Privacy Notice

Status: DRAFT pending counsel review | Version: 2026-10-15-d1 | Effective date: not yet in effect (set by the owner when counsel approves) | Language: English (the English text controls; translations are not provided yet)

This draft describes what Carrier Nexus does today. Every statement was checked against the software (see docs/legal/privacy-facts.md in the project). Where a point is not yet confirmed, it says so in plain words. Text on a yellow background is a placeholder or a point for the company's attorney.

1. Who this notice is from

Carrier Nexus ("we", "us") is a web service at carrier-nexus.com for motor carriers, drivers, dispatchers and their service providers. It is operated by [OPERATOR: Transcend Tools (Texas), which operates Carrier Nexus: owner to confirm the exact legal name, entity type and mailing address]. Carrier Nexus is part of Transcend Tools, a Texas business. Carrier Trucking US, LLC, a Florida company, uses the service for its own fleet and is also a customer of it.

This notice covers the website and the Carrier Nexus application. It is written for the people who use it (drivers, dispatchers, office staff, administrators and service providers) and for people who only visit a public page, such as an inspecting officer who scans a QR code.

2. Two different roles

A carrier that signs up decides what it records about its own drivers and staff. For the information a carrier puts in about its people (for example a driver's licence, medical certificate, drug-and-alcohol or screening records, pay and location), the carrier is the one who decides why it is collected, and Carrier Nexus holds and processes it for the carrier. For information about your account, how you use the service, security, billing and feedback, Carrier Nexus decides why it is collected.

[COUNSEL: confirm this "service provider / processor for the carrier, business/controller for account data" split, and whether the carrier-customer agreement (see the data processing template) should say so. Confirm whether California or other state privacy laws apply to us and to the carriers, and which notices they require.]

3. What information is collected

Who	What
Anyone with an account	Name, e-mail address, role, company, language and display choices, whether you want e-mail alerts, and the sign-in details held by our sign-in provider (a password is kept only as a hash; the optional authenticator-app factor is kept there too). A record of what you do in the app: who, what, which page, when, your network address and browser details.
Drivers	Contact details; licence (CDL) number, class, state, endorsements and expiry; date of birth; Social Security number and alien-registration number, stored in an encrypted column (only the last four digits are shown to most people); medical-certificate dates and files; motor-vehicle-record and screening results; drug-and-alcohol and Clearinghouse records (readable only by the company's administrators in the database); employment-eligibility papers; training and road-test records; hours of service; inspections, crash and roadside-inspection reports; settlements and pay; policies and agreements you sign (your typed name, a fingerprint of the text, time, network address and browser); and, only while location sharing is on and you have agreed, your phone's location and route history.
Dispatchers, office staff, viewers, administrators	The account information above, plus what they enter: loads, assignments, messages, company settings, integrations they connect.
Carrier or company contacts	Company name, USDOT and MC numbers, address, plan and orders. Payment card numbers never reach Carrier Nexus: the card is typed into the payment provider's own fields and we receive a one-time token.
Inspecting officers (no account)	You see the packet the driver chose to share. We record that it was opened or downloaded: the time, what was opened, a shortened network address and your browser details. This is visible to the carrier. The officer page sets no cookie and loads nothing from other websites.
Visitors without an account	The sign-in page stores nothing on our server until you sign in. If you use the anonymous feedback box, we keep only what you type; your network address is kept only as a salted hash and cleared after 30 days.
People who send feedback while signed in	What you write, how important it is, the page you were on, app version, language, screen size, browser, time and time zone, a few recent error messages (never page contents or form values) and up to three pictures you attach.
Service providers, shops, brokers, inspectors who use a one-time link or a company's WhatsApp group	What they type, upload or send; contact details they give; time, shortened network address and browser details. If you message a linked WhatsApp group, the messages sent to the company's number can be read into Carrier Nexus.
Other people named in documents	Whatever the uploaded paper contains (for example names on a roadside report or a rate confirmation).

Where it comes from, and what is required

From you or your company: what you type, upload or sign. A company's administrator may enter information about its drivers and staff.
Automatically: when you use the service we record the time, the page or action, your shortened or full network address and your browser details (for security and the audit trail). When you only visit a public page, the host that serves the site also keeps ordinary request logs.
From connections you or your company turn on: for example ELD providers, QuickBooks, Google, load boards, WhatsApp; and public FMCSA registry and safety data about companies.
Required or optional: to make an account we need a name, an e-mail address and a password. Everything else in the app is entered by you or your company; screens mark required fields. Location sharing and text messages are only used where you or the contact agreed.

Location and driver information

Location sharing starts when a driver opens one of our map screens, after a one-time "yes" that is recorded with the wording version. While that screen is open and the phone screen is on, the phone reports its position, speed and heading about every 15 seconds (saved on the phone when there is no signal, then sent). A web page cannot track in the background. Your company's administrators and dispatchers can see the live position and the route history; the driver sees their own. A "Sharing location - tap to stop" button stops it. History already recorded is kept and cannot be edited or erased through the app (see retention). [COUNSEL: state and employment-law requirements for tracking employees and contractors; whether a separate driver notice is needed.]

Public information about companies from the FMCSA (federal motor-carrier registry and safety data) is also used. We do not compute a safety score for an individual driver.

4. How it is used

To run the service you or your company signed up for: records, compliance reminders, dispatch, settlements, documents, alerts.
To keep it secure and to investigate misuse (audit trail, rate limits, sign-in checks).
To send service messages, such as alerts, claim links, settlements and documents. An alert e-mail never carries the message text. Every alert e-mail has a link to stop alerts.
To text or WhatsApp shop and service-provider contacts only where their consent is recorded; a reply of STOP turns it off.
To take payment for a plan, and to improve the service from feedback you send.
To meet legal obligations, and to make and defend legal claims.

We do not run advertising on the service and the software contains no advertising or analytics trackers. [COUNSEL: confirm the statement "we do not sell personal information" before it is added here.]

5. Artificial-intelligence features

Some features send the content you give them to an AI service (Anthropic) so it can read a document or answer a question:

Screening-report reader (administrators): pages of a PSP or inspection/crash-history report, which include names, dates of birth and licence numbers.
Roadside-inspection reader, fault-report reader, rate-confirmation reader: photos or text of those papers (the rate-confirmation reader removes money lines first; shipper and consignee names and phones can remain).
Provider reader: one outside sender's WhatsApp messages and a few lines of context, with other people's names and numbers removed; the owner reviews the result.
Policy assistant: policy text and the company name. Voice helper "Ask Nexus": your spoken question as text and facts about your own loads and truck; it only reads, it does not change records.

Carrier Nexus does not train its own AI models on what you send. Whether the AI provider uses what it receives to train its models is governed by its terms, which we have not confirmed; see its pages on the subprocessor list. [COUNSEL / OWNER: confirm the provider's API terms before keeping this sentence.]

A person checks what the AI read before anything is saved. Carrier Nexus's own servers do not keep the file you send for reading. What the AI provider does with it is governed by that provider's terms; we have not yet confirmed its retention period and link to its policy on the subprocessor page. Each person may connect their own Claude (Anthropic) account key; an administrator may connect one for the company; for a few companies the platform owner's key is used. Do not use these features for information you are not allowed to share with a service provider. [COUNSEL: whether sending consumer-report content (PSP, MVR) to an AI provider is permitted under the screening-provider terms and the FCRA.]

We use service providers (database and hosting, e-mail, text and WhatsApp, maps, payments, accounting and ELD connections, AI). The current list, what each receives and a link to each one's own privacy terms is on the subprocessors page. Within a company, what people can see depends on role (a driver sees their own information; dispatchers and administrators see the company's people and records; drug-and-alcohol and Clearinghouse records are limited to administrators). One company cannot see another company's data. The platform owner, and engineers who maintain the database, can access data in order to run the service. We disclose information when the law requires it. [COUNSEL: business-transfer clause; law-enforcement request clause.]

Drivers: information your carrier collects about you is visible to your carrier. Ask your carrier first about what it collects and why.

7. Cookies and similar storage

Carrier Nexus sets no cookies and has no advertising or analytics trackers. It stores data in your browser (sign-in session, language, theme, saved drafts, cached lists) and uses a service worker so the app can open offline. Details: storage notice. Some pages load fonts or code libraries from other websites, which receive your network address; these are listed there.

8. How long information is kept

Records are kept as long as the company that owns them needs them and as long as the law requires (for example driver-qualification, hours-of-service, drug-and-alcohol and tax records). Carrier Nexus does not currently delete personal information automatically. Some records, such as location history, signatures, consents and audit logs, are designed so that they cannot be changed or erased through the app. A few short-lived items are removed automatically (for example network-address hashes on anonymous feedback after 30 days and expired link codes). Officer QR codes expire (24 hours by default). [COUNSEL / OWNER: retention periods for each category; a deletion procedure.]

9. Security

We use access control in the database, a required authenticator-app second step for administrators, dispatchers and office staff, encryption of Social Security numbers and of stored connection keys (with the exceptions listed on the security page), private storage, and an audit trail. No system is perfectly secure and we cannot promise it. Drivers may currently sign in without the second step while a temporary setting is on; see the security page.

10. Your choices and requests

E-mail alerts: use the link at the bottom of any alert or your account page. Texts: reply STOP.
Location sharing: you can stop sharing with the "Sharing location - tap to stop" button; history already recorded is not erased by the app.
To ask what we hold about you, to correct it or to ask for deletion, contact us (below). We reply by hand; there is no automated request system yet. Where a company owns the record (for example a driver's file held by their carrier), we will refer you to the carrier. We will check that the request comes from the person (or from a company administrator for that person's company records) before acting. We may have to refuse or limit deletion where the law requires records to be kept. [COUNSEL: response times and the rights to offer under state law; verification steps; appeal process.]

11. If something goes wrong

If personal information is exposed in a security breach, we will notify affected people and authorities as the law requires, including the Texas breach-notice law that applies to us as a Texas business, the Florida Information Protection Act (section 501.171, Florida Statutes) for Florida residents, and the notice laws of other states where residents are affected. [COUNSEL: the Texas statute and its deadlines (Tex. Bus. & Com. Code ch. 521: verify), California Civil Code 1798.82, the other-state table; the company's breach policy currently names only Florida.]

12. Children

Carrier Nexus is for businesses and commercial drivers and is not directed to anyone under 18. We do not knowingly collect information from children.

13. Where information is kept

Carrier Nexus is intended for carriers and drivers in the United States and is hosted with United-States-based providers (the database region is documented as US; [OWNER: confirm region in the Supabase settings]). Some service providers process data in other places. We have no European, UK, Mexican or Canadian terms. [COUNSEL: whether any such users are expected.]

14. Changes

This notice has a version number and an effective date at the top. When it changes in a way that matters, signed-in people are asked to read and accept the new version at their next sign-in. Earlier versions are kept on request.

15. Contact

[OWNER: privacy contact e-mail and postal address. Until one is set, use the Provide Feedback button inside the app; it is not a formal request channel.]

Plain words

Personal information: information that identifies, or could reasonably be linked to, a person.
Service provider / subprocessor: a company we use to run the service that handles information for us (listed on the subprocessors page).
Network address: the number (IP address) your device uses on the internet; "shortened" means we drop its last part.
Location data: the position of a phone or truck, including history.
Append-only record: a record the software is built so nobody can change or erase through the app.

Carrier Nexus, carrier-nexus.com. This page is a draft prepared from the software's actual behaviour and is not legal advice.