Last Updated: January 14, 2025
Introduction
RoadDocZ, a product of RoadTalkz, Inc. (“RoadDocZ,” “we,” “us,” or “our”), is committed to maintaining the privacy, confidentiality, and security of information processed through the RoadDocZ platform. This Privacy Policy describes how information is collected, handled, transmitted, and protected when you or your organization access or use our website, mobile applications, and related tools and services (collectively, the “Service”).
RoadDocZ is a business-to-business (B2B) platform designed specifically for trucking companies, commercial carriers, fleet operators, and transportation-related organizations. The Service is not intended for direct consumer or individual use. Individual drivers and employees do not independently register or create accounts. All accounts are created, assigned, managed, and controlled solely by the business or organization using the platform (the “Customer” or “User”).
The Customer determines:
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which Users may access the platform,
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what permissions each User has, and
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what documents or data are uploaded or managed through the Service.
Use of the Service is governed by this Privacy Policy and the RoadDocZ Terms of Service. Together, these documents form the full, mutually binding legal framework governing information processing, account administration, data access, and overall use of the platform.
By accessing or using the Service, the Customer acknowledges and agrees to these terms.
1. Roles: Data Controller and Data Processor
Website and Marketing
For website browsing, marketing activity, and general inquiries, RoadTalkz, Inc. acts as the data controller.
Service Operations
For all platform-related activities:
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The Customer is the data controller.
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RoadTalkz, Inc. acts solely as the data processor, providing technical infrastructure.
RoadDocZ does not determine:
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what documents are uploaded,
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how documents are used internally by the Customer,
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who the Customer grants access or permissions to.
The Customer retains full responsibility for all content and User access decisions.
2. Information We Handle
RoadDocZ handles only the minimum amount of information necessary to operate the Service for the Customer. All data is processed according to Customer instructions and in alignment with the Terms of Service.
Account & Organizational Information
We may handle Customer-provided information including:
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Company name
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Administrator contact details
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Assigned User roles and permission levels
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Billing and subscription status
RoadDocZ does not store or process full payment card details.
All payment information is handled exclusively by Stripe, our payment processor.
Fleet & Document-Related Information
When Customers upload or manage compliance-related documents, the Service handles:
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Document metadata (file type, title, timestamps, category)
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Identity of the User who uploaded the file
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Role-based access permissions set by the Customer
RoadDocZ does not create, validate, modify, or interpret document content.
Documents are processed solely according to Customer instruction.
Device, Usage & Log Data
To maintain system performance and security, RoadDocZ may collect limited technical data such as:
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Device type and operating system
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App version and configuration
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Login timestamps
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System diagnostics, crash logs, and error reports
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Basic usage metrics for security and troubleshooting
This information is not used for advertising, profiling, or behavioral tracking.
3. Third-Party Service Providers
RoadDocZ relies on certain independent third-party providers to support service functionality:
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Stripe – billing and payment processing
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Amazon Web Services (AWS) – cloud hosting and infrastructure
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OpenAI – AI-powered features and language model processing
These providers operate under their own privacy policies and security practices. Data processed by these services is handled according to their terms, not RoadDocZ’s.
RoadDocZ does not control, supervise, or guarantee how third-party providers:
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collect, store, secure, or use information
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comply with privacy or regulatory requirements
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respond to incidents, misuse, breaches, or vulnerabilities
Accordingly, RoadDocZ is not responsible or liable for failures, actions, or data handling practices of any third-party provider.
Use of features reliant on Stripe, AWS, OpenAI, or other providers constitutes the Customer’s acknowledgment and acceptance of those providers’ separate terms.
4. How Information Is Used
Information is used solely to:
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operate, maintain, and improve the Service
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authenticate authorized Users
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enforce Customer-defined access controls
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deliver system alerts and notifications
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support troubleshooting and technical assistance
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maintain security and system integrity
RoadDocZ does not sell personal or organizational data, and does not use Customer data for advertising.
5. Legal Basis for Processing
RoadDocZ processes information only as necessary to:
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operate the Service for the Customer
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maintain platform performance and security
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comply with legal obligations and regulatory requirements
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support optional features activated by the Customer
Any processing requiring consent occurs only when the Customer has granted such consent.
6. Data Security
We implement commercially reasonable administrative, technical, and organizational safeguards, including:
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encryption
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access controls
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system monitoring
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restricted internal access
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periodic security reviews
While we strive to protect information, no system can be guaranteed to be completely secure. RoadDocZ does not warrant absolute security.
7. Sub-Processors
Portions of the Service rely on additional third-party components such as hosting, authentication, payment processing, and AI processing.
These providers maintain independent policies and security standards. The Customer acknowledges that:
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RoadDocZ is not liable for how they store or secure data
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RoadDocZ does not guarantee their performance or availability
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Use of related features indicates acceptance of their terms
The Customer is responsible for reviewing the applicable policies of any third-party provider whose services they choose to use.
8. Data Sharing & Transfers
Information may be shared only with:
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authorized Users within the Customer’s organization
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service providers acting under valid contractual obligations
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legal authorities when disclosure is required by law
If data is transferred across borders, applicable safeguards and legal mechanisms are applied.
9. Document Access & Permissions
Documents uploaded by the Customer are not publicly accessible.
Access is controlled through:
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Customer-defined permissions
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authenticated User credentials
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organizational roles and access levels
RoadDocZ does not alter Customer-defined permissions.
10. Data Retention & Deletion
Information is retained for as long as the Customer maintains an active account.
Upon termination or deletion:
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data may be removed or anonymized
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retention may be extended only as required by law or technical necessity
The Customer is responsible for initiating deletion requests according to internal policies and legal requirements.
11. Privacy Rights
Depending on the applicable jurisdiction, individuals may have rights to:
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access their data
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correct or update inaccurate data
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request deletion
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request export or portability
Requests must be submitted to privacy@roaddocz.com and will be addressed in accordance with this Policy and the Terms of Service.
All privacy-related disputes are governed exclusively by the dispute resolution procedures outlined in the Terms of Service.
12. Children’s Privacy
The Service is not intended for individuals under the age of 18.
RoadDocZ does not knowingly collect data from minors.
13. Changes to This Policy
This Privacy Policy may be updated periodically.
Continued use of the Service after posting constitutes acceptance of any updates.
14. Contact Information
RoadTalkz, Inc. (DBA RoadDocZ)
30 N Gould St, Suite N
Sheridan, WY 82801
Operating Office: Cook County, Illinois
Email: privacy@roaddocz.com