Privacy Policy

2. Information We Collect

2.1 Information You Provide.

We collect information that you provide directly, including:

• Contact and lead information: name, business name, business email, business phone number, USDOT or MC number, role/title, and any information you provide in a demo request, contact form, or other inquiry.
• Account information: information you provide when you or your organization creates a Dotra account, including names, business email addresses, and login credentials of authorized users.
• Billing information: billing contact information and subscription details. Payments are processed by Stripe, Inc. Dotra retains only Stripe customer and subscription reference IDs. Payment card data is collected and stored by Stripe under their PCI DSS compliance program and is never stored on Dotra's servers.
• Communications: information you provide when you communicate with us by email, telephone, online chat, or otherwise.

2.2 Information Collected Automatically.

When you visit the Site or use the Services, we and certain service providers automatically collect:

• Device and browser information: IP address, browser type, operating system, device type, language preferences, and similar information.
• Usage information: pages visited, time spent on pages, referring URLs, search terms used to reach the Site, and other interaction information.
• Cookies and similar technologies: information from cookies, web beacons, pixels, and similar technologies used on the Site. See Section 6 (Cookies and Tracking Technologies) below for details.

2.3 Information from Third Parties.

We may receive information about you from third parties, including:

• Marketing and lead generation providers, such as data enrichment services that supplement our contact records.
• Public sources, such as commercial registries, the Federal Motor Carrier Safety Administration's public databases, and professional networking sites.
• Our business customers, who may identify you as a contact at their organization.

2.4 Categories of Personal Information.

For purposes of certain state privacy laws, the categories of personal information we have collected in the preceding twelve (12) months are: identifiers (such as name, email, phone, IP address); commercial information (such as records of products or services purchased); internet or other electronic network activity information (such as browsing history on the Site); geolocation data (approximate, derived from IP address); professional or employment-related information (such as job title and company); and inferences drawn from the above.

3. How We Use Information

We use the information we collect for the following purposes:

• To provide, operate, maintain, and improve the Services.
• To respond to your inquiries, including demo requests and support questions.
• To process transactions, including billing and account administration.
• To communicate with you about the Services, including service announcements, updates, and security alerts.
• To send you marketing communications about Dotra products and services that may be of interest to you, subject to your communication preferences.
• To personalize and improve your experience with the Services.
• To detect, investigate, and prevent fraudulent transactions, abuse, security incidents, and other harmful activity.
• To comply with legal obligations, respond to lawful requests from public authorities, and protect our legal rights.
• For business operations, including audits, business analytics, and corporate development activities.

4. How We Share Information

We share personal information in the following circumstances:

4.1 Service Providers.

We share information with third-party service providers who perform functions on our behalf. These include, for example, Vercel (hosting and web analytics), Supabase (database), SendGrid (email), Twilio (SMS), Anthropic (AI document scanning and compliance assistant), customer support tools, Google LLC (advertising measurement and conversion tracking), and Meta Platforms, Inc. (advertising measurement and conversion tracking, subject to user consent). We require these service providers to handle personal information consistently with this Privacy Policy and applicable law, and to use it only for the purposes for which we engage them.

4.2 Business Customers.

If you interact with us as an employee, contractor, or contact of one of our business customers, we may share information about you with that customer in connection with their account and our relationship with them.

4.3 Legal Compliance and Protection.

We may disclose information when we believe in good faith that disclosure is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) protect the rights, property, or safety of Dotra, our customers, our users, or others; (c) detect, prevent, or address fraud, security issues, or technical issues; or (d) enforce our agreements, including our Terms of Service.

4.4 Business Transfers.

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such transfer and any choices you may have regarding your information.

4.5 With Your Consent.

We may share information with third parties when you direct us to do so or otherwise consent.

4.6 Aggregated or De-Identified Information.

We may share aggregated or de-identified information that cannot reasonably be used to identify you with third parties for any lawful purpose.

4.7 We Do Not Sell or Share Personal Information.

We do not sell personal information for monetary consideration, and we do not share personal information with third parties for cross-context behavioral advertising or targeted advertising. We do not knowingly sell or share the personal information of consumers under the age of sixteen (16).

5. SMS / Text Message Communications

If you opt in to SMS notifications, we collect and use your mobile phone number solely to send the compliance and deadline alerts you requested (such as upcoming filing, license, medical certificate, and inspection due dates). SMS notifications are strictly opt-in, and you may opt out at any time by replying STOP.

Mobile phone numbers collected for SMS notifications are never shared, sold, rented, or otherwise disclosed to third parties for their marketing purposes. We share your mobile number only with the messaging service provider we use to deliver these text messages (for example, Twilio), and only for the purpose of sending the notifications you opted in to receive. No mobile information is shared with third parties or affiliates for marketing or promotional purposes.

6. Cookies and Tracking Technologies

6.1 What We Use.

We use cookies and similar technologies on the Site for the following purposes:

• Strictly necessary cookies: required for the Site to function (for example, to maintain your session). These cannot be disabled.
• Analytics: we use privacy-friendly analytics via Vercel Web Analytics to understand how visitors use the Site. These help us improve the Site.

We use Google Ads conversion tracking on the app to measure the effectiveness of our advertising. We also use the Meta Pixel for advertising measurement, which is loaded only with your consent. These tools are used solely for measuring ad performance and are not used to build advertising profiles or target you with ads on other platforms.

6.2 Authenticated Application.

Within the authenticated Dotra application (where customers manage their compliance data), we use Google Ads conversion tracking to measure when users complete signup and start a free trial. We also use the Meta Pixel for advertising measurement within the app, which is loaded only when you have granted advertising consent. We do not use third-party advertising or marketing cookies for any purpose other than measuring the effectiveness of our advertising. We may use limited product analytics tools to understand feature usage and improve the Services; these tools are configured to avoid transmitting Customer Data to third parties.

6.3 Managing Cookies.

You can manage cookie preferences through your browser settings. Most browsers allow you to refuse or accept cookies and to delete existing cookies.

6.4 Do Not Track and Global Privacy Control.

We honor Global Privacy Control (GPC) signals as an opt-out request for the “sale” and “sharing” of personal information under applicable state privacy laws. We do not currently respond to traditional “Do Not Track” browser signals.

7. Data Retention

We retain personal information for as long as needed to fulfill the purposes for which it was collected, to provide the Services, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Specifically:

• Marketing and lead inquiry data: retained for up to three (3) years after last interaction, unless you request earlier deletion.
• Customer account information: retained for the duration of the account relationship and for a reasonable period thereafter to support transition, legal compliance, and dispute resolution.
• Customer Data uploaded to the platform: retained as directed by the business customer pursuant to their applicable agreement. Upon termination of the customer relationship, Customer Data is removed from production systems in accordance with the data return and deletion procedures in the Master Subscription Agreement; backup copies may persist for up to ninety (90) days before being purged.
• Billing records: retained as required by applicable tax and accounting laws (typically seven (7) years).
• Communications: retained for a reasonable period to support ongoing customer relationships and to address any disputes or inquiries.

We may retain limited information for longer periods where required by law or where reasonably necessary to protect our legal interests, including for the resolution of disputes or the enforcement of our agreements.

8. Your Privacy Rights

8.1 Rights Available to All Users.

Regardless of where you live, you may at any time: (a) opt out of marketing communications by clicking the “unsubscribe” link in any marketing email or by contacting us at support@visionaryv.net; (b) request access to or correction of information we hold about you, where applicable; and (c) update your account information through your account settings.

8.2 Rights for U.S. State Residents.

If you are a resident of a U.S. state with a comprehensive consumer privacy law you may have the following rights, subject to applicable exceptions:

• Right to know / right to access: to request information about the personal information we collect, use, and disclose.
• Right to delete: to request deletion of personal information we have collected from you.
• Right to correct: to request correction of inaccurate personal information.
• Right to data portability: to receive a copy of your personal information in a portable format.
• Right to opt out of sale or sharing: to opt out of the sale or sharing of personal information for targeted advertising. As described in Section 4.7, we do not sell or share personal information.
• Right to limit use of sensitive personal information: to restrict our use and disclosure of certain sensitive personal information.
• Right to non-discrimination: not to be discriminated against for exercising any of these rights.
• Right to appeal: in certain states, to appeal a denial of a privacy request.

8.3 How to Exercise Your Rights.

To exercise any of these rights, please email us at support@visionaryv.net or submit a request at dotracompliance.com/privacy-request. We will respond within the timeframe required by applicable law (generally within 45 days). To protect your privacy, we may need to verify your identity before responding to certain requests. If you have an account with us, we may verify your identity through your account credentials. If you do not, we may need to ask for additional information.

8.4 Authorized Agents.

You may designate an authorized agent to submit privacy requests on your behalf. We may require written verification of the agent's authority and may verify the identity of the consumer directly.

8.5 California-Specific Disclosures.

Under the California Consumer Privacy Act (“CCPA”), as amended by the California Privacy Rights Act (“CPRA”), California residents have the rights described in Section 8.2. In the preceding twelve (12) months, we have collected the categories of personal information listed in Section 2.4 and disclosed those categories to the service providers described in Section 4. We do not sell personal information for monetary consideration and do not share personal information for cross-context behavioral advertising; accordingly, no opt-out mechanism is required. California residents may exercise their rights by emailing support@visionaryv.net.

8.6 Texas-Specific Disclosures.

Under the Texas Data Privacy and Security Act, Texas residents have the rights described in Section 8.2. We do not engage in the “sale” of personal data or in “targeted advertising” as those terms are defined in Texas law. Texas residents may exercise their rights by emailing support@visionaryv.net.

8.7 Notice to Nevada Residents.

Nevada residents have a right to opt out of the sale of certain covered information. As noted, we do not sell personal information for monetary consideration. You may submit verifiable requests by contacting support@visionaryv.net.

9. Security

We implement and maintain commercially reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. Our safeguards include encryption of data in transit and at rest, access controls and authentication requirements, regular security assessments, and engagement of reputable infrastructure providers. No method of transmission or storage is completely secure, however, and we cannot guarantee the absolute security of any information. You are responsible for keeping your account credentials confidential.

10. Data Breach Notification

We maintain a formal Data Breach Response Plan that governs how we detect, assess, contain, and respond to security incidents. If we become aware of a security incident involving unauthorized access to or acquisition of personal information that creates a risk of harm to affected individuals, we will assess whether notification to affected individuals and applicable regulators is required under applicable law. Where notification is required:

• We will notify you by email to the address associated with your account, or by prominent notice on the Site if email is unavailable, without unreasonable delay and within the timeframe required by applicable law.
• We will notify applicable state regulators and other governmental authorities as required by law.
• Our notification will include, to the extent known at the time, a description of the nature of the incident, the categories of personal information involved, and steps you can take to protect yourself.

If you believe the security of your account or personal information has been compromised, please contact us immediately at support@visionaryv.net and, if you have an account, change your password and enable any available additional security features. Nothing in this Section limits our obligations under any applicable agreement with our business customers governing security incident notification.

11. Children's Privacy

The Services are intended for use by commercial entities and individuals acting in a business capacity. The Services are intended for use by individuals eighteen (18) years of age or older. We do not knowingly collect personal information from anyone under eighteen (18), and in no event from children under thirteen (13) without verifiable parental consent as required by the Children's Online Privacy Protection Act. If we learn that we have collected personal information in violation of this Section, we will delete such information. If you believe that we may have collected such information, please contact us at privacy@visionaryv.net.

12. Sensitive Information

Our business customers may upload to the Dotra platform information that includes certain categories of sensitive information about their drivers, employees, or contractors (“Customer Personnel”), including driver license numbers, Department of Transportation identifiers, medical examiner's certificates and related health-related information (such as medical certificate expiry dates), drug and alcohol testing records, and hours-of-service (HOS) and electronic logging device (ELD) data. We do not collect or store Social Security Numbers. This information is collected and uploaded by our customers, who are the controllers of that information. We process such information solely on behalf of our customers, in accordance with their instructions and our agreements with them. We do not use Customer Personnel information for our own purposes, do not sell it, and do not share it for advertising. If you are a Customer Personnel and have questions about the handling of your information, please contact the Dotra business customer (typically your employer or carrier) that uploaded your information.

Drug and Alcohol Testing Program Disclaimer. Dotra is not a Consortium/Third-Party Administrator (C/TPA) as defined in 49 C.F.R. Part 382. Dotra does not conduct, schedule, or administer drug or alcohol tests, does not manage random testing pools on behalf of carriers, and does not query or report to the FMCSA Drug and Alcohol Clearinghouse. Dotra's testing features are recordkeeping and organizational tools for multi-driver carriers managing their own testing programs. Under 49 C.F.R. 382.305, single-driver operations (including owner-operators) are required to participate in a C/TPA-managed random testing pool and are not eligible to use Dotra's built-in random selection tool for that requirement.

13. International Users

The Services are operated from the United States and are intended for users in the United States. If you access the Services from outside the United States, you understand that your information will be transferred to, processed in, and stored in the United States, where data protection laws may differ from those in your country. By using the Services, you consent to such transfer and processing.

14. Third-Party Links and Services

The Services may contain links to third-party websites or services that are not operated by us. This Privacy Policy does not apply to those third-party websites or services. We encourage you to review the privacy policies of any third-party services you access.

15. 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 for other reasons. When we update the Policy, we will revise the “Last Updated” date at the top. If we make material changes, we will provide additional notice (such as by email or a prominent notice on the Site). Your continued use of the Services after the effective date of an updated Privacy Policy constitutes your acceptance of the updated Policy.

16. Contact Us

If you have questions, comments, or requests regarding this Privacy Policy or our privacy practices, please contact us: