Privacy Policy

1. Introduction

Welcome to Vortex Tech LLC ("we," "our," or "us"). We operate the Vortex Transportation Management System (TMS) mobile application and web platform (collectively, the "Service"). We are committed to protecting your personal information and your right to privacy.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web platform. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access or use the Service.

If you have any questions or concerns about this privacy policy, or our practices with regards to your personal information, please contact us at vortextechllc@gmail.com.

2. Information We Collect

We collect information that you provide directly to us and information that is automatically collected when you use our Service.

2.1 Information You Provide to Us

When you register for an account, use our Service, or contact us, we may collect:

• Account Information: Name, email address, phone number, username, password, company name, and job title
• Driver Information: Driver's license number, commercial driver's license (CDL) information, DOT number, medical certification, drug/alcohol test results, hours of service (HOS) logs, and employment history
• Vehicle Information: Vehicle identification numbers (VIN), license plate numbers, registration information, insurance details, and maintenance records
• Load and Shipment Information: Load numbers, pickup and delivery locations, dates, times, cargo descriptions, rates, and customer information
• Financial Information: Payment methods, billing addresses, tax identification numbers, and transaction history
• Communication Data: Messages, emails, and other communications sent through our Service
• Documentation: Bills of lading (BOL), proof of delivery (POD), invoices, receipts, and other business documents

2.2 Information Automatically Collected

When you use our mobile application, we automatically collect:

• Device Information: Device type, operating system, and basic device information necessary for app functionality
• Camera and Photos: When you capture photos of documents (BOL, POD, receipts), signatures, or vehicle inspections
• Storage Access: To save and retrieve documents, images, and data files

2.3 Permissions Required

Our mobile application requires the following permissions:

• Camera: To capture photos of documents, signatures, and vehicle inspections
• Storage/Photos: To save and access documents, images, and files
• Phone: To make calls directly from the app and identify incoming calls
• SMS: To send and receive verification codes and notifications
• Notifications: To send push notifications about loads, deliveries, and important updates

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Provision: To provide, maintain, and improve our TMS platform, including load management and driver dispatch
• Account Management: To create and manage your account, authenticate users, and process transactions
• Load Management: To manage load assignments and track status updates
• Compliance: To maintain hours of service (HOS) logs, ensure regulatory compliance (DOT, FMCSA), and generate required reports
• Communication: To send you notifications, updates, alerts, and respond to your inquiries
• Document Management: To store, process, and manage business documents such as BOLs, PODs, invoices, and receipts
• Safety and Security: To detect fraud, prevent abuse, ensure driver safety, and protect our users
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

4. How We Share Your Information

We do not share your personal information with anyone. Your data is kept private and confidential within our system.

The only exception is if we are legally required to disclose information by law, court order, or government regulation (such as DOT or FMCSA reporting requirements). In such cases, we will only disclose the minimum information required by law.

We do not sell your personal information to third parties. We do not share your information with business partners, service providers, or any other third parties.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit (SSL/TLS) and at rest
• Secure authentication and access controls
• Regular security assessments and updates
• Employee training on data protection
• Secure data centers and cloud infrastructure

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

• Provide our Service to you
• Comply with legal obligations (e.g., DOT record-keeping requirements, which may require retention for up to 6 years)
• Resolve disputes and enforce our agreements
• Maintain business records for operational purposes

When we no longer need your information, we will securely delete or anonymize it, except where we are required to retain it for legal compliance.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Request a copy of your data in a portable format
• Opt-Out: Opt-out of certain data processing activities, such as marketing communications
• Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us at vortextechllc@gmail.com. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

Note: Some information, particularly driver and vehicle records, may be subject to federal regulations (DOT, FMCSA) that require retention regardless of deletion requests.

8. Children's Privacy

Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

9. International Data Transfers

We do not transfer your data internationally. All data is stored and processed within our secure systems and is not shared with or transferred to any third parties, regardless of location.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information held by us
• The right to opt-out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To exercise your California privacy rights, please contact us at vortextechllc@gmail.com.

11. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to access, rectification, erasure, and portability
• Right to restrict processing and object to processing
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority

Our legal basis for processing your information includes: contract performance, legitimate interests, legal compliance, and your consent.

12. Cookies and Session Management

We use cookies on our web platform to:

• Maintain your login session
• Remember your preferences and settings
• Ensure security and prevent fraud

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our Service.

13. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

Note: We do not share your data with any third-party services.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date
• Sending you an email notification (for significant changes)
• Displaying a notice in our mobile application

Your continued use of our Service after any changes indicates your acceptance of the updated Privacy Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We will respond to your inquiry within 30 days.