Privacy Policy

2.1 Information You Provide

We collect information that you provide directly, including:

• Contact and lead information: name, business name, business email, business phone number, USDOT or MC number, role/title, and any information you provide in a demo request, contact form, or other inquiry.
• Account information: information you provide when you or your organization creates a Dotra account, including names, business email addresses, and login credentials of authorized users.
• Billing information: billing contact information and subscription details. Payments are processed by Stripe, Inc. Dotra retains only Stripe customer and subscription reference IDs. Payment card data is collected and stored by Stripe under their PCI DSS compliance program and is never stored on Dotra's servers.
• Communications: information you provide when you communicate with us by email, telephone, online chat, or otherwise.

2.2 Information Collected Automatically

When you visit the Site or use the Services, we and certain service providers automatically collect:

• Device and browser information: IP address, browser type, operating system, device type, language preferences, and similar information.
• Usage information: pages visited, time spent on pages, referring URLs, search terms used to reach the Site, and other interaction information.
• Cookies and similar technologies: information from cookies, web beacons, pixels, and similar technologies used on the Site. See Section 6 (Cookies and Tracking Technologies) below for details.

2.3 Information from Third Parties

We may receive information about you from third parties, including:

• Marketing and lead generation providers, such as data enrichment services that supplement our contact records.
• Public sources, such as commercial registries, the Federal Motor Carrier Safety Administration's public databases, and professional networking sites.
• Our business customers, who may identify you as a contact at their organization.

2.4 Categories of Personal Information

For purposes of certain state privacy laws, the categories of personal information we have collected in the preceding twelve (12) months are: identifiers (such as name, email, phone, IP address); commercial information (such as records of products or services purchased); internet or other electronic network activity information (such as browsing history on the Site); geolocation data (approximate, derived from IP address); professional or employment-related information (such as job title and company); and inferences drawn from the above.

2.5 Partner Program Data

If you apply to or participate in the Dotra Partner Program, we collect your name, business name, email address, mailing address, taxpayer identification number (provided via IRS Form W-9), banking information for ACH payouts, and referral activity data including referral codes, click attribution data, and commission records.

2.6 ELD and Telematics Data

If you connect a third-party ELD or telematics account (such as Motive or Samsara), we collect fleet data from that provider including vehicle records, driver records, hours of service logs, and driver vehicle inspection reports. This data is collected only with your explicit authorization and is used solely to provide compliance monitoring features within the platform.

2.7 Conversion and Attribution Data

When you reach the Site or the Services from an advertisement or a referral link, we record attribution information and retain it with your account, including advertising click identifiers supplied by Google and Meta, any referral code or link used, a first-party visitor identifier, the IP address and browser user agent recorded at the time you sign up, and the advertising consent then in force for you, together with whether that consent arose from a choice you made or from the default applicable to your location as described in Section 6.1. If you opt out of advertising consent, or if your browser transmits a Global Privacy Control signal, advertising click identifiers are discarded rather than stored; the IP address and user agent are retained as ordinary request metadata for security and fraud review.

4.1 Service Providers

We share information with third-party service providers who perform functions on our behalf. These include, for example, Vercel (hosting and web analytics), Supabase (database), SendGrid (email), Twilio (SMS), Anthropic (AI document scanning and compliance assistant), customer support tools, Google LLC (advertising measurement and conversion tracking), and Meta Platforms, Inc. (advertising measurement and conversion tracking, subject to user consent). We require these service providers to handle personal information consistently with this Privacy Policy and applicable law, and to use it only for the purposes for which we engage them.

4.2 Business Customers

If you interact with us as an employee, contractor, or contact of one of our business customers, we may share information about you with that customer in connection with their account and our relationship with them.

4.3 Legal Compliance and Protection

We may disclose information when we believe in good faith that disclosure is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) protect the rights, property, or safety of Dotra, our customers, our users, or others; (c) detect, prevent, or address fraud, security issues, or technical issues; or (d) enforce our agreements, including our Terms of Service.

4.4 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such transfer and any choices you may have regarding your information.

4.5 With Your Consent

We may share information with third parties when you direct us to do so or otherwise consent.

4.6 Aggregated or De-Identified Information

We may share aggregated or de-identified information that cannot reasonably be used to identify you with third parties for any lawful purpose.

4.7 Sale and Sharing of Personal Information

We do not sell personal information for monetary consideration. We use the Meta Pixel and Google Ads conversion tags described in Section 6, and we transmit the server-side conversion events described in Section 4.10, in each case for the purpose of measuring the performance of our own advertising. Under the California Consumer Privacy Act and comparable state privacy laws, the use of these tags and the transmission of these events may constitute "sharing" of personal information for cross-context behavioral advertising, and we treat them as such. We do not control, and make no representation regarding, how an advertising provider uses an event after we transmit it. You may opt out at any time using "Cookie settings" in the site footer, as described in Section 6.3, and we honor Global Privacy Control signals as an opt-out request, as described in Section 6.4. Where you have opted out, or where a Global Privacy Control signal is present, these tags are not loaded and no conversion event is transmitted.

4.8 Partner Program

We share partner tax information with applicable tax authorities as required by law, including filing IRS Form 1099-NEC for qualifying commission payments. We do not share partner banking information with any third party other than our payment processor.

4.9 ELD Integrations

We do not share data retrieved from your ELD or telematics provider with third parties except as required to provide the platform's features or as required by law.

4.10 Advertising Measurement

We measure the performance of our advertising using both browser-based tools and server-side conversion interfaces. When a signup, trial, or purchase occurs, we transmit a record of that event to Google LLC and to Meta Platforms, Inc. The record we transmit to Meta includes a hashed form of the business email address, business telephone number, and business name associated with the event, together with the IP address and browser user agent recorded at signup and the Meta click identifiers described in Section 2.7. Hashing is applied before transmission using SHA-256. We transmit these events for the purpose of measuring the performance of our own advertising, and we do not transmit Customer Data. We transmit them only where advertising consent is in force for you under Section 6.1 — that is, where you have accepted, or where you are in the United States and have not opted out. No event is transmitted if you have opted out, if your browser transmits a Global Privacy Control signal, or if you are outside the United States and have not accepted.

4.11 Compliance Managers

If you are a business customer that has granted a Compliance Manager access to your account, as described in Section 7 of our Terms of Service, that Compliance Manager's authorized users are able to view and act on your account, including Customer Data, for as long as the access remains in effect. That access is at your direction, and you may remove it at any time. We maintain a record of the actions taken in your account by a Compliance Manager and make that record available to you.

4.12 Dotra Support Access

At your request, our personnel may access your account to provide setup, configuration, data entry, or troubleshooting assistance, and may create, modify, or delete Customer Data in it for that purpose, as described in Section 2.5 of our Terms of Service. That access is limited to the account for which you requested assistance, requires a reason recorded at the time the access begins, and expires automatically after a limited period unless renewed on the same basis. It does not extend to your subscription or billing, to your account's users, roles, or sign-in credentials, or to your account's security settings. We maintain a record of the actions taken in your account under that Section, attributed to Dotra and not to your authorized users, and make that record available to you in your account.

6.1 What We Use

We use cookies and similar technologies on the Site for the following purposes:

• Strictly necessary cookies: required for the Site to function (for example, to maintain your session). These cannot be disabled.
• Analytics: we use privacy-friendly analytics via Vercel Web Analytics to understand how visitors use the Site. These help us improve the Site.

Marketing attribution: if you arrive from an advertisement, a partner link, or a campaign link, we store the campaign details and a randomly generated identifier in your browser's local storage for up to 90 days. This lets us tell which campaigns bring people to Dotra, and connect a later signup to the link you originally clicked. The identifier is random, is not derived from your device, is used only by us, and is never shared with advertising networks or other third parties. Clearing your browser storage removes it.

We use Google Ads conversion tracking on the app to measure the effectiveness of our advertising. We also use the Meta Pixel for advertising measurement. In addition, we send conversion events to these providers from our own servers, as described in Section 4.10; these events do not involve cookies.

If you visit from the United States, our analytics and advertising tools are on by default. You can opt out at any time using "Opt out" in our cookie notice or "Cookie settings" in the site footer, and a Global Privacy Control signal from your browser opts you out automatically. If you visit from outside the United States, or if we cannot determine your location, these tools load only after you accept them.

6.2 Authenticated Application

Within the authenticated Dotra application (where customers manage their compliance data), we use Google Ads conversion tracking to measure when users complete signup and start a free trial. We also use the Meta Pixel for advertising measurement within the app. The choice described in Section 6.1 applies here in the same way and is the same choice: the Site and the authenticated application share a single record of it, so opting out in either place opts you out of both. We do not use third-party advertising or marketing cookies for any purpose other than measuring the effectiveness of our advertising. In addition, we send conversion events to these providers from our own servers, as described in Section 4.10; these events do not involve cookies. We may use limited product analytics tools to understand feature usage and improve the Services; these tools are configured to avoid transmitting Customer Data to third parties.

6.3 Managing Cookies

You can change your choice at any time from "Cookie settings" in the site footer. You can also manage cookies through your browser settings. Most browsers allow you to refuse or accept cookies and to delete existing cookies.

6.4 Do Not Track and Global Privacy Control

We honor Global Privacy Control (GPC) signals as an opt-out request for the "sale" and "sharing" of personal information under applicable state privacy laws. We do not currently respond to traditional "Do Not Track" browser signals.

8.1 Rights Available to All Users

Regardless of where you live, you may at any time: (a) opt out of marketing communications by clicking the "unsubscribe" link in any marketing email or by contacting us at support@visionaryv.net; (b) request access to or correction of information we hold about you, where applicable; and (c) update your account information through your account settings.

8.2 Rights for U.S. State Residents

If you are a resident of a U.S. state with a comprehensive consumer privacy law you may have the following rights, subject to applicable exceptions:

• Right to know / right to access: to request information about the personal information we collect, use, and disclose.
• Right to delete: to request deletion of personal information we have collected from you.
• Right to correct: to request correction of inaccurate personal information.
• Right to data portability: to receive a copy of your personal information in a portable format.
• Right to opt out of sale or sharing: to opt out of the sale or sharing of personal information for targeted advertising. As described in Section 4.7, we do not sell personal information, and you may opt out of the advertising measurement that may constitute "sharing" using "Cookie settings" in the site footer or by transmitting a Global Privacy Control signal.
• Right to limit use of sensitive personal information: to restrict our use and disclosure of certain sensitive personal information.
• Right to non-discrimination: not to be discriminated against for exercising any of these rights.
• Right to appeal: in certain states, to appeal a denial of a privacy request.

8.3 How to Exercise Your Rights

To exercise any of these rights, please email us at support@visionaryv.net or submit a request at dotracompliance.com/privacy-request. We will respond within the timeframe required by applicable law (generally within 45 days). To protect your privacy, we may need to verify your identity before responding to certain requests. If you have an account with us, we may verify your identity through your account credentials. If you do not, we may need to ask for additional information.

8.4 Authorized Agents

You may designate an authorized agent to submit privacy requests on your behalf. We may require written verification of the agent's authority and may verify the identity of the consumer directly.

8.5 California-Specific Disclosures

Under the California Consumer Privacy Act ("CCPA"), as amended by the California Privacy Rights Act ("CPRA"), California residents have the rights described in Section 8.2. In the preceding twelve (12) months, we have collected the categories of personal information listed in Section 2.4 and disclosed those categories to the service providers described in Section 4. We do not sell personal information for monetary consideration. As described in Section 4.7, our use of the Meta Pixel and Google Ads conversion tags, and our transmission of the server-side conversion events described in Section 4.10, may constitute "sharing" of personal information for cross-context behavioral advertising, and we treat them as such. You may opt out at any time using "Cookie settings" in the site footer, and we honor Global Privacy Control signals as an opt-out request for the sale or sharing of personal information. California residents may exercise their rights by emailing support@visionaryv.net.

8.6 Texas-Specific Disclosures

Under the Texas Data Privacy and Security Act, Texas residents have the rights described in Section 8.2. We do not engage in the "sale" of personal data as that term is defined in Texas law. As described in Section 4.7, our use of advertising measurement tags and our transmission of server-side conversion events may constitute "targeted advertising" as that term is defined in Texas law, and we treat them as such; you may opt out at any time using "Cookie settings" in the site footer, and we honor Global Privacy Control signals as an opt-out request. Texas residents may exercise their rights by emailing support@visionaryv.net.

8.7 Notice to Nevada Residents

Nevada residents have a right to opt out of the sale of certain covered information. As noted, we do not sell personal information for monetary consideration. You may submit verifiable requests by contacting support@visionaryv.net.