Privacy Policy

RoadReady Fleet OS is a fleet-operations service for transportation companies. This policy explains what information the service processes, why it is used, and the choices available to account holders.

1. Information we process

Depending on how your company uses RoadReady, the service may process:

• Account information: name, email address, phone number, password-authentication records, role, company membership and invitation codes.
• Company and fleet information: company name and logo, trucks, trailers, drivers, dispatch records, route instructions, pickup and delivery details, financial estimates, maintenance records and reports.
• Communications: Operations messages, private conversations, read status, photographs and chat attachments.
• Documents, forms and Load Inbox email: files or images users choose to upload, including BOL, POD, receipts, inspection records, incident forms and related notes. When a company enables Automatic Load Inbox, RoadReady also processes the sender, recipient, subject, email text and supported attachments sent to that company's unique RoadReady load address.
• Accounting and QuickBooks information: expense categories, vendors, customer names and email addresses, invoice amounts, payment-account mappings, QuickBooks company identifiers, synchronization status, transaction identifiers and diagnostic identifiers returned by Intuit. When a company enables the integration, RoadReady may create or update authorized accounting records and attach selected receipts or POD files in that company's QuickBooks Online account.
• Location, route and HOS information: a location shared manually by a driver and, when a company Owner connects an authorized telematics provider, vehicle positions, timestamps, speed, vehicle/driver assignments, available provider HOS fields and related synchronization status. Pickup, stop and delivery addresses may be converted to coordinates and road routes to calculate operational ETA.
• Notification and technical information: push-notification subscription identifiers, browser/device details needed to operate the service, security logs and basic diagnostic information.
• Website and product analytics: page views, approximate location, browser/device information, traffic source, session activity and product events such as starting registration, creating a route or beginning checkout. RoadReady does not intentionally send names, email addresses, company names, document contents, message contents, route addresses or precise driver locations to Google Analytics.
• Subscription information: plan status, customer and subscription identifiers. Payment-card details are handled by Stripe and are not stored by RoadReady.

2. How information is used

Information is used to authenticate users, separate company workspaces, provide dispatch and fleet features, receive authorized load email, extract shipment fields and stop sequences, prevent duplicate imports, create high-confidence routes according to company settings, synchronize authorized provider data, calculate multi-stop road distance and operational ETA, deliver messages, transactional emails and notifications, process subscriptions, maintain security, respond to support requests, troubleshoot failures and improve the service. When an authorized company Owner connects QuickBooks Online, RoadReady also uses selected company records to synchronize expenses, receipts, customers, invoices, POD attachments and invoice-payment status according to that company's settings.

3. Company administrators

A company Owner controls membership in that company workspace. Owners and Dispatchers may have access to operational records created by Drivers. Only an authorized company connection is used for QuickBooks synchronization, and QuickBooks data and tokens are scoped to that RoadReady company workspace. The Owner can disconnect the integration in RoadReady. Your employer or contracting company may have its own policies governing how it uses information entered into RoadReady.

4. Analytics and cookies

RoadReady uses Google Analytics 4 to understand website traffic, feature adoption, registration flow and subscription conversion. Google Analytics may use first-party cookies or similar identifiers to distinguish browsers and sessions and may process session statistics, approximate geolocation and browser/device information. Advertising personalization signals are disabled in RoadReady's current analytics configuration.

Users may limit cookies through browser settings. Google also provides a Google Analytics opt-out browser add-on. Blocking analytics may reduce measurement accuracy but should not prevent core RoadReady fleet features from working.

5. Service providers

RoadReady relies on service providers to operate the platform, including Supabase for authentication, database, server-side functions and file storage; Netlify for web hosting and delivery; Stripe for billing; Resend for authentication, transactional email and company-authorized inbound Load Inbox email; OpenAI for structured extraction from supported trucking email and documents (RoadReady requests that these API responses are not stored); Geoapify and OpenStreetMap-derived data for address geocoding, appointment-timezone resolution and road routing; authorized telematics providers connected by a company Owner for available GPS, HOS, fuel, odometer or diagnostic data; Intuit QuickBooks Online for accounting synchronization when enabled; Google Analytics for website and product measurement; and device/browser push services for notifications. Email/document content is sent to the configured document-intelligence service only as needed to perform the requested extraction. Route addresses and coordinates are sent to the configured location service only as needed to normalize stops and calculate or cache the route. These providers process information under their own terms and privacy practices.

6. Sharing and disclosure

RoadReady does not sell personal information. Information may be disclosed to service providers as needed to operate the service, when required by law, to protect users or the platform, or as part of a business reorganization. Company information is visible only to authorized members of that company, subject to their assigned role and the service's access controls.

7. Retention and deletion

Information is retained while an account or company workspace remains active and as reasonably needed for security, billing, dispute resolution and legal obligations. Users can initiate account deletion inside RoadReady from Profile or Settings. Google Play users may also review the public deletion instructions at Account Deletion. Some limited records may be retained when legally required or in temporary encrypted backups until those backups rotate.

8. Security

RoadReady uses authentication, role-based workspace controls, encrypted network connections and managed infrastructure. QuickBooks credentials, telematics credentials and location-service API keys are handled by server-side functions and are not intentionally exposed in browser code; supported stored provider tokens are encrypted before database storage. No online service can guarantee absolute security. Users are responsible for protecting passwords, devices and invitation codes and for removing former team members promptly.

9. Your choices

• Update profile information inside the app.
• Disable push notifications in RoadReady or device settings.
• Choose whether to share a location manually; company Owners can connect or disconnect authorized telematics integrations used for automatic fleet location/HOS synchronization.
• Delete private conversations where the feature is available.
• Have an authorized company Owner connect, configure or disconnect QuickBooks Online.
• Request account deletion or privacy assistance using the contact information below.

10. Children

RoadReady is designed for business users and is not directed to children under 13. Users must also meet any higher minimum age required in their jurisdiction or by their employer.

11. International processing

Service providers may process data in Canada, the United States or other countries where they operate. Those locations may have different privacy laws from your home jurisdiction.

12. Changes to this policy

This policy may be updated as RoadReady changes. The effective date at the top will be revised, and material changes may also be communicated in the service.

13. Contact