Privacy notice

What we hold

Company records

Legal name, trading name, address, website, USDOT and MC numbers, fleet size, and the states you operate in. This is the substance of a membership and we keep it for as long as the membership record exists.

People at member companies

Name, work email, role, and which contact responsibilities they hold — primary, billing, compliance. We do not ask for personal addresses or personal phone numbers.

Billing records

Invoices, payment status and amounts. We never hold card numbers. Payment details go directly to Stripe and this platform stores only a reference.

Support and compliance cases

What you asked, what we answered, and any files you attached. Staff notes on a case are separate from the thread you see and are never returned to the member view.

Access records

Who did what and when, for actions that change a membership, a payment or a governance record. IP addresses are reduced to a network prefix rather than kept in full — the prefix answers the questions an investigation actually asks.

Driver records belong to the employer, not to us

Where a member company uses this platform to record driver training, the company is the controller of that data and we are its service provider. We hold it to run the service the company asked for, under a written data processing agreement, and for nothing else.

Specifically: driver records are never used for association marketing, never included in benchmarking, never shared with vendors, and never appear in any directory. Drivers are identified by a pseudonymous reference rather than by name wherever the service permits it.

A driver who wants to know what their employer has recorded should ask their employer. We will help the company answer, but the record is theirs.

Defaults that favour you

Directory listing is off unless you turn it on

Your company does not appear in the member directory by default, and you choose whether a listing is visible to members or to the public.

Marketing consent is never pre-checked

And unsubscribing from association marketing does not stop your invoices, renewal notices or anything else you need to receive.

Membership verification shows status, nothing else

A broker checking your membership sees your company name and whether the membership is current. Not your contacts, your invoices, or your support history.

Deletion, and what we cannot delete

You can ask us to delete your data, and we will — except where the association has a legal or governance obligation to keep a record. Being straightforward about the exceptions is more useful than a promise we would have to break.

What we keep regardless:

• Financial records, for the period tax and accounting rules require
• Board minutes, resolutions and election records, which are permanent governance records
• The audit record of actions taken on the account

Where a record must be kept, we remove or replace the personal contact details in it wherever the obligation allows, so what remains is the transaction rather than the person.

A deletion request is reviewed by a person before anything is removed — partly to make sure it is genuinely from you, and partly so that a request cannot be used to erase evidence in an open compliance or fraud matter.

What this website measures

This site counts page views through our hosting provider's analytics. It sets no cookies, does not fingerprint your browser, and does not follow you to other sites. We see which pages are read and roughly where readers are in the world; we cannot see who you are, and nothing it records is joined to a membership record.

There is no advertising network on this site, no session recording, and no third-party tracker beyond that counter. If that changes, this paragraph changes first.

Who else sees it

Our payment processor, our email provider, and our hosting provider, each only to the extent needed to run the service. We do not sell member data, and we do not pass member contact details to vendors — a vendor learns who you are when you contact them, not before.

Where we report on member programs to a vendor, they receive aggregate figures. Where we publish industry benchmarks, no figure is published that fewer than five companies contributed to, and no single company may account for more than a quarter of any published number.