RoadCoda Privacy Policy

Version 1.0 · Adopted and effective 23 September 2026 · Next review: 23 September 2027

RoadCoda LLC · 268 Post Rd, Ste 200, PMB 487929, Fairfield, CT 06824-6220

Who this covers

RoadCoda is software that trucking companies use to run their own operations. Two groups of people are covered here:

Our customers — the trucking companies that subscribe, and their office staff who sign in.
People whose information our customers put into RoadCoda — mainly their drivers, and contacts at the businesses they deliver to.

If you are a driver: your employer decides what goes into RoadCoda and how it is used. We hold it on their behalf. Ask your employer first about your own records; we will help them answer you.

In the language of privacy laws, the trucking company is the controller (or "business") and RoadCoda is the processor (or "service provider") acting on their instructions.

What we collect

From the trucking company and its office staff

Company details: name, addresses, phone, billing email, logo
A login for each office user: name, email, role and screen permissions
Subscription billing details. We do not store card numbers.

Recorded by the software, on behalf of the trucking company

Drivers: name, phone, email, address, employee number, hire date, CDL number, class, state and expiry, medical certificate expiry, pay rates and pay records, handbook acknowledgments, check-ins
Work records: loads and stops, arrival and departure times, barcode scans, photographs taken at stops, receiver names and signatures, delivery exceptions, messages between office and drivers
Location: truck positions from the carrier's ELD provider, and — only where the carrier uses live tracking and the driver switches it on — the driver's phone position while a load is in progress and the app is open
Safety records: accident and injury reports, photographs, witness statements, OSHA injury records, inspections
The carrier's customers: delivery locations, contacts, notification emails and phone numbers, and any ratings or replies those contacts send

Automatically

Standard technical information when the software is used: IP address, browser type and pages visited
When someone reports a problem from inside RoadCoda: the page they were on, their browser and any errors that page recorded

We do not collect payment card numbers, Social Security numbers, bank account details or government identification numbers. We use no advertising or analytics trackers and no Meta pixels, and we do not track anyone across other websites.

Why we use it

To provide the software to the trucking company and the people they authorise
To send the delivery notices, tracking links and messages the carrier chooses to send
To keep the service secure, prevent misuse and investigate problems
To provide support, including when someone reports a problem
To bill for the subscription
To meet our legal obligations

We do not sell personal information. We do not share it for advertising. We do not use customer data to train artificial intelligence models.

Who we share it with

Other people at the same trucking company, according to the permissions that company sets.

The carrier's own customers, where the carrier chooses: delivery notices, a tracking link that shows a truck's position only while that delivery is the driver's next stop, the customer portal, and documents the carrier shares.

Providers who help us run RoadCoda, under contracts limiting what they may do with the information:

Provider	What they do	Where
Supabase	Database, file storage, sign-ins	United States
Render	Hosting of the web pages	United States
Resend	Sending email notices	United States
Google	Maps, distances, address lookups	United States
Twilio	Text messages, where a carrier uses that add-on	United States
The carrier's ELD provider (Samsara, Motive or Geotab)	Truck positions and hours, at the carrier's instruction	United States

Where the law requires it, or to protect rights and safety. If the business is sold or merged, information may transfer with it, subject to this policy.

How long we keep it

While a subscription is active, records are kept for as long as the trucking company needs them. Some records have legal retention periods — DOT accident registers, driver qualification files, OSHA injury logs — and meeting those is the carrier's responsibility.

After a subscription ends we keep the data for 60 days so it can be exported, then delete it. Backups are removed within a further 30 days. Problem reports and business records may be kept longer where we need them for legal or accounting purposes.

How we protect it

Each customer's data is separated at the database level, so one customer cannot see another's
Data is encrypted in transit, and at rest by our hosting provider
Files such as delivery photographs and compliance documents are stored privately and reachable only by people the carrier has authorised
Access by RoadCoda is limited to what is needed to run and support the service, and is protected by two-factor authentication
Sign-in codes and PINs are stored only as one-way hashes, never as readable text

No system is perfectly secure. If a breach affects personal information we will notify the affected trucking company without undue delay, and within 72 hours of confirming it, and will cooperate with any notifications the law requires.

Your choices and rights

If you work for a trucking company that uses RoadCoda, contact your employer first — they control those records. We will help them respond.

Depending on where you live you may have the right to know what information is held about you, obtain a copy, correct it, have it deleted, or object to certain uses. To make a request, email support@roadcoda.com with "Privacy request" in the subject.

How we handle a request

We acknowledge it within 5 business days.
We verify who you are, proportionately to what you are asking for.
We respond within 45 days, and tell you if we need a permitted extension.
Where we hold the information on behalf of a trucking company, we pass the request to them and act on their instructions.
If we refuse, we tell you why, and you may appeal by replying to our response. We answer appeals within 45 days.

We will not treat you differently for making a request.

Delivery notices. If a carrier sends you delivery emails or texts through RoadCoda, you can stop them by replying STOP to a text, using the unsubscribe link in an email, or asking the carrier directly.

Children

RoadCoda is business software, is not directed at anyone under 18, and we do not knowingly collect information from children.

Where data is held

RoadCoda is hosted in the United States. If you use it from elsewhere, your information is processed in the United States.

How this policy is kept current

The owner of RoadCoda LLC reviews this policy at least once a year, and sooner whenever the software starts collecting something new, a new provider is added, or a relevant law changes. The review date and version are recorded at the top of this document. Customers are told by email or in the software before a significant change takes effect.

Contact

RoadCoda LLC · 268 Post Rd, Ste 200, PMB 487929, Fairfield, CT 06824-6220

support@roadcoda.com · 860-338-8189

RoadCoda LLC · support@roadcoda.com · 860-338-8189