Privacy Policy

1. Introduction

OTR Tire Bros LLC ("OTR Tire Bros," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you access or use our website, mobile application, and platform services (collectively, the "Platform").

Please read this Privacy Policy carefully. By accessing or using the Platform, you acknowledge that you have read, understood, and agree to the collection and use of your information as described in this policy.

2. Information We Collect

2.1 Information You Provide Directly

When you register, use the Platform, or communicate with us, we may collect:

• Identity Information: Full name, business name, job title, and role type (Fleet Operator or Provider).
• Contact Information: Email address, phone number, mailing address, and city/state.
• Account Credentials: Username and encrypted password.
• Business Information: Fleet size, vehicle information, service area, service type, and operational details.
• Financial Information: Billing information (processed and stored by Stripe), bank account details for Provider payouts (processed by Stripe), and transaction history.
• Verification Documents: Insurance certificates, business licenses, government-issued ID, and background screening results (for Providers).
• Communications: Messages, support requests, feedback, and any other content you submit to the Platform.
• Job and Service Data: Job requests, approval records, GPS locations at time of service, before and after photos, invoices, and service notes.

2.2 Information Collected Automatically

When you access the Platform, we automatically collect certain information, including:

• Device Information: Device type, operating system, browser type, and unique device identifiers.
• Usage Data: Pages viewed, features used, time spent on pages, links clicked, and navigation patterns.
• Location Data: GPS location data when using the mobile application, subject to your device permissions. Precise location is used for job dispatch and cannot be disabled for core Platform functionality.
• Log Data: IP address, access times, referring URLs, and error logs.
• Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to maintain sessions, personalize your experience, and analyze usage. See Section 8 for details.

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

• Background screening providers (for Provider verification).
• Payment processors (Stripe) for transaction confirmation and fraud prevention.
• Identity verification services.
• Analytics providers.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Platform Operations

• Creating and managing your account.
• Processing job requests, approvals, and dispatches.
• Generating and maintaining invoices and approval records.
• Processing payments and Provider payouts.
• Providing real-time job tracking and status updates.
• Verifying Provider credentials and maintaining network integrity.

3.2 Communication

• Sending job notifications, status updates, and dispatch alerts.
• Sending account-related communications (receipts, confirmations, security alerts).
• Responding to your support requests and inquiries.
• Sending platform updates, new feature announcements, and policy changes.
• Sending promotional communications where you have opted in (you may opt out at any time).

3.3 Safety and Security

• Verifying the identity of users and Providers.
• Detecting and preventing fraud, abuse, and unauthorized activity.
• Investigating complaints and enforcing our Terms and Conditions.
• Complying with legal obligations and responding to lawful requests from authorities.

3.4 Platform Improvement

• Analyzing usage patterns to improve Platform features and user experience.
• Conducting research and analytics to understand market needs.
• Testing and developing new features.

4. How We Share Your Information

We do not sell your personal information. We share your information only in the following circumstances:

4.1 Between Platform Users

To facilitate job dispatch and service, we share certain information between Fleet Operators and Providers:

• Fleet Operators receive: Provider name, rating, service area, pricing, and ETA upon dispatch.
• Providers receive: Job location (GPS), job specifications, truck type, tire details, fleet name (but not individual admin identity), and approved payout amount.
• Neither party receives the other's personal contact information (phone, email) through the Platform without explicit consent.

4.2 Service Providers

We share information with trusted third-party service providers who assist us in operating the Platform, including:

• Stripe: Payment processing and Provider payouts.
• GoHighLevel (GHL): CRM, lead management, and marketing automation.
• Background screening services: Provider verification.
• Cloud hosting and infrastructure providers.
• Analytics and monitoring services.
• Customer support platforms.

All service providers are contractually obligated to use your information only as necessary to provide services to OTR Tire Bros and to maintain appropriate security standards.

4.3 Legal Requirements

We may disclose your information when required by law, court order, subpoena, or other legal process, or when we believe disclosure is necessary to protect the rights, property, or safety of OTR Tire Bros, our users, or the public.

4.4 Business Transfers

In the event of a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred to the acquiring entity. We will provide notice of such transfers and your rights in connection with them.

4.5 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. We also retain information as necessary to comply with legal obligations, resolve disputes, enforce agreements, and for legitimate business purposes.

Specifically:

• Account data is retained for the duration of your account and for up to 3 years after account closure.
• Job records and invoice data are retained for a minimum of 7 years to comply with financial recordkeeping requirements.
• Approval records (linked to invoices) are retained permanently as part of the admin-gated dispatch audit trail.
• Background screening results are retained as required by applicable law and screening provider agreements.
• Communications and support data are retained for 3 years after last contact.

When data is no longer needed, we delete or anonymize it using industry-standard methods.

6. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

6.1 Access and Portability

You have the right to request a copy of the personal information we hold about you and to receive it in a portable format.

6.2 Correction

You have the right to request correction of inaccurate or incomplete personal information.

6.3 Deletion

You may request deletion of your personal information, subject to our legal obligations and legitimate business needs (e.g., we may need to retain invoice records for legal compliance).

6.4 Opt-Out of Marketing

You may opt out of promotional communications at any time by clicking the unsubscribe link in any email or by contacting us at [email protected]. Note that you may continue to receive transactional communications related to your account and jobs.

6.5 Location Data

You may manage location permissions through your device settings. Disabling location access for the mobile app will prevent core dispatch functionality from working properly.

6.6 California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to opt out of sale (we do not sell personal information), and the right to non-discrimination for exercising privacy rights. To submit a CCPA request, contact us at [email protected].

6.7 How to Exercise Your Rights

To exercise any of the above rights, contact us at [email protected]. We will respond within 30 days. We may require identity verification before processing your request.

7. Data Security

We implement industry-standard technical and organizational security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL.
• Encryption of sensitive data at rest.
• Role-based access controls limiting employee access to personal data.
• Regular security audits and vulnerability assessments.
• Third-party payment processing through Stripe (we do not store full payment card numbers).

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach affecting your rights, we will notify you as required by applicable law.

8. Cookies and Tracking Technologies

We use the following types of cookies and tracking technologies:

• Essential Cookies: Required for the Platform to function. These cannot be disabled.
• Analytics Cookies: Help us understand how users interact with the Platform. We use these to improve our services.
• Preference Cookies: Remember your settings and preferences.
• Marketing Cookies: Used to deliver relevant advertising. You may opt out through your browser settings or our cookie preference center.

You can control cookies through your browser settings. Disabling certain cookies may affect Platform functionality. For more information about cookies, visit allaboutcookies.org.

9. Children's Privacy

The Platform is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will promptly delete that information. If you believe a child has provided us with personal information, contact us at [email protected].

10. Third-Party Links and Services

The Platform may contain links to third-party websites, applications, or services. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access through the Platform. OTR Tire Bros is not responsible for the privacy practices of third parties.

11. International Data Transfers

OTR Tire Bros operates in the United States. If you are accessing the Platform from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using the Platform, you consent to this transfer.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on the Platform and updating the "Last Updated" date. We encourage you to review this policy periodically.

Your continued use of the Platform after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: [email protected]
• General Inquiries: [email protected]
• Mail: OTR Tire Bros LLC, Yucaipa CA, United States

We are committed to working with you to resolve any privacy concerns and will respond to all inquiries within 30 days.