Privacy Policy

1. Who We Are

Roll Fast Solutions LLC (“Roll Fast,” “we,” “us,” or “our”) is a carrier dispatch service that operates a Transportation Management System (the “Service”) used by our motor-carrier clients, their owner-operators and drivers, and the brokers & shippers those carriers work with. This Privacy Policy explains what personal and operational data we collect through the Service, how we use it, and the choices you have. This Policy applies to tms.rollfastsolutions.com, our mobile-web and PWA driver application, dispatch-client tracking links, and all related APIs.

2. Information We Collect

We collect data in the following categories, only as needed to operate freight movements and the financial workflows around them:

• Account & identity data. Name, business name, role (admin, dispatcher, driver, carrier, customer), email address, phone number, hashed password, two-factor authentication enrollment status, and audit-log activity timestamps.
• Driver & carrier compliance data. CDL number and expiration, medical card, equipment type, truck/trailer numbers, MC and DOT numbers (looked up through FMCSA SAFER), W-9 / insurance / Notice of Assignment (NOA) documents that you choose to upload, and FMCSA carrier safety scores.
• Load & dispatch data. Pickup and delivery locations, scheduled and actual times, commodity, weight, rate, broker / customer references, status milestones, and any dispatcher notes attached to the load.
• Tracking & telemetry. GPS coordinates, timestamps, and ETAs submitted by driver devices while a load is active. Coordinates are linked to a load and retained only for as long as needed to provide tracking and resolve disputes.
• Communications. Email and SMS messages we send on your behalf (dispatch confirmations, status updates, settlement notices, tracking links, password resets) and a metadata log of each send (recipient, category, provider, timestamp, delivery status). We do not store SMS message bodies after delivery confirmation.
• Documents & signatures. Bills of Lading, Proof of Delivery images, driver signatures captured on signature pad, scanned NOAs and W-9s, and any other document you upload.
• Invoicing, settlement & payment data. Invoice line items, customer billing addresses, payment terms, settlement statements, driver pay rates, factoring assignment details, and tokens exchanged with our payment processors (Stripe) and accounting processors (QuickBooks Online). We do not store full payment card numbers; Stripe holds and tokenizes them.
• Device & usage data. Browser type, IP address, pages visited within the Service, and login attempts. These power our brute-force lockout, audit log, and security monitoring.
• Cookies and similar technologies. Strictly-necessary session cookies (httpOnly auth cookie), preferences (theme, demo-mode), and no third-party advertising cookies.

3. How We Use Information

• Operate the Service: assign loads to drivers, route them, capture proof of delivery, generate settlements, and produce invoices.
• Communicate with you and your counterparties: send dispatch alerts, pickup / delivery notifications, customer tracking links, invoice and settlement emails, and security notices.
• Compliance & risk: verify carrier authority through FMCSA SAFER, monitor insurance and W-9 status, retain documents required by federal motor-carrier and tax recordkeeping rules.
• Billing & accounting: sync invoices to QuickBooks Online (when an admin has authorized the connection), collect payments through Stripe, remit payouts according to each carrier’s payment preference (Direct ACH, Factoring + NOA, Check, Wire).
• Improve and secure the Service: audit logs, two-factor authentication, brute-force lockout, anomaly review, and engineering diagnostics.
• Legal: respond to subpoenas, defend claims, enforce our Terms.

4. How We Share Information

We do not sell your personal data. We share data only with the categories of recipients listed below, and only as needed to deliver the Service you authorized:

• Your dispatch counterparties. A load record is, by design, visible to the admin / dispatcher running the load, the driver assigned to it, the carrier the driver works for, and the customer (or their tracking-link recipient).
• Service providers that act on our instructions under contractual confidentiality obligations: Google Cloud / hosting infrastructure, Google Maps (for routing and live tracking), SendGrid (email), Twilio (SMS), Stripe (payments), Intuit / QuickBooks Online (accounting), Anthropic (the LLM that powers the dispatcher Copilot), and FMCSA SAFER (carrier authority lookup).
• Legal & safety recipients when required by law, court order, or to protect rights, property, or safety.
• Successors. If Roll Fast is involved in a merger, acquisition, or asset sale, personal data may transfer subject to this Policy.

5. QuickBooks Online Integration

When an authorized administrator connects a QuickBooks Online company through Intuit’s OAuth flow, the Service receives a refresh token and the QBO company (realm) ID. We use those tokens solely to (a) push invoices and vendor bills the admin chooses to sync, (b) read customer and vendor IDs we have created, and (c) refresh access tokens. We do not read QBO data unrelated to the loads, customers, vendors, invoices, and bills the administrator has explicitly synced. Tokens can be revoked at any time from the Service’s Integrations page or from QuickBooks Online → My Apps. Upon disconnect, all stored tokens are deleted from our database.

6. Driver Location & Telemetry

The driver mobile application sends location pings while a load is in an active state (dispatched, en route to pickup, at pickup, in transit, at delivery). Pings are paused when no load is active. Drivers may stop sharing location at any time by going off-duty in the app; doing so may delay or prevent automated geofence-driven status transitions. Locations are retained linked to the load for dispute resolution and FMCSA inspection support, and are otherwise purged on the schedule described in Section 9.

7. SMS & Email

Operational text and email messages are sent only to recipients who have a business relationship with you (e.g., a driver you have hired, a customer who booked a load, a broker you are working a load with). Each SMS includes the program name and unsubscribe wording (“Reply STOP to opt out”) where required by U.S. law. See our SMS Policy & Terms for full opt-in / opt-out details.

8. Security

We use industry-standard safeguards: TLS 1.2+ in transit, password hashing with bcrypt, optional Google Authenticator two-factor authentication (mandatory for administrators when policy is enabled), per-account brute-force lockout, IP-based rate limiting, httpOnly secure cookies, and a tamper-evident audit log of every privileged action. No system is perfectly secure; please use a strong unique password and enable 2FA.

9. Data Retention

• Active operational data (loads, dispatches, invoices, settlements, documents): retained for the life of your account and for the period required by U.S. motor-carrier and tax recordkeeping rules (typically 3–7 years).
• Tracking pings: 90 days after a load is closed unless attached to a dispute or claim.
• Audit logs: 18 months minimum.
• Closed accounts: anonymized within 30 days of request, except where retention is required by law or to resolve open obligations (open invoices, pending settlements, open disputes).

10. Your Rights & Choices

Depending on where you live (e.g., California, Virginia, Colorado, EU/UK) you may have the right to access, correct, delete, port, or restrict processing of your personal data, and to object to certain uses. To exercise these rights, email privacy@rollfastsolutions.com from the address tied to your account. We will respond within the statutory window (45 days under CCPA). You may also lodge a complaint with your local data-protection authority.

11. Children

The Service is built for B2B freight operations and is not directed to children under 16. We do not knowingly collect personal data from children.

12. International Transfers

The Service is hosted in the United States. By using it from outside the U.S. you understand your data will be processed in the U.S. We rely on Standard Contractual Clauses with sub-processors that operate outside the U.S. where applicable.

13. Changes to This Policy

We will post the updated effective date at the top of this page and, where the change is material, send a notice to administrators. Continued use of the Service after a change constitutes acceptance of the revised Policy.

14. Contact

Roll Fast Solutions LLC
Attn: Privacy Officer
Reno, Nevada, United States
privacy@rollfastsolutions.com