Privacy Policy

IFTAX LLC (“IFTAX”, “we” or “us”) provides software that transportation companies use to manage fleet records, driver compliance documents and IFTA fuel-tax reporting. It covers both the web platform and the IFTAX Driver mobile app. This policy explains what information they handle, why, and the choices you may have.

Most information in IFTAX is entered by a transportation company that uses our software, or submitted to that company through it. In those cases the company decides what to collect and how to use it, and we handle the information on its behalf. If you are a driver or an applicant and want to know how a particular company uses your information, contact that company directly.

We collect the following categories of information:

• Account information — the name, email address and profile details of the people a customer authorises to use the platform, together with their role and permissions.
• Company records — business details a customer maintains about its own operation, including regulatory identifiers it chooses to store.
• Driver and compliance information — driver records and the qualification and compliance documents a customer uploads or generates, along with their expiry and review status.
• Fleet and operational data — trucks, trailers, routes, trip distances and fuel purchases used to prepare IFTA reports.
• Employment application information — what an applicant enters on a company’s public application form, including contact details, commercial driving licence details, experience, any notes the applicant writes, and a typed-name signature recorded with the date, time and originating IP address.
• Location information — if a driver using the IFTAX Driver mobile app turns location sharing on, the app reports the phone’s position while the app is open and the driver is working an assigned load. This is described in full under “The Driver Mobile App” below.
• Photographs and recordings — images a driver takes of freight paperwork and fuel receipts, and, where a carrier uses the feature, a short walkaround recording attached to a vehicle inspection report.
• Mobile phone numbers and messaging consent — a mobile number given to us so that we can send text messages, together with a record of the consent itself: whether it was given, when, and through which form or screen, and any later request to stop.
• Technical information — basic information your browser sends when you use the platform, and records our systems keep to operate and secure the service.

Information is used to:

• Provide the platform and the features a customer has enabled.
• Authenticate users and keep accounts and company data separated.
• Prepare IFTA reports and other outputs a customer requests.
• Track compliance documents and their expiry dates for a customer.
• Let a customer receive, review and manage employment applications.
• Send the text messages a person has opted in to receive, including one-time sign-in codes, and handle STOP and HELP replies.
• Support customers, investigate problems and improve reliability.
• Protect the service against misuse, fraud and unauthorised access.
• Meet our legal and regulatory obligations.

We do not use customer information to build advertising profiles, and we do not sell it. See Privacy Choices and Requests below.

IFTAX provides the technology that allows a transportation company to publish an application link, collect applications and manage them.

IFTAX is not your prospective employer. IFTAX does not make hiring decisions, does not screen, rank, accept or reject applicants, and does not decide who is contacted.

The transportation company you apply to is responsible for its own hiring practices and for how it uses the information you submit, subject to applicable law. When you submit an application, your information goes to that company. If you want your application corrected, withdrawn or deleted, or want to know how it was used, contact the company you applied to. We will help that company respond to a request it passes to us.

A typed name submitted as a signature is stored together with the date, time and the IP address it came from, so the company has a record of who submitted the application and when.

The IFTAX Driver app is used by drivers employed by or contracted to a transportation company that uses IFTAX. A driver signs in with a one-time code sent to the email address or phone number their company already holds; the app has no separate registration and no password.

Location. The app can report a driver’s position so that the company’s dispatchers know where their freight is, and so that a driver is not asked to confirm the same thing by telephone. How it works is deliberately narrow:

• It is off until a driver turns it on. The app asks, explains why, and records the driver’s answer. Declining does not stop the rest of the app working.
• Only while the app is open. The app requests foreground location permission only. It does not track a driver in the background, and it cannot see where they are once they close it.
• Only while a load is being worked. Positions are reported about once a minute while a driver has an active assigned load, and not otherwise. The app does not follow a driver on their own time.
• Not kept on the phone. Positions gathered where there is no signal are held in memory until they can be sent, and are lost if the app is closed first. No location history is written to the device.
• Deleted after 90 days. Position records are removed automatically 90 days after they are recorded.
• It can be turned off again at any time, from the profile screen in the app or in the phone’s own settings. Turning it off stops further reporting immediately.

Location is shared with the driver’s own company. It is not sold, and it is not used for advertising.

Camera and photographs. The app uses the camera when a driver chooses to photograph a bill of lading, a fuel receipt or a compliance document, or to record a vehicle walkaround during an inspection. Nothing is captured unless the driver starts it. Images and recordings go to the driver’s company for review. Where a carrier has enabled automatic reading of paperwork, an image may be processed to suggest values, which a person at that company then confirms or corrects. Walkaround recordings are deleted after 12 months; the inspection report itself is a record the carrier must keep and is not deleted with it.

Microphone. A walkaround recording carries sound, so that a driver can say what they are pointing the camera at instead of stopping to type it. The microphone is used only while such a recording is running, and only after the driver has started it. The app does not listen at any other time and makes no separate audio recordings. The sound is part of the video file and is deleted with it.

Notifications. If a driver allows notifications, the app registers a token with the platform’s push service so their company can tell them that a load has been assigned or a settlement is ready. Notifications carry a load number or a period and amount, not addresses or customer details. Signing out of the app removes the token.

Electronic signatures. When a driver signs an agreement in the app, we record the name they typed, the date and time, the network address the signature came from and a description of the device, together with a copy of the document as it read at that moment. That copy is kept so that a driver can always see what they actually agreed to, even if the company later edits the document.

As with everything else in IFTAX, the driver’s company decides what it collects and how it uses it, and we handle it on that company’s behalf. A driver who wants their information corrected or removed should contact their company first; we will help where the information is ours to act on.

IFTAX sends text messages only to a mobile number whose holder has affirmatively opted in — by ticking the consent box on a form on our website, by asking us in writing, or by entering the number in the IFTAX Driver app to receive a one-time sign-in code. Consent is never pre-ticked and is never a condition of buying or using the service.

The messages are one-time sign-in and verification codes, account and security notices, employment-application and recruiting updates, compliance and document-expiry reminders, and operational messages about loads, settlements and support requests. IFTAX does not send marketing or promotional text messages. Message frequency may vary, and message and data rates may apply.

Reply STOP to any message to opt out at any time, or reply HELP for support. We keep a record of the opt-out so the number is not messaged again.

No mobile opt-in or text message consent will be shared with third parties or affiliates. Mobile phone numbers, SMS opt-in data and text-messaging consent are not sold, rented, shared or disclosed to third parties or affiliates for marketing or promotional purposes. Numbers are passed only to the messaging provider that delivers the message on our behalf, which may use them for no other purpose.

The full messaging terms are set out in our Terms & Conditions.

Information may be shared:

• With the customer whose account the information belongs to, and with the users that customer has authorised.
• With service providers that operate the platform on our behalf, as described below.
• When a customer instructs us to send information somewhere, or uses a feature that exports or transmits it.
• Where required by law, legal process or a government request, or to establish, exercise or defend legal claims.
• To investigate or prevent fraud, security incidents, or violations of our terms.
• In connection with a merger, acquisition, financing or sale of assets, in which case information may transfer as part of that transaction.

IFTAX does not sell personal information for money. Mobile phone numbers, SMS opt-in data, and text messaging consent are not sold, rented, shared, or disclosed to third parties or affiliates for marketing or promotional purposes. No mobile opt-in or text message consent will be shared with third parties or affiliates.

We use third-party providers to host, operate, secure and support the platform, and to send email such as password resets. They may handle information only to perform those services for us, and are expected to protect it and not to use it for their own purposes.

The platform sets a session cookie when you sign in. It is an httpOnly cookie, which means it cannot be read by scripts in your browser, and it exists so the service knows you are signed in as you move between pages. The service does not work without it.

The public employment application does not require you to sign in and does not set a session cookie for you. Your browser controls how cookies are stored, but blocking the session cookie will prevent signing in.

We keep information for as long as reasonably necessary for the purposes described in this policy, to provide the service, satisfy legal obligations, resolve disputes and enforce agreements. Customers control much of the content in their own accounts and can delete records the platform allows them to delete. Backups and system logs may persist for a period after deletion in the ordinary course of operating the service.

We use technical and organisational measures intended to protect information, including encrypted connections, authentication, and separation of each customer’s data from every other customer’s. Access to the platform depends on the accounts and permissions a customer sets up, so keeping credentials confidential and removing users who should no longer have access is an important part of security.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Depending on where you live and applicable law, you may have rights over personal information about you, such as asking for a copy of it, asking for it to be corrected or deleted, or objecting to certain uses. Rights vary, and some are subject to conditions and exceptions.

If your information is in a customer’s account — which is the case for drivers, applicants and most users — the right route is to contact that company, because it decides what happens to the information it holds. You can also write to us at info@iftax.org and we will direct your request to the right place, or respond ourselves where the information is ours to act on. We may need to verify your identity before acting on a request.

Drivers and applicants asking specifically for an account and the information in it to be deleted will find the route, and what a carrier must keep regardless, set out on our account deletion page.

IFTAX is a business platform for commercial transportation operations. It is not directed to children and is not intended for use by them. We do not knowingly collect information from children. If you believe a child has provided information through the platform, contact us at info@iftax.org.

The platform is operated for transportation companies in the United States, and information may be stored and processed there or in other countries where we or our service providers operate. Those countries may have different data protection rules from the country you are in. Where applicable law requires a safeguard for such a transfer, we take steps intended to meet that requirement.

We may update this policy as the product or the law changes. The effective date at the top shows when the current version took effect. If a change is significant, we will take reasonable steps to make it noticeable. Continuing to use the platform after an update means the updated policy applies.

Questions about this policy, or about how information is handled, can be sent to IFTAX LLC at info@iftax.org.