DOT Consortium is operated by Trucking Hub, LLC (“Trucking Hub,” “we,” “us,” or “our”).
This Privacy Policy explains how we collect, use, and share personal information through DOTConsortium.com and the related Trucking Hub services used to administer your drug and alcohol testing program.
It applies to website visitors, customers, authorized account users, drivers, and other individuals whose information we process in connection with these services.
1. Information We Collect
The information we collect depends on how you interact with us and which services your company uses.
Company and Contact Information
We collect information provided when you contact us, enroll, or manage an account, including:
- Names, email addresses, and phone numbers.
- Company names, business addresses, and USDOT numbers.
- Company representative and designated employer representative contact information.
- Account registration information and user permissions.
- Messages, support requests, and other communications.
Driver and Compliance Information
When needed to provide testing and compliance services, we collect or receive information such as:
- Driver names and dates of birth.
- Driver’s license numbers, issuing states, expiration dates, and uploaded CDL images.
- Driver contact information.
- Employer relationships and random pool participation.
- Test orders, collection details, testing statuses, and results.
- MRO-reviewed results and related program records.
- Clearinghouse query results, consents, and applicable reporting records.
- SAP documentation, return-to-duty records, and follow-up testing plans.
- Policy acknowledgments, enrollment certificates, and other compliance documents.
Some of these records contain sensitive personal information. Access, use, and disclosure are subject to applicable confidentiality and authorization requirements.
Billing and Payment Information
We collect billing contact information, membership details, invoices, payment status, and transaction records.
Payments are processed through third-party payment providers, including Stripe and Bill.com. These providers process payment information under their own privacy policies. We receive the information needed to administer payments, memberships, and billing.
Website and Technical Information
When you use our website or platform, we may collect information such as:
- IP address and browser type.
- Device and operating system information.
- Pages visited and interactions with website features.
- Referral sources and approximate location derived from an IP address.
- Login activity, technical logs, and error information.
- Cookie identifiers and similar online identifiers.
2. Where Information Comes From
We receive information from:
- You, when you submit information or use our services.
- Your employer and its authorized representatives.
- Drivers and authorized account users.
- Collection sites, laboratories, Medical Review Officers, and other testing providers.
- Substance Abuse Professionals and previous program administrators when records are transferred.
- The FMCSA Clearinghouse, when access is authorized.
- Public business and USDOT registration sources.
- Payment processors and service providers.
- Cookies and similar technologies.
The information received depends on the services requested and the permissions or authorizations in place.
3. How We Use Information
We use personal information to:
- Verify company information and establish accounts.
- Administer memberships, billing, and renewals.
- Add and manage drivers in testing programs.
- Conduct random selections and send notifications.
- Arrange testing and provide collection instructions.
- Receive and make authorized testing results available.
- Conduct authorized Clearinghouse queries and reporting.
- Administer return-to-duty and follow-up testing services.
- Maintain and transfer program records.
- Provide policies, certificates, and compliance documentation.
- Respond to questions and provide customer support.
- Maintain, troubleshoot, and improve our services.
- Detect unauthorized access, misuse, and fraud.
- Meet applicable legal, regulatory, and recordkeeping obligations.
We may also use business contact information to communicate about our services, subject to applicable marketing requirements and your communication preferences.
4. How We Share Information
We share information when necessary to provide services, when authorized, or when permitted or required by law.
Employers and Authorized Representatives
Testing and compliance information may be made available to the employer, its designated employer representative, and other recipients authorized to receive it.
A company account does not give every user unrestricted access to every driver record. Access must be appropriate to the user’s role and applicable requirements.
Testing and Compliance Providers
We share information needed to coordinate services with participating collection sites, laboratories, Medical Review Officers, Substance Abuse Professionals, and other authorized program providers.
FMCSA and Government Authorities
We submit or disclose information to the FMCSA Clearinghouse and other authorities when authorized or required for applicable queries, reporting, inspections, or legal obligations.
Technology and Business Service Providers
We use providers that support payment processing, hosting, software operation, communications, customer support, security, and website measurement.
Information provided to these vendors depends on their function. DOT testing records remain subject to applicable confidentiality restrictions.
Record Transfers
We may transfer program records to an employer or another authorized service provider following an appropriate request and applicable requirements.
Legal Matters and Business Changes
We may disclose information to comply with valid legal process, address fraud or security incidents, or protect legal rights, subject to applicable restrictions.
Information may also be transferred as part of a merger, acquisition, or other business reorganization, subject to applicable confidentiality and privacy obligations.
5. Cookies and Similar Technologies
Our website may use cookies, pixels, and similar technologies to support website operation, remember preferences, measure usage, and support marketing activities.
Depending on the tools used, providers may receive online identifiers and information about your activity on public website pages.
See our Cookie Policy for details about these technologies and available controls.
You can manage cookies through your browser settings and any cookie-preference controls available on the website. Blocking certain cookies may affect website functionality.
6. Driver Information Provided by Employers
Employers and their representatives must have authority to submit driver information and must obtain any notices, consents, or authorizations required for the requested services.
If your employer uses our services, we may process your information on its behalf. Requests involving employment records or employer-controlled account information may need to be coordinated with that employer.
You may contact us directly with questions about information we hold about you. We will explain the available process and any authorization or verification required.
7. Automated Document Processing
When you upload a CDL, automated tools may extract information from the document to help populate driver records.
Extracted information can contain errors. Authorized users should review it and correct inaccuracies before relying on it for testing or compliance services.
8. Communications
We use email, phone, text messages, and platform notifications as appropriate to communicate about accounts, testing orders, collection-site selection, results availability, billing, and program requirements.
Marketing messages will include an unsubscribe method where required. You may also contact us to update your marketing preferences.
Opting out of marketing does not automatically stop necessary account or service communications. If a communication channel is unavailable, contact us to arrange an appropriate alternative.
9. Information Retention
We retain information for the periods needed to provide services, meet applicable recordkeeping requirements, maintain billing records, and resolve disputes.
Retention periods vary by record type and legal requirement.
Canceling a membership or requesting account deletion does not necessarily require immediate deletion of testing or compliance records. We may need to retain those records or coordinate their transfer as required by applicable rules.
10. Information Security
Protecting personal information requires administrative, technical, and organizational safeguards appropriate to the information and services involved.
No website, storage system, or transmission method can guarantee complete security.
Protect your account credentials, limit access to authorized users, and contact us promptly if you suspect unauthorized access. Avoid sending sensitive testing records or identification documents through general website contact forms; ask us for the appropriate submission method.
11. Your Privacy Choices and Rights
Depending on where you live, applicable law, and our role in processing your information, you may have rights to:
- Request access to personal information.
- Request correction of inaccurate information.
- Request deletion of certain information.
- Obtain a copy of certain information.
- Opt out of certain advertising or data-sharing activities.
- Limit certain uses of sensitive information.
- Appeal a decision concerning a privacy request.
These rights are subject to applicable exceptions, including testing confidentiality, legal retention requirements, and information processed on behalf of an employer.
To submit a request, email compliance@dotconsortium.com. We may need to verify your identity and authority before responding. Do not include a full driver’s license number or testing records in your initial email.
Where applicable law permits an authorized agent to act for you, we may request proof of that authorization.
We will not discriminate against you for exercising privacy rights protected by applicable law.
12. Third-Party Websites and Services
Our website links to third-party services, including payment providers, government websites, testing providers, and training resources.
Those services have their own privacy policies and practices. Review their policies when providing information directly to them.
13. Children’s Privacy
Our services are intended for adults and business users. They are not directed to children under 18.
If you believe a child has provided personal information to us, contact us so we can review the situation and take appropriate action.
14. Changes to This Policy
We may update this policy to reflect changes in our services, information practices, or applicable requirements.
The updated policy will display a revised date. We will provide additional notice or obtain consent where required by applicable law.
15. Contact Us
For privacy questions or requests, contact:
DOT Consortium / Trucking Hub, LLC
Email: compliance@dotconsortium.com
Phone: (800) 215-1005
Please identify your request as a Privacy Request and provide enough information for us to respond without including unnecessary sensitive information.