Privacy Policy

Last updated [08/15/2025]

Thank you for choosing to be part of our community at Pre Trip ("Company", "we", "us", "our"). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us at [Insert Email].

When you use our Pre-Trip mobile application (the "App"), our admin web portal (the "Website"), and more generally, use any of our services (the "Services", which include the App and Website), we appreciate that you are trusting us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy notice that you do not agree with, please discontinue use of our Services immediately.

This privacy notice applies to all information collected through our Services (which, as described above, includes our App and Website), as well as any related services, sales, marketing or events.

Please read this privacy notice carefully as it will help you understand what we do with the information that we collect.

TABLE OF CONTENTS

1. Personal information you disclose to us

In Short: We collect personal information that you provide to us when registering for and using our truck inspection services.

We collect personal information that you voluntarily provide to us when you register on the Services, create an account, subscribe to our services, conduct vehicle inspections, or otherwise contact us.

The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make and the products and features you use. The personal information we collect may include the following:

Account Information: First name, last name, email address, phone number, and password for account access and authentication.

Profile Information: Address details (Address Line 1, Address Line 2, City, State, ZIP code), profile picture uploaded through camera or gallery.

Vehicle Information: VIN numbers, unit numbers, make, model, year for trucks; trailer numbers for trailers.

Inspection Data: Pre-trip and post-trip inspection checklists, inspection results, issue descriptions, timestamps, and inspection status information.

Inspection Documentation: Photos captured during inspections to document vehicle conditions and identified issues, inspection reports generated by the system.

Subscription Information: License quantities, subscription plans, payment preferences, promotional codes used, and billing information.

Payment Information: Payment method details (we store only last 4 digits of payment cards), billing addresses, transaction history, and payment status.

All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information.

Information collected through from Mobile

In Short: We collect information regarding your mobile device, camera access, and app usage when you use our App.

Mobile Device Access: We may request access or permission to certain features from your mobile device, including your mobile device's camera, storage, and other features necessary for inspection functionality. If you wish to change our access or permissions, you may do so in your device's settings.

Mobile Device Data: We automatically collect device information (such as your mobile device ID,), operating system.

This information is primarily needed to maintain the security and operation of our App, for troubleshooting, regulatory compliance, and for our internal analytics and reporting purposes.

2. HOW DO WE USE YOUR INFORMATION?

In Short: We process your information for purposes based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations, and/or your consent.

We use personal information collected via our Services for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.

We use the information we collect or receive:

To facilitate account creation and login process. We use your registration information to create and manage your account, authenticate your identity, and provide secure access to our Services.

To provide and maintain our Services. We use your information to provide truck and trailer inspection functionality, generate inspection reports, manage vehicle profiles, and deliver subscription services.

To process payments and manage subscriptions. We use your payment information to process subscription fees, manage license allocations, apply promotional codes, and handle billing for our inspection platform services.

To ensure regulatory compliance. We use inspection data and vehicle information to maintain DOT compliance, generate regulatory reports, and support safety audits as required by federal and state transportation regulations.

To send administrative information to you. We may use your personal information to send you account notifications, subscription updates, password changes, security alerts, and support communications.

To protect our Services. We may use your information as part of our efforts to keep our Services safe and secure, including fraud monitoring, authentication verification, and preventing unauthorized access.

To deliver and facilitate delivery of services to the user. We may use your information to provide you with the requested service, including processing inspection checklists, generating reports, and managing user access through license assignments.

To respond to user inquiries/offer support to users. We may use your information to respond to your inquiries and solve any potential issues you might have with the use of our Services.

For other business purposes. We may use your information for other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our platform features, and to evaluate and improve our Services, products, marketing, and your experience.

3. WILL YOUR INFORMATION BE SHARED WITH ANYONE?

In Short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfill business obligations.

We may process or share your data that we hold based on the following legal basis:

Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.

Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests, such as maintaining inspection records for safety compliance.

Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfill the terms of our contract, including providing inspection services and subscription management.

Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, DOT inspections, FMCSA audits, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).

Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.

More specifically, we may need to process your data or share your personal information in the following situations:

Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Service Providers: We may share your information with third-party vendors, service providers, contractors or agents who perform services for us or on our behalf, including payment processing, cloud hosting (AWS services), database management (MongoDB Atlas), email services (Amazon SES), and customer support services.

Regulatory Authorities: We may share inspection data and vehicle information with DOT officials, FMCSA representatives, and other regulatory authorities as required for compliance audits and safety inspections.

Business Partners: We may share your information with our business partners to offer you certain products, services or promotions related to commercial vehicle operations and maintenance.

4. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

Our security measures include:

Data Encryption: SSL/TLS encryption for all data transmission and AWS KMS encryption for data at rest for payment information.

Authentication Security: Two-factor authentication for admin access, secure password hashing, and session management with automatic timeout.

Access Controls: Role-based access management through AWS IAM, restricting access to personal information based on job responsibilities.

Regular Security Monitoring: Continuous monitoring through AWS CloudWatch and security audit trails to detect and respond to potential security incidents.

5. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, DOT compliance, or other legal requirements).

Account Information: Retained while your account is active and for 7 years after account closure for compliance and legal purposes.

Inspection Records: Maintained for regulatory compliance purposes for a minimum of 7 years as required by federal transportation regulations, even after account closure.

Payment Information: Retained per payment processor requirements, tax obligations, and applicable financial record-keeping laws.

Photos and Documentation: Stored for the same period as associated inspection records to maintain complete compliance documentation.

Vehicle Information: Retained for the duration of account activity and for compliance record-keeping as required by transportation regulations.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly solicit data from or market to children under 18 years of age. Pre-Trip is designed specifically for commercial truck drivers and fleet operators who must be at least 18 years old to operate commercial vehicles legally. By using the Services, you represent that you are at least 18 years of age. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at contact@pretriptruck.com.

7. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time, subject to regulatory record-keeping requirements.

If you are a resident in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are a resident in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

Log into your account settings and update your user profile information

Update your vehicle information through the Vehicles section

Manage your subscription and payment methods

View and download your inspection reports

Delete your account permanently through the account settings (this option is available directly in the app)

Upon your request to terminate your account, or when you use the delete account feature in the app, we will deactivate or delete your account and information from our active databases. However, we may retain inspection records and related information in our files to comply with DOT regulations, prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use and/or comply with applicable legal requirements.

Managing Your Information

Profile Updates: You can update your first name, last name, phone number, address, and profile picture at any time through your account settings.

Vehicle Management: You can add, edit, or remove vehicle information, subject to inspection history requirements.

Subscription Control: You can upgrade, downgrade, or cancel your subscription, manage auto-renewal settings, and update payment methods.

Report Access: You can view, download, and share all your inspection reports through the Reports section.

Opting out of email communications

You can unsubscribe from our marketing email list at any time by clicking on the unsubscribe link in the emails that we send or by contacting us using the details provided below. You will then be removed from the marketing email list — however, we may still communicate with you, for example to send you service-related emails that are necessary for the administration and use of your account, subscription notifications, security alerts, or for other non-marketing purposes required for our Services. To otherwise opt-out, you may:

Access your account settings and update notification preferences

Please note that certain notifications related to account security, subscription status, and regulatory compliance cannot be disabled as they are essential for the proper functioning of our Services.

8. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

9. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

California Consumer Privacy Act (CCPA) Rights

If you are a California resident, you have the following rights:

Right to Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, as well as the categories of sources from which such information is collected.

Right to Delete: You have the right to request the deletion of your personal information, subject to certain exceptions including regulatory compliance requirements for inspection records.

Right to Opt-Out: We do not sell personal information, so there is no need to opt-out of sales.

Right to Non-Discrimination: You will not receive discriminatory treatment for exercising your privacy rights.

To exercise these rights, please contact us using the information provided below. We may need to verify your identity before processing your request.

If you are under 18 years of age, reside in California, and have a registered account with a Service, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below, and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g. backups, etc.) and may be retained for regulatory compliance purposes.

10. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

11. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at [Insert Contact Email] or by post to:

Pre-Trip Truck LLC
Southaven, MS 38671
USA

Customer Support:
Email: contact@pretriptruck.com
Website: www.pretriptruck.com

For Privacy-Related Inquiries:
Email: support@pretriptruck.com

12. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please contact us using the information provided above.

Important Note: Due to federal transportation regulations, certain inspection records and vehicle safety data must be retained for compliance purposes and cannot be deleted even upon account termination. We will clearly explain what information can and cannot be deleted when you submit a deletion request.

Account Self-Service Options:

Update profile information through your account settings

Manage vehicle information in the Vehicles section

View and download inspection reports in the Reports section

Manage subscription and payment settings

Delete your account directly through the app settings

Cancel your subscription while retaining access until period end

For data requests that cannot be fulfilled through self-service options, please submit your request by contacting us directly using the information provided above. We will respond to your request within the timeframe required by applicable law.