Introduction
At GlowTMS, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fleet management platform and services.
This policy applies to all users of GlowTMS, including fleet managers, drivers, dispatchers, and other authorized personnel within your organization.
- Account Information: Name, email address, phone number, job title, and company affiliation
- Billing Information: Payment details, billing address, and tax identification numbers
- Fleet Data: Vehicle information, driver details, carrier data, and operational records
- Location Data: Locations a driver chooses to share from the driver app, and stop check-in and check-out times
- Communication Records: Emails sent through the platform at your request, and support communications
- Device Information: IP addresses, browser type, device identifiers, and operating system
- Usage Analytics: Platform usage patterns, feature utilization, and performance metrics
- Cookies and Tracking: Session data, preferences, and website interaction tracking
Compliance and Regulatory Data
- DOT Information: USDOT numbers, MC numbers, and operating authority details
- Driver Records: Driver details and compliance expiration dates you enter or import
- Inspection Records: Vehicle inspection reports and compliance documentation
- Fuel and Toll Records: Fuel purchases by state and toll transactions you import or enter
We use the collected information for:
- Service Delivery
Providing and maintaining our fleet management platform and related services - Compliance Management
Ensuring regulatory compliance and generating required reports for DOT, IFTA, and other agencies - Safety and Security
Monitoring driver safety, vehicle security, and operational risk management - Analytics and Optimization
Analyzing fleet performance, route optimization, and operational efficiency improvements - Communication
Sending operational updates, compliance alerts, and important service notifications - Billing and Payments
Processing subscription fees, usage-based charges, and financial transactions - Customer Support
Providing technical assistance and resolving service-related issues
Data Sharing and Disclosure
- Service Providers: Third-party vendors who assist with platform operations, payment processing, and technical support
- Regulatory Agencies: When required by law or regulation (DOT audits, compliance investigations)
- Emergency Services: In case of accidents, breakdowns, or safety emergencies
- Recipients You Choose: Brokers, factors, and other parties you send invoices, documents, or statements to
- Legal Requirements: When required by court orders, subpoenas, or legal proceedings
We Do NOT:
- Sell your personal information to third parties
- Share sensitive fleet data with competitors
- Use your data for purposes unrelated to fleet management services
- Disclose driver information without proper authorization
Data Security
We implement comprehensive security measures including:
- Encryption: End-to-end encryption for data transmission and AES-256 encryption for stored data
- Access Controls: Role-based permissions and multi-factor authentication
- Infrastructure Security: SOC 2 compliant cloud hosting with regular security audits
- Monitoring: Continuous monitoring for security threats and unauthorized access
- Backup and Recovery: Regular data backups and disaster recovery procedures
However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but commit to industry best practices.
Data Retention
We retain your information for as long as necessary to:
- Provide ongoing fleet management services
- Comply with legal and regulatory requirements (typically 3-7 years for transportation records)
- Resolve disputes and enforce our agreements
- Maintain business records for operational purposes
When data is no longer needed, we securely delete or anonymize it according to our data retention policies.
Your Rights and Choices
You have the right to:
- Access: Request copies of your personal data we maintain
- Correct: Update or correct inaccurate personal information
- Delete: Request deletion of your data (subject to legal and contractual obligations)
- Restrict Processing: Limit how we use your personal information
- Data Portability: Export your data in a commonly used format
- Opt-Out: Unsubscribe from marketing communications (service notifications may continue)
To exercise these rights, contact us at privacy@glowtms.com.
Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Maintain user sessions and platform functionality
- Remember user preferences and settings
- Analyze platform usage and performance
- Provide personalized experiences
You can control cookie settings through your browser, but disabling certain cookies may affect platform functionality.
Third-Party Integrations
GlowTMS integrates with various third-party services including:
- Hosting and Database Providers: To store and process platform data
- Email Delivery Providers: To send invoices, statements, invitations, and notifications you request
- AI Extraction Providers: Only when your organization enables AI-assisted extraction, to draft data from documents you upload
- Accounting Software: Through exports you choose to download
These integrations are governed by their respective privacy policies and our data sharing agreements.
International Data Transfers
GlowTMS primarily operates within the United States. If you access our services from outside the US, your information may be transferred to and processed in the United States, where our servers and primary operations are located.
Children’s Privacy
GlowTMS is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children under 18.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by:
- Posting updates on our website
- Sending email notifications to account administrators
- Providing in-platform notifications
Continued use of GlowTMS after policy updates constitutes acceptance of the revised terms.
If you have questions about this Privacy Policy or our data practices, please contact us:
Last Updated: July 2025