Privacy Policy
Conard Transportation
200 International Blvd, La Vergne, TN 37086
Effective Date: March 18, 2025
Introduction
Conard Transportation (“we,” “us,” or “our”) Tennessee based trucking company for hire based in the United States, committed to protecting the privacy and security of the personal information we collect. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with us, including through our custom web application used to manage our business operations. This policy applies to our customers, independent contractors, W-2 employees (drivers and office staff), and other individuals whose personal information we process.
We operate solely within the United States and do not conduct business internationally. This Privacy Policy complies with applicable U.S. federal and state laws regarding the protection of personal information.
Information We Collect
We collect information that identifies, relates to, or could reasonably be linked to an individual (“Personal Information” or “PII”). The types of Personal Information we may collect include:
- Identity Data: Full name, date of birth, Social Security Number (SSN), driver’s license number, or other government-issued identification numbers (e.g., for employment, contractor agreements, or compliance purposes).
- Contact Data: Email address, phone number, or mailing address.
- Employment and Contractor Data:
- For W-2 employees: Job title, employment history, payroll details (e.g., bank account information for direct deposits), tax forms, and benefits information.
- For independent contractors: Contract details, payment information (e.g., bank account or payment service details), and tax-related forms (e.g., Form 1099).
- Professional Data: Driving records, certifications, or qualifications (e.g., Commercial Driver’s License details) for drivers.
- Technical Data: IP address, browser type, device information, and usage data when you interact with our web application.
We do not collect sensitive health information subject to the Health Insurance Portability and Accountability Act (HIPAA) or criminal justice information subject to the Criminal Justice Information Services (CJIS) Security Policy.
How We Collect Information
We collect Personal Information in the following ways:
- Directly from You: When you provide information to us, such as during employee onboarding, contractor agreements, payroll setup, or customer interactions.
- Automatically: Through your use of our custom web application, hosted on Amazon Web Services (AWS), which may collect technical data via cookies or similar technologies (see “Cookies and Tracking Technologies” below).
- From Third Parties: From service providers, such as payroll processors, background check vendors, or government agencies (e.g., for driver verification), where applicable and permitted by law.
How We Use Your Information
We use your Personal Information for the following purposes:
- To manage employment relationships with W-2 employees, including payroll processing, tax reporting, benefits administration, and compliance with transportation regulations.
- To manage relationships with independent contractors, including payment processing, contract administration, and tax reporting.
- To coordinate freight hauling services, assign drivers, and maintain operational records.
- To operate, maintain, and improve our custom web application and business operations.
- To comply with legal obligations, such as tax laws, employment laws, or Department of Transportation (DOT) requirements.
- To protect the security and integrity of our systems and data, including our AWS-hosted web application.
- To respond to your inquiries or requests.
How We Share Your Information
We do not sell your Personal Information. We may share your information in the following circumstances:
- Service Providers: With third-party vendors who assist us in business operations (e.g., payroll processors, AWS for hosting, IT support), under strict confidentiality agreements.
- Legal Compliance: When required by law, such as in response to a subpoena, court order, DOT audit, or government investigation.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, where your information may be transferred as part of the transaction.
Cookies and Tracking Technologies
Our custom web application, hosted on AWS, may use cookies or similar technologies to collect technical data (e.g., IP address, usage patterns) to enhance functionality, monitor performance, and improve user experience. You can manage cookie preferences through your browser settings.
Data Security
We implement reasonable physical, technical, and administrative safeguards to protect your Personal Information from unauthorized access, use, or disclosure. Our custom web application is hosted on Amazon Web Services (AWS), utilizing a Windows IIS EC2 instance and an Aurora MySQL RDS database, with security measures such as encryption, access controls, and regular monitoring. However, no system can guarantee complete security, and we cannot fully eliminate all risks of data breaches.
Data Retention
We retain Personal Information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. For example:
- Employee and contractor data may be retained for the duration of your relationship with us and for a period thereafter to comply with tax, labor, or transportation laws (e.g., DOT record-keeping requirements).
- Operational data (e.g., freight hauling records) may be retained for the duration of our business relationship and a reasonable period thereafter for record-keeping or audit purposes.
SMS Messaging
We may use SMS messaging to contact individuals who have provided their phone numbers and explicitly consented to receive transactional messages related to our logistics services (e.g., job assignments, payment updates, or operational notifications).
- Opt-In/Opt-Out: You may opt in or opt out of receiving SMS messages at any time by following the instructions provided in the messages (e.g., replying “STOP” to unsubscribe) or by contacting us at +1-615-793-3828.
- Carrier Rates: Standard text messaging and data rates may apply based on your carrier plan.
- No Unsolicited Messages: We do not send unsolicited SMS messages or share your phone number with third parties for marketing purposes. SMS messaging is used strictly for communication with consenting individuals for transactional purposes related to our services.
Your Rights and Choices
Depending on your state of residence, you may have certain rights regarding your Personal Information under applicable U.S. privacy laws (e.g., California Consumer Privacy Act, if applicable to employees or contractors in California). These rights may include:
- Access: Requesting a copy of the Personal Information we hold about you.
- Correction: Requesting correction of inaccurate or incomplete information.
- Deletion: Requesting deletion of your Personal Information, subject to legal retention requirements (e.g., tax or DOT obligations).
To exercise these rights, please call our office at +1-615-793-3828. We will respond to your request within the timeframes required by applicable law.
Third-Party Links
Our web application may contain links to third-party websites or services (e.g., payroll providers). We are not responsible for the privacy practices of those third parties, and this Privacy Policy does not apply to them.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with a revised “Effective Date.”
Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
Conard Transportation
200 International Blvd
La Vergne, TN 37086
Phone: +1-615-793-3828
Email: [email protected]