Privacy Policy

Scope and our role

eDigitalBinder is designed primarily for trucking companies and other business customers. In many cases, the customer organization decides which driver, vehicle, and business records are entered into the Services and how those records are used. For that customer-managed data, the customer generally acts as the business or controller and eDigitalBinder processes the data to provide the Services.

This Policy also applies when we collect information directly for account administration, billing, support, website operation, or communications.

Information we collect

Account and contact information

• Name, business email address, telephone number, and account credentials.
• Company, fleet, team-member, subscription, and support information.
• Messages, requests, and other communications sent to us.

Driver, vehicle, and compliance information

• Driver records, including driver-license images and details, medical certificates, contact details, and other records provided by the customer.
• Vehicle information such as unit number, VIN, registration, truck, and trailer details.
• Insurance records, permits, inspection records, regulatory documents, uploaded files, and document expiration information.

Payment information

Payments are processed through Authorize.Net. We do not store full payment-card numbers in eDigitalBinder. The payment processor handles payment information under its own terms and privacy practices.

Technical and usage information

• IP address, browser, device type, operating system, timestamps, authentication events, and diagnostic or security logs.
• Actions performed in the Services, such as uploads, assignments, updates, and account activity.

Driver-license scanning and OCR

When an authorized user photographs a driver license during driver setup, the image is uploaded to our AWS-hosted systems and sent over HTTPS as image bytes to Amazon Textract AnalyzeID. Textract returns extracted identity fields that may be used to pre-fill the driver form. The user must review and may correct the extracted information before saving.

We do not send an S3 object reference to AnalyzeID or configure Textract OutputConfig for this process. No separate permanent image copy is stored in our Textract account. The source image may remain in our Amazon S3 storage as part of the driver record. Temporary, abandoned, or expired scan records are subject to automated pruning.

OCR results can be incomplete or incorrect because of image quality, lighting, or document format. OCR assists data entry and does not replace user review.

Offline documents on mobile devices

The eDigitalBinder mobile app downloads assigned documents in the background while the device has internet access and stores successfully downloaded copies in private, session-namespaced application storage. Synced copies can then be opened without cellular service. A new or updated document is not available offline until it has downloaded successfully.

Logging out removes session metadata and the local file cache for that user, including offline documents and cached images. When an account is deactivated, the same cleanup occurs after the app reconnects and learns of the deactivation. If the device remains offline, locally cached copies may remain until that connection and cleanup occur.

When a document is removed from the server, it disappears from the app list after the next refresh and cannot be opened through the app. A physical cached copy may remain in private app storage until logout or cache eviction. The files are not saved to a public Downloads folder or exposed through the ordinary file browser. DOC or DOCX files may be opened through a compatible application selected by the user, which can result in data being handled by that third-party application.

How we use information

• Provide, maintain, secure, and troubleshoot the Services.
• Create and administer user and company accounts.
• Store, organize, assign, synchronize, and display customer documents.
• Extract driver-license information through OCR for user review.
• Process subscriptions and payments.
• Provide support and respond to requests.
• Improve reliability, usability, and performance.
• Detect misuse, protect accounts, and comply with legal obligations.

Service providers and disclosures

We use service providers to operate the Services, including Amazon Web Services for infrastructure, S3 file storage, and Textract OCR; Authorize.Net for payment processing; and an email delivery provider operating through SMTP. We also use Google LLC for advertising measurement through Google Ads conversion tracking, and Meta Platforms, Inc. for advertising measurement and audience targeting through the Meta Pixel. These providers process information for the services they provide to us and are subject to their own contractual and privacy obligations.

We may also disclose information when required by law, to protect users or the Services, to investigate fraud or security incidents, or as part of a merger, financing, acquisition, reorganization, or sale of assets. We do not sell personal information.

Customer control and authorized access

Customer organizations control the records they upload and the roles assigned to their users. Access within eDigitalBinder is scoped by company and role. Documents are delivered through authorized application routes or time-limited links. Customers are responsible for ensuring that they have authority to provide driver and other personal information to the Services and for managing their authorized users.

Cookies and Similar Technologies

Our website and web application use cookies and similar browser storage for two purposes.

Essential cookies

These are required for authentication, security, session management, preferences, and core functionality of the application. The Services do not work without them.

Advertising measurement cookies

We advertise our Services on Google Search and on Meta platforms, which include Facebook and Instagram. We use advertising cookies to understand which of our advertisements lead people to start a free trial.

Google Ads

When you arrive from one of our Google advertisements, Google sets first-party cookies on our domain (named _gcl_au and _gcl_aw) that store an advertising click identifier and a timestamp. If you later create an account, that identifier allows us and Google to attribute the signup to the advertisement you clicked. We use this for measurement of our own advertising only. We do not use it to build profiles of you or to show you advertisements on other websites.

Meta Pixel

We use the Meta Pixel on this website. It sets first-party cookies on our domain (named _fbp and _fbc) and reports to Meta which pages you viewed on our site and whether you started a free trial. Meta uses that information to measure our advertising, and may also use it to show our advertisements to you or to people with similar characteristics on Facebook, Instagram and Meta's partner network. This means information about your visit is shared with Meta, which under some United States state privacy laws is treated as "sharing" for cross-context behavioural advertising. It is not a sale of personal information and we receive no payment for it.

Advertising click identifiers are retained for up to 90 days.

Information processed through Google Ads is subject to Google's Privacy Policy and to Google's description of how it uses data from sites that use its services. Information processed through the Meta Pixel is subject to Meta's Privacy Policy and to Meta's Cookies Policy.

Your choices

You can control or delete cookies through your browser settings. You can manage the advertising Google shows you, and opt out of ads personalisation, at Google My Ad Center. You can review and disconnect the activity that businesses share with Meta, and adjust your Meta advertising preferences, in the Accounts Centre settings of your Facebook or Instagram account. You may also write to office@edigitalbinder.com to ask us to stop sharing information about your visit for advertising purposes. Blocking or deleting advertising cookies does not affect your ability to use the Services.

Mobile app permissions

The mobile app may request access to device features needed for functions selected by the user, such as the camera for document capture, device storage for document access, and notifications for alerts. Device permissions can be managed through the operating-system settings, although disabling a permission may prevent the related feature from working.

Text messages and communications

eDigitalBinder does not currently send automated SMS messages from the application and does not use Twilio or another SMS API. Our call-center or support staff may manually send an individual service-related text, such as an app-download or invitation link, when requested or expected in connection with a conversation. Message and data rates may apply.

We do not treat providing a telephone number as consent to recurring promotional text messages. You may ask us not to send further texts by replying STOP or telling the representative. We may still contact you through other channels where permitted. See our Anti-Spam Policy for additional opt-out information.

Data retention

We retain information while needed to provide the Services, administer the customer relationship, maintain security and business records, resolve disputes, and meet legal obligations. Retention can vary by record type and customer instruction.

When a 14-day trial expires without a selected paid plan or valid payment method, access is locked and the company account enters a 30-day retention and deletion lifecycle. Unless an authorized user activates a paid plan while the data remains available, account data may be deleted at the end of that lifecycle.

Accounts suspended for non-payment may be permanently deleted 60 days after payment recovery access is locked. We will provide advance notice. Successful payment before the deletion date cancels deletion. Limited billing and transaction records may be retained longer for legal, accounting, fraud-prevention, and dispute-resolution purposes.

Backups may retain information for a limited time before being overwritten. Temporary or abandoned driver-license scan records are subject to automated pruning. Customers should maintain any copies they are independently required to keep.

Security

We use administrative and technical safeguards designed to protect information, including HTTPS encryption in transit, AWS role-based infrastructure access, company- and role-scoped application access, limited S3 permissions, and authorized or time-limited document delivery. We use EC2 IAM roles rather than long-lived AWS access keys stored in application environment files.

No system or transmission method is completely secure. We do not guarantee absolute security. Security claims may be updated after infrastructure settings are verified or changed.

Account and data deletion

An individual mobile-app user can request deletion from Profile → Delete Account and confirm the request with their password. This deletes that user account; it does not delete the customer organization or every company-managed record.

A customer requesting deletion of an entire company account should contact office@edigitalbinder.com. Some information may be retained when required by law, needed for security or fraud prevention, or maintained on behalf of the customer organization. See our Account Deletion page for instructions.

Your choices and privacy rights

Depending on your location and relationship with us, you may have rights to request access, correction, deletion, or a copy of personal information, or to object to certain processing. For customer-managed data, we may refer a request to the relevant customer organization.

Submit a request to office@edigitalbinder.com. We may need to verify your identity and authority before completing a request.

International processing

Information may be processed in the United States and other locations where our service providers operate. Where required, we use appropriate safeguards for cross-border processing.

Children’s privacy

The Services are intended for businesses and are not directed to children under 18. We do not knowingly collect personal information directly from children.

Changes to this Policy

We may update this Policy as our Services or legal obligations change. We will post the revised Policy with a new effective date and provide additional notice when required.

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