whether each driver may drive.

4. Motor vehicle records and other reports

At your request, and only with each driver's signed disclosure and authorization, we order motor vehicle records (MVRs) for your drivers through a consumer reporting agency or a state, and, if you choose it, previous employer checks through a background screening company. You certify, in the MVR attestation you sign with us, that you use these reports only for employment purposes and in line with the Fair Credit Reporting Act and the Driver's Privacy Protection Act. Decisions you make from a report are yours, including giving any notices the Fair Credit Reporting Act requires before and after you act on it. We record what a report shows as read from it; the report itself is the record.

5. Your drivers and text messages

You represent and warrant that you have the authority to share your drivers' information with us. When you confirm to us that a driver agreed to receive text messages from us (by ticking the box when you add them, by tapping the button on their page, or by telling us), you represent and warrant that you told that driver they would receive text messages from DriverFiles about their documents on your behalf, as described in our SMS terms, and that the driver agreed. We rely on that confirmation to send them their first message. You will tell us promptly if a driver withdraws consent.

You will defend, indemnify, and hold us harmless from any claims, damages, fines, and costs (including reasonable attorneys' fees) arising from a breach of these representations, including any claim that a driver did not consent to receive messages, and from your use of the information the service provides.

SMS Terms

DRIVER FILES CO LLC (“DriverFiles”) sends text messages to a carrier's drivers, on that carrier's behalf: a private link to send a photo of their medical card and driver's license, reminders when one of those documents is about to expire or a first photo hasn't come in, and a message when a person has checked a photo the driver sent. Every message names the carrier. We don't send marketing messages.

  • Consent. Drivers consent before we send them any automated text: through their carrier (in its hiring or lease paperwork, or by the carrier telling them about these texts and confirming to us that they agreed), or online on their private upload page, where agreeing is needed to continue. A driver can opt out at any time by replying STOP.
  • Frequency. Message frequency varies: up to 6 messages per document renewal, up to 3 reminders while a driver's first photos are outstanding, and one message when a person checks a photo the driver sent; usually a few a year.
  • Cost. Message and data rates may apply.
  • Stop. Reply STOP to any message to stop all texts from DriverFiles, for every carrier. Reply START to resume.
  • Help. Reply HELP, or email cole@driverfilesco.com.
  • Wireless carriers are not liable for delayed or undelivered messages.
  • We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. See our privacy policy and the full SMS terms.

6. Your data

Your driver files remain yours. We use them only to provide the service, as described in our privacy policy. You can download your audit file at any time, including after you cancel, for as long as we hold your files.

7. Fees and cancellation

The service is billed monthly, in advance, at the price agreed with you, and renews each month until you cancel. The amount follows the number of active drivers on your account on each renewal date; there is no prorating within a month. Billing starts on the day you put a card on file. If a payment fails we'll ask you to update your card. You can cancel at any time by emailing cole@driverfilesco.com; cancellation takes effect at the end of the current billing period. We won't withhold your records over a billing dispute.

8. No warranty

The service is provided "as is" and "as available". To the extent the law allows, we disclaim all warranties, express or implied, including fitness for a particular purpose and accuracy of any reminder, date, or report.

9. Limitation of liability

To the extent the law allows, we are not liable for any indirect, incidental, special, consequential, or punitive damages, or for any fines, penalties, out-of-service orders, audit findings, lost profits, or lost business, even if we were told they were possible. Our total liability for any claim relating to the service is limited to the fees you paid us in the three months before the event giving rise to the claim.

10. Changes and termination

We may update these terms; we'll update the date above and tell you about significant changes. Either of us may end the service with notice. Sections 2 through 5, 8, and 9 continue after the service ends.

11. Contact

DRIVER FILES CO LLC · cole@driverfilesco.com