Privacy Policy

This Privacy Policy explains how FMCA Filings LLC ("FMCA," "we," "us," or "our") collects, uses, stores, and shares your information when you access our Platform or use our Services. FMCA provides Department of Transportation (DOT) compliance services in the transportation industry.

We are committed to full compliance with all applicable privacy laws and to protecting your data with the highest standards of security. Important Note on Payments: We do not store any payment information, such as credit or debit card details, on our servers. All payments are securely processed through our trusted third-party provider, Stripe, which handles all transaction data in compliance with PCI DSS standards. Your financial information never touches our systems beyond the initial transmission to Stripe. If you have questions or concerns, contact us at info@filingfmca.com or through our LiveChat feature.

1. Types of Information We Collect

FMCA collects personal information that you provide when you register on the Platform, provide your USDOT Number, express interest in our services, subscribe for our Services, or contact us. The personal and company information includes:

• Name and phone numbers
• Email, billing, and mailing addresses
• Job and company titles
• Usernames and passwords
• Contact preferences and authentication data
• Payment information (e.g., debit/credit card details): Processed securely by Stripe and not stored by FMCA
• USDOT number and company name
• Driver's license number and vehicle tag number

All information you provide must be true, complete, and accurate, and you must notify FMCA of any changes.

2. Information Automatically Collected

FMCA automatically collects certain information when you visit or use our Platform, including:

• Log and Usage Data: Service-related, diagnostic, usage, and performance information
• Device Data: Information about your computer, phone, tablet, or other device
• Location Data: Information about your device's location (precise or imprecise)

This information helps maintain security, operation of the Platform, and internal analytics. We do not use this data to track individuals across sites or build user profiles for advertising.

3. Processing of Information

FMCA processes your personal information strictly for the purpose of fulfilling DOT compliance services. We use the collected information only to fill DOT forms and process your requested services, such as biennial updates (MCS-150) or BOC-3 filings. Specifically:

• To enable account creation, authentication, and login
• To manage and maintain your account
• To fulfill and manage orders and provide Services (e.g., completing and submitting DOT forms on your behalf)
• To respond to inquiries and solve potential issues
• To send details about Services and policy changes
• To process USDOT number information from U.S. Department of Transportation
• To facilitate payments: We securely transmit payment details to Stripe for processing; we do not retain or access this information post-transaction

No other uses are made of your data beyond these service-specific purposes.

4. Sharing Information

FMCA may share your personal information only in limited, necessary situations:

• Business Transfers: In connection with mergers, sales, financing, or acquisitions (with notice where required)
• Affiliates: With our parent company, subsidiaries, and joint venture partners (under strict confidentiality)
• Business Partners: To offer certain products, services, or promotions (only with your consent)
• Service Providers: Trusted third parties that help operate our Services and Platform, such as:
  • Stripe (for secure payment processing—see our Stripe Privacy Policy for details on how they handle your data)
  • Hosting and analytics providers (e.g., AWS for email campaigns, bound by data processing agreements)
• Professional Advisors: Lawyers, auditors, bankers, and insurers (as needed for compliance)
• Government Authorities: As required by law or necessary for legal compliance (e.g., submitting DOT forms)

We never sell your personal information to third parties.

5. Information Retention

FMCA will only keep your personal information as long as necessary for the purposes outlined in this policy, unless a longer retention period is required by law. For example:

• Account and service data: Retained for the duration of your relationship with us, plus a reasonable period for record-keeping (e.g., to comply with DOT audit requirements).
• Payment-related data: No payment details are retained by us; transaction records (without sensitive info) may be kept for 7 years for compliance.

When we no longer need your information, we will either delete or anonymize it, or securely store it until deletion is possible.

6. Protection of Information

FMCA has implemented appropriate technical and organizational security measures to protect your personal information, including encryption, access controls, and regular audits. However, no electronic transmission over the Internet can be guaranteed 100% secure. You should only access the Platform within a secure environment (e.g., using HTTPS and strong passwords). For payments, Stripe's industry-leading security ensures your data is tokenized and protected end-to-end.

7. Your Privacy Rights

Depending on your region, you may have certain rights under applicable data protection laws:

• Request access and obtain a copy of your personal information
• Request rectification or erasure of your information
• Restrict the processing of your personal information
• Data portability (where applicable)
• Object to the processing of your personal information
• Withdraw consent at any time
• Opt out of marketing communications

Contact us at info@filingfmca.com or through LiveChat to exercise these rights. We respond to verified requests within 30-45 days.

8. California Residents

California residents have specific rights under the CCPA/CPRA, including:

• Right to know what personal information is collected, used, or shared
• Right to delete personal information
• Right to opt-out of the sale or sharing of personal information
• Right to non-discrimination for exercising privacy rights

FMCA has not sold or shared any personal information to third parties for business purposes in the preceding 12 months. For opt-out requests, visit our Do Not Sell or Share My Personal Information page.

9. No Collection from Minors

You must be 18 years of age to use the Platform. FMCA does not knowingly collect data from minors under 18 years of age. If we learn that information from users under 18 has been collected, we will deactivate the account and delete such data immediately.

10. Updates to This Policy

FMCA may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Material changes will be posted on the Platform with a notice of the update date. We encourage you to review this policy frequently to stay informed about how we protect your information. Continued use of the Platform after changes constitutes acceptance.