Privacy Policy
Last updated: September 2026
The short version
We hold as little personal information as possible, we encrypt what we hold, we never sell it, and drivers' documents are visible only to their own company's account.
What we collect
From fleet accounts: company name, USDOT number, your email, and billing status. Payment card numbers go directly to our payment processor (Stripe) and never touch our servers.
From drivers: name, phone number (to send document-request texts), and photos of compliance documents their employer is required to keep — plus the document dates we track. We deliberately do not extract personal details from document images into our database: no Social Security numbers, no dates of birth, no home addresses as data fields. What's inside a document image stays inside the encrypted image.
From website visitors: a waitlist email address if you join, and standard server logs. No advertising trackers.
How it's stored and protected
Records are encrypted in transit and at rest. Document images live in private storage and are served only through short-lived links — never public web addresses. Every record belongs to one company's account, and the system will not show one company's records to another. Access to files is logged.
Drivers' documents
Federal rules require motor carriers to keep qualification records about their drivers. When a carrier uses AxleFile for that, we process those records on the carrier's behalf and under its instructions. Drivers with questions about records held on them should contact their carrier; we support carriers in answering those requests.
How long we keep things
Compliance records carry legally required retention periods, and we keep them for as long as the carrier's account requires — the product tracks those periods and supports purging records that have aged out. When an account closes, records are exportable and then deleted on a scheduled basis.
Who else touches the data
Only the service providers needed to run AxleFile: cloud hosting and storage, our text-messaging provider (to deliver document requests and reminders), our email provider, and our payment processor. Each processes data only to provide their service to us. We do not sell personal information, and we don't share it with advertisers.
If something goes wrong
If a breach affects your data, we will notify affected accounts and regulators as the law requires, and tell you plainly what happened and what we're doing about it.
Your choices
You can export your company's records anytime, correct account details, unsubscribe from the waitlist with one click, and ask us to delete waitlist or account data at support@axlefile.com.
Contact
Privacy questions: support@axlefile.com.