Contents
DOT Serenity respects the privacy of customers, users, drivers, applicants, website visitors, and other individuals whose information may be processed through our Services.
This Privacy Policy explains how [LEGAL ENTITY NAME], doing business as DOT Serenity (“DOT Serenity,” “we,” “us,” or “our”), collects, uses, discloses, and protects personal information.
This Privacy Policy applies to:
- dotserenity.com;
- app.dotserenity.com;
- the DOT Serenity platform;
- customer and driver portals;
- DOT Serenity compliance and administrative services; and
- related communications and services.
It does not govern the independent privacy practices of third-party websites or services.
1. Information We Collect
The information we collect depends on how an individual interacts with DOT Serenity.
Account and Contact Information
We may collect:
- first and last name;
- business email address;
- telephone number;
- account identifiers;
- organization affiliation;
- job title or role;
- authentication and security information; and
- communication preferences.
We do not need or store users' plaintext passwords. Authentication credentials are handled through our authentication infrastructure.
Business and Motor Carrier Information
We may collect information concerning a carrier or transportation business, including:
- legal and trade names;
- USDOT and operating-authority information;
- addresses and contact information;
- operating classifications;
- fleet and driver information;
- regulatory registrations;
- insurance-related compliance information;
- service providers;
- compliance status;
- deadlines; and
- other information necessary to determine and manage applicable compliance requirements.
Some carrier information may also be obtained from publicly available government records.
Driver, Applicant, and Employment-Related Information
When customers use DOT Serenity to manage drivers, applicants, or former drivers, we may process information such as:
- name and contact information;
- address history where applicable;
- driver's-license and licensing information;
- driving-history information;
- motor vehicle records;
- employment history;
- prior-employer investigation information;
- qualification records;
- road-test or equivalent qualification information;
- medical-qualification status and related compliance documentation;
- training and credential information;
- accident or safety information;
- drug-and-alcohol program compliance records;
- Clearinghouse-related administrative records;
- signatures, acknowledgments, and authorizations; and
- other information required for applicable compliance workflows.
DOT Serenity's systems are designed to limit collection of information that is not needed for the Services.
Customers should not submit Social Security numbers or other highly sensitive information unless DOT Serenity specifically provides an authorized secure workflow requesting it.
Vehicle and Operational Information
We may process:
- vehicle identification and registration information;
- vehicle characteristics;
- inspection and maintenance information;
- defects and repair records;
- out-of-service information;
- credentials and expiration dates;
- supporting documents; and
- other operational compliance records.
Documents and Files
Customers and authorized users may upload documents, images, records, forms, and other files needed to use the Services.
Communications
We may retain information contained in:
- support requests;
- secure messages;
- emails;
- service communications;
- requests for compliance assistance; and
- other communications with DOT Serenity.
Transaction and Billing Information
When paid Services are offered, we may receive information about subscriptions, invoices, transaction status, billing contacts, and payment-related events.
Payment-card information may be processed directly by a third-party payment processor rather than stored by DOT Serenity.
Device, Usage, and Security Information
When users access our websites or platform, we may automatically receive information such as:
- IP address;
- browser and device information;
- operating system;
- referring pages;
- pages or features accessed;
- timestamps;
- security and authentication events;
- log information;
- approximate location derived from IP address where applicable; and
- information necessary to detect abuse, fraud, or security threats.
2. Sources of Information
We may receive information:
- directly from you;
- from your employer or motor carrier;
- from another authorized user in your organization;
- from drivers and applicants;
- from government databases and public records;
- from authorized compliance and service providers;
- from integrated third-party services;
- automatically from devices and browsers; and
- from other sources authorized by the customer or permitted by law.
3. How We Use Information
We may use personal information to:
- create and secure accounts;
- verify identities and email addresses;
- provide the DOT Serenity platform;
- determine potentially applicable compliance requirements;
- organize and maintain compliance records;
- perform authorized managed compliance services;
- monitor deadlines and expirations;
- generate reminders and notifications;
- process documents and records;
- support driver and vehicle compliance workflows;
- respond to support requests;
- communicate with customers and authorized users;
- maintain audit trails;
- detect, investigate, and prevent unauthorized access, fraud, and abuse;
- protect DOT Serenity, our customers, and other individuals;
- improve and maintain the Services;
- administer billing and subscriptions;
- comply with legal obligations;
- establish, exercise, or defend legal rights; and
- perform other activities disclosed when information is collected.
4. Customer-Directed Processing
Much of the information processed through DOT Serenity is provided by or on behalf of a business customer.
In those circumstances, the customer determines why certain information is submitted to the Services and which authorized users may access it.
DOT Serenity processes that information to provide Services to the customer and according to the customer's authorized instructions, subject to applicable law and DOT Serenity's independent obligations relating to security, fraud prevention, legal compliance, and operation of the Services.
Individuals with questions about records maintained by their employer or motor carrier may need to contact that organization directly.
5. How We Disclose Information
We may disclose information to the following categories of recipients as reasonably necessary.
Service Providers
We use companies that assist with functions such as:
- hosting;
- database services;
- authentication;
- cloud document storage;
- email delivery;
- website deployment;
- cybersecurity and bot prevention;
- monitoring and error reporting;
- workflow processing;
- analytics;
- communications;
- payment processing; and
- other technology or business operations.
These providers receive information only as appropriate to perform services for us and are subject to applicable contractual or legal obligations.
Customer Organizations and Authorized Users
Information associated with an organization may be made available to users authorized by that organization according to their roles and permissions.
Compliance and Operational Providers
At a customer's direction or where required to provide requested Services, information may be exchanged with authorized providers such as:
- motor vehicle record providers;
- consumer reporting agencies where applicable;
- medical or occupational providers;
- drug-and-alcohol program administrators;
- laboratories or testing providers where applicable;
- training providers;
- insurers;
- process agents;
- registration or tax-service providers; and
- other compliance-related providers.
Government and Legal Disclosures
We may disclose information when reasonably necessary to:
- comply with applicable law, subpoena, court order, or legal process;
- respond to a lawful government request;
- protect legal rights;
- investigate fraud or security incidents;
- protect individuals from harm; or
- enforce agreements.
Business Transactions
Information may be transferred as part of a merger, financing, acquisition, restructuring, bankruptcy, sale of assets, or similar business transaction, subject to applicable law.
6. We Do Not Sell Personal Information for Money
DOT Serenity does not sell personal information in exchange for money.
If our practices change in a manner that creates additional rights under applicable state privacy laws, we will update this Privacy Policy and provide required choices or notices.
7. Advertising and Tracking
DOT Serenity may use limited analytics and technical technologies to understand website and product usage, maintain security, and improve the Services.
We do not currently intend to use sensitive compliance records for cross-context behavioral advertising.
If our use of advertising or tracking technologies materially changes, this Privacy Policy will be updated and required controls will be provided.
8. Security
DOT Serenity uses administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.
Depending on the system and information involved, safeguards may include:
- authentication and access controls;
- multi-factor authentication;
- role- and permission-based access;
- tenant isolation;
- private cloud storage;
- limited-duration document access;
- encryption provided by our infrastructure and service providers;
- security logging and audit trails;
- monitoring;
- backup and recovery processes; and
- restricted employee or contractor access.
No system is completely secure, and DOT Serenity cannot guarantee absolute security.
If you believe your account or information has been compromised, contact security@dotserenity.com.
9. Data Retention
We retain information for as long as reasonably necessary to:
- provide the Services;
- comply with transportation and other record-retention requirements;
- fulfill customer instructions;
- maintain business and security records;
- resolve disputes;
- enforce agreements; and
- comply with legal obligations.
Different records may have different retention periods.
Some regulated transportation records must be retained for legally required periods even after a driver, user, or customer relationship ends.
Backups and security records may remain for additional limited periods according to applicable retention practices.
10. Data Deletion
Customers and individuals may request deletion where applicable.
However, we may retain information when necessary or permitted for:
- legal record-retention requirements;
- regulatory compliance;
- security;
- fraud prevention;
- audit history;
- contractual obligations;
- dispute resolution;
- backups; or
- establishment, exercise, or defense of legal claims.
Deleting a DOT Serenity account therefore may not result in immediate deletion of every historical compliance record.
11. Privacy Rights
Depending on where you live and applicable law, you may have rights concerning your personal information, potentially including the right to:
- request access to personal information;
- request correction of inaccurate information;
- request deletion;
- obtain information about categories of information collected or disclosed;
- obtain a portable copy of certain information;
- opt out of certain uses or disclosures where applicable; and
- appeal a decision regarding a privacy request where required by law.
To submit a privacy request, contact:
privacy@dotserenity.comWe may need to verify your identity before processing a request.
Where information is maintained by DOT Serenity on behalf of an employer or motor-carrier customer, we may refer the request to that organization or coordinate with it as appropriate.
12. Driver and Applicant Records
Drivers and applicants may have additional rights under employment, motor-carrier, consumer-reporting, or other laws depending on the particular record and how it was obtained.
This Privacy Policy does not replace notices, disclosures, authorizations, or rights required for specific employment or consumer-reporting processes.
Where a customer's use of a consumer report is subject to the Fair Credit Reporting Act or similar laws, applicable disclosures and authorizations must be handled through the appropriate process.
13. Children's Privacy
DOT Serenity is a business and transportation-compliance service and is not intended for children under 13.
We do not knowingly seek personal information directly from children under 13 through consumer-facing use of the Services.
If you believe a child has provided personal information directly to DOT Serenity improperly, contact privacy@dotserenity.com.
15. Third-Party Websites and Services
Our Services may contain links to or interact with third-party websites, government systems, and service providers.
Their privacy practices are governed by their own policies, and DOT Serenity does not control their independent privacy practices.
16. International Users
DOT Serenity is currently designed primarily for U.S. motor-carrier compliance.
If information is accessed or submitted from outside the United States, it may be processed in the United States or other locations where our service providers operate, subject to applicable law.
17. Changes to This Privacy Policy
We may update this Privacy Policy as our Services, legal requirements, or information practices change.
When appropriate, we will provide notice of material changes.
The effective date and version at the top identify the current version.
18. Contact Us
For privacy questions or requests:
DOT Serenity[LEGAL ENTITY NAME]Privacy: privacy@dotserenity.comSecurity: security@dotserenity.comSupport: support@dotserenity.comWebsite: https://dotserenity.comMailing Address: [BUSINESS MAILING ADDRESS]