Privacy and data practices
Privacy Policy
Effective Date: July 24, 2026 · Last Updated: July 24, 2026. POLR Logistics respects your privacy and is committed to handling personal information responsibly and transparently.
Scope of this policy
This Privacy Policy explains how POLR Logistics (“POLR,” “POLR Logistics,” “we,” “us,” or “our”) collects, uses, stores, discloses, and protects information obtained through our website and landing pages; carrier, owner-operator, and dispatcher application forms; advertising lead forms; phone, email, and text communications; onboarding and document-submission processes; dispatch-support services; transportation-management, document-management, customer-management, analytics, and communication systems; and any other service, form, platform, or communication that links to this policy. By using our website, submitting a form, communicating with us, or using our services, you acknowledge the practices described here.
1. Information we collect
Depending on how you interact with POLR, we may collect contact information; business names and addresses; email addresses and phone numbers; carrier authority, MC and USDOT information; equipment, fleet, driver, lane, availability, freight-preference, insurance, factoring, broker-setup, load, route, pickup, delivery, billing, and service-level information; dispatcher experience, availability, references, resumes, tax and payment information; onboarding and compliance documents; website, device, advertising, conversion, and cookie information; communications and opt-in or opt-out records; and information received from authorized third parties or public motor-carrier records.
Carrier, owner-operator, and operational records
Carrier information may include legal and doing-business-as names, authority status and history, truck and trailer information, driver details, operating locations, preferred lanes, dispatch-support needs, insurance and factoring information, rate confirmations, bills of lading, proof-of-delivery documents, service selections, payment status, and other information necessary to evaluate, onboard, support, or communicate with a carrier. POLR may use software-assisted document extraction, with information reviewed, corrected, or completed manually when appropriate.
Dispatcher applicant information
Dispatcher applicant or contractor information may include contact details, work and contractor history, dispatching and software experience, equipment and freight experience, availability, capacity, references, resumes, preferred carrier types, tax and payment information, agreements, certifications, acknowledgments, and information used to evaluate qualifications, performance, assignment suitability, or continued participation. An application does not guarantee employment, contractor status, activation, an assignment, a minimum number of trucks, or compensation.
Documents, billing, and freight payments
POLR may request authority records, certificates of insurance, commercial driver’s licenses, medical cards, registrations, equipment records, W-9 forms, factoring notices, broker setup documents, agreements, safety or compliance records, expiration dates, and related records. Payment credentials may be processed by third-party providers. Freight payments from brokers or shippers are paid directly to the carrier. POLR does not receive, hold, or distribute carrier freight revenue as part of its dispatch-support services.
2. How we use information
We may use information to respond to inquiries; evaluate applications; schedule consultations; verify submissions; complete onboarding; match carriers with dispatchers; facilitate dispatch support; source and evaluate potential loads for an assigned carrier; assist with broker setup and communication; organize operational documents; support route and load planning; provide administrative reminders; administer service levels, invoices, and payments; address disputes; analyze service quality; prevent fraud or unauthorized access; improve our website, advertising, systems, and services; measure form and campaign performance; maintain required records; enforce agreements; protect rights; and comply with law. POLR does not guarantee loads, rates, revenue, broker approval, expense reductions, or business results.
3. How we disclose information
Information may be disclosed as reasonably necessary to assigned dispatchers and authorized POLR personnel; website, cloud, form, transportation-management, customer-management, payment, communication, analytics, advertising, cybersecurity, accounting, legal, insurance, and administrative providers; brokers, shippers, receivers, factoring companies, insurers, and other authorized operational parties; parties involved in a business transfer; and legal or governmental authorities when required. Information may also be disclosed at your direction or with your consent.
Sale and advertising-related disclosures
POLR does not sell carrier, driver, dispatcher-applicant, or customer contact information for monetary compensation. Advertising and analytics technologies may involve disclosures that certain state laws define as sharing, targeted advertising, or a sale even when no money is exchanged. Where required, POLR will provide an appropriate opt-out method.
4. Mobile information and text messaging
When you provide a mobile number and affirmatively agree to receive messages, POLR may contact you about your inquiry, application, consultation, onboarding, requested services, account or load activity, documents, billing, service updates, and promotional messages when agreed. Message frequency may vary. Message and data rates may apply. Marketing-text consent is not a condition of purchasing services. Reply STOP to opt out or HELP for assistance. Mobile opt-in information and consent records will not be sold or disclosed to third parties for their independent marketing purposes.
5. Email communications
POLR may send service-related, administrative, transactional, or promotional emails. You may unsubscribe from promotional email using the method in the message or by contacting us. Necessary communications concerning active requests, onboarding, services, billing, account security, legal notices, or an existing business relationship may continue.
6. Cookies, pixels, analytics, and advertising
POLR and its providers may use cookies, pixels, tags, software-development kits, and similar technologies to operate the website, remember preferences, understand usage, diagnose problems, measure submissions and advertising conversions, evaluate campaigns, prevent fraud, create advertising audiences, and deliver or measure relevant advertising. Controls may be available through a website preference tool, browser or device settings, or the relevant platform. Disabled technologies may affect functionality or measurement.
7. Google and Meta lead forms
Information submitted through Google, Facebook, Instagram, or other advertising-platform lead forms may be transferred to POLR and used as described in this policy. Each platform may independently process information under its own terms and privacy policy. Submitting a lead form does not create a carrier-service agreement, dispatcher contract, employment relationship, or guarantee of approval.
8. Data retention
Information is retained only as long as reasonably necessary to fulfill the purposes described, maintain an active or potential relationship, administer services, preserve operational history, resolve disputes, enforce agreements, meet tax, accounting, insurance, or legal obligations, prevent fraud, and maintain consent and opt-out records. Retention periods vary. Records may be deleted, anonymized, archived, or access-restricted when no longer reasonably necessary, while backup copies may remain for a limited period.
9. Data security
POLR uses reasonable administrative, organizational, and technical safeguards that may include authentication, access restrictions, role-based permissions, secure cloud services, password controls, document-access limitations, backups, updates, vendor controls, and security monitoring. No website, transmission, cloud platform, or information system can be guaranteed completely secure.
10. Accuracy and automated processing
POLR may use software, automation, or artificial intelligence to extract information from documents, organize records, categorize applications, identify missing information, detect possible duplicates, assist with reporting, or support administrative workflows. Automated results may be incomplete or inaccurate and may be reviewed, corrected, or confirmed by people. POLR does not intend to make decisions producing significant legal effects solely through automated processing without appropriate human involvement where required.
11. Your privacy choices
Depending on location and applicable law, you may request confirmation, access, correction, deletion, portability, restriction, objection, targeted-advertising opt-out, consent withdrawal, or review of an applicable privacy decision. Rights are not absolute, and information may be retained where permitted or required. Submit requests using the contact information below with “Privacy Request” in the subject line. Identity and authorized-agent verification may be required. POLR will not unlawfully discriminate against you for exercising an applicable right.
12–15. Browser signals, children, third parties, and location
Where legally required and technically supported, POLR will attempt to recognize applicable browser-based opt-out preference signals such as Global Privacy Control. Services are intended for adults and business users, and POLR does not knowingly collect information from children under 13. POLR is not responsible for third-party privacy, security, content, or practices. POLR is based in the United States, and information may be processed in the United States or other locations where providers operate.
16. Transportation and compliance disclaimer
POLR provides dispatch and administrative support services. Unless a separate written agreement states otherwise, POLR does not act as the motor carrier, shipper, receiver, freight broker, insurer, factoring company, employer of a carrier’s driver, law firm, tax adviser, financial adviser, or regulatory compliance agency. Administrative reminders and organizational features do not transfer legal, safety, insurance, tax, licensing, authority, maintenance, or regulatory responsibility from carriers, drivers, or other users.
17. Changes to this policy
POLR may update this policy when services, systems, vendors, advertising practices, or legal obligations change. The updated version will be posted with a revised Last Updated date. Additional notice or consent will be provided when required by law.
18. Contact POLR Logistics
Questions, privacy requests, corrections, or complaints may be directed to POLR Logistics at contact@polrlogistics.com or through polrlogistics.com. Use “Privacy Request” as the subject line. For text-message assistance reply HELP; to stop text messages reply STOP.