Privacy Policy

Last updated: March 1, 2026

1. Information We Collect

1.1 Information You Provide

When you create an account and use our platform, we may collect:

• Account Information: Name, email address, phone number, city, state, ZIP code
• Driver Professional Data: CDL number, CDL class, CDL state, CDL expiration date, endorsements (HAZMAT, Tanker, etc.), experience years, miles driven per year
• Safety Records: DOT violations, clearinghouse status, accident history, DOT medical card status and expiry
• Employment History: Previous employers, positions, dates of employment, reasons for leaving, references
• Documents: CDL photos (front/back), medical card photos, MVR reports, resumes, certificates
• Employer/Carrier Data: Company name, MC number, DOT number, company size, contact information, website
• Communications: Messages between drivers and employers, application messages

1.2 Information Collected Automatically

• Log Data: IP address, browser type, user agent, pages visited, timestamps
• Activity Logs: Login events, profile updates, document uploads, search queries, application actions
• Cookies: Session cookies and analytics cookies (see our Cookie Policy)

2. How We Use Your Information

We use the collected information for the following purposes:

• Platform Operations: To create and manage your account, facilitate driver-carrier matching, process job applications, and enable communication between parties
• Matching Algorithm: To calculate compatibility scores between drivers and employer requirements based on CDL class, experience, endorsements, safety records, and other criteria
• Verification: To verify CDL credentials, clearinghouse status, and profile information
• Notifications: To send document expiry reminders, application status updates, and platform announcements
• Security: To detect fraud, prevent unauthorized access, and maintain platform security through activity logging and rate limiting
• Improvements: To analyze usage patterns and improve our matching algorithm and platform features

3. Information Sharing

We share your information only in the following circumstances:

• Driver-Carrier Connections: When an employer searches for drivers or when a driver applies for a job, relevant profile information is shared between the parties. Free-plan employers see limited information (first name and last initial only)
• Service Providers: With third-party services that help us operate the platform (hosting, email delivery, analytics)
• Legal Requirements: When required by law, regulation, legal process, or governmental request
• Safety: To protect the rights, property, or safety of HireOTR, our users, or the public

4. Sensitive Information

We recognize that CDL numbers, medical card information, DOT records, and clearinghouse data are sensitive. We apply additional protections to this data:

• Stored in encrypted database fields
• Access restricted to authorized personnel only
• CDL numbers and medical records are never displayed publicly
• Document uploads are stored in protected directories with PHP execution disabled
• MIME type validation and image verification applied to all uploads

5. Data Security

We implement industry-standard security measures including:

• HTTPS encryption for all data transmission (HSTS enforced)
• BCrypt password hashing with cost factor 12
• Hashed session tokens
• Rate limiting on authentication endpoints
• Prepared SQL statements to prevent injection attacks
• Input sanitization and validation
• Content Security Policy (CSP) headers
• Activity logging with IP and user agent tracking

6. Data Retention

• Account Data: Retained for as long as your account is active
• Activity Logs: Retained for 90 days, then deleted
• Session Data: Sessions expire after 7 days of inactivity
• Documents: Retained until you delete them or close your account
• Application History: Retained for the duration of the employment relationship

7. Your Rights

You have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information via your profile
• Deletion: Request deletion of your account and associated data
• Portability: Request your data in a portable format
• Opt-Out: Unsubscribe from non-essential email communications
• Restrict Processing: Request that we limit how we use your data

8. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. As stated above, we do not sell personal information.

9. Children's Privacy

HireOTR is designed for professional CDL drivers and carriers. Our platform is not intended for individuals under 18 years of age, and we do not knowingly collect information from minors. CDL holders must be at least 18 (21 for interstate commerce) by federal regulation.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email. The "Last updated" date at the top of this page indicates when this policy was last revised.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

• Email: privacy@hireotr.com
• Website: www.hireotr.com