Privacy Policy — CabFiles LLC

1. Overview

CabFiles LLC operates cabfilesllc.com and app.cabfilesllc.com, a DOT compliance document management platform.

CabFiles LLC is not a DOT authority, is not an ELD provider, and is not a drug and alcohol testing consortium.

2. FMCSA & DOT Compliance Data Stored

To help you comply with 49 CFR 391.51, 396.11, and 382 (Drug & Alcohol), we store the records you upload.

Driver Qualification Files: name, CDL, medical card, MVR, road test, and Clearinghouse query records.

Vehicle files: unit number, VIN, annual inspection, insurance, and DVIRs.

Drug and alcohol test results that you upload. Records are retained 3 years after driver separation per 391.51(g).

3. How We Store & Secure Data

All files are held in private, encrypted S3-compatible storage using AES-256 encryption at rest and TLS 1.3 in transit.

File URLs are signed and expire after 60 seconds. The database is encrypted at rest.

Access control is role-based: Carrier A cannot access Carrier B. The Driver role can only see their own CDL and medical card. All administrator access is logged.

We do NOT sell your data and do NOT share it with the FMCSA unless you export it yourself.

4. Information Collection

Account: company name, DOT number, email, phone.

Driver: name, phone, and CDL details provided by the carrier.

Integrations: if you connect Motive or Samsara, we perform a read-only sync of driver names and unit numbers via your API key. We do NOT store ELD logs unless you upload them.

Payments: processed by Stripe. We do NOT store card numbers.

5. Clearinghouse & Drug Testing Privacy (49 CFR 382)

Drug and alcohol test results are treated as confidential medical information under 49 CFR Part 40. Access is restricted to the Carrier Owner only.

Clearinghouse queries require driver consent under 382.703. Obtaining that consent is your responsibility.

6. Retention & Deletion

Records remain active until you delete them; deletions are soft-deletes and the record is archived under our 7-year retention lock.

Canceled accounts are archived for 7 years and then purged.

Driver deletion archives the record rather than hard-deleting it, per the 3-year rule. You may export everything via /audit at any time.

7. Your Rights

You may request access, export, or deletion of your data at support@cabfilesllc.com.

Deletion requests are honored after the applicable retention period closes. CCPA rights apply; we do not sell personal data.

8. Third Parties

Stripe (payments), AWS (storage), Resend (email), and Motive or Samsara only if you connect them.

We run no advertising networks.

9. Security & Retention

AES-256 encryption at rest, TLS 1.3 in transit, AWS US-East-1 hosting, HTTPS with row-level security active, daily backups with point-in-time recovery, a 7-year retention lock per 49 CFR 391.51, and audit logging.

Infrastructure SOC 2 controls are inherited from our managed AWS hosting provider.

10. DOT Compliance

CabFiles provides driver qualification file management per 49 CFR 391.51, including a checklist for the Driver Application, MVR, Medical Certificate, Road Test Certificate, Clearinghouse queries, Previous Employer Inquiry, DL copy, and Annual Review of Driving Record.

Seven-year retention is enforced in the application. CabFiles LLC is not affiliated with the FMCSA.

11. Company Information

CabFiles LLC, 3379 Peachtree RD NE, Suite 655, Atlanta, GA 30326.

support@cabfilesllc.com