Privacy Policy

• do business with us as a shipper, customer, consignee, or prospective customer;
• do business with us as a motor carrier, owner-operator, driver, or factoring company;
• use our websites, customer portal, carrier portal, load-tracking links, or the Red Ball Express driver mobile application;
• apply for credit terms, submit an onboarding packet, or exchange email, text messages, or phone calls with our team;
• apply for a job with us.

• We collect the information we need to quote freight, book loads, keep shippers informed, pay carriers, invoice customers, and meet our legal and insurance obligations.
• We do not sell personal information, and we do not share it for cross-context behavioral advertising.
• Driver location is collected only while a load is active, and it is used to update dispatch and the shipper on that load.
• Credit applications may include sensitive financial identifiers. We restrict who can see them inside our company, we mask them on generated documents, and we log every change to banking details.
• Marketing email always includes a one-click unsubscribe. Transactional email — rate confirmations, invoices, tracking, collections — does not, because it is part of the service you asked for.
• You can ask us what we hold about you, correct it, or ask us to delete it. Write to billing@redballxpress.us.

3.1 Business and contact information

• Name, job title, employer, work email address, work and mobile phone numbers, business mailing address, and fax number.
• Login credentials for our customer portal, carrier portal, and internal systems, including hashed passwords and password-reset tokens.
• Notes, call logs, meeting notes, next steps, and relationship history recorded by our sales and operations teams.
• Marketing preferences, including whether you have opted out of commercial email.

3.2 Credit application and financial information (customers)

• Legal and DBA business name, federal Employer Identification Number (EIN), years in business, and entity type.
• Accounts-payable contacts, billing email, requested credit limit, and payment terms.
• Trade references and bank references, including bank name, contact, and account reference details you provide.
• For sole proprietorships, partnerships, and any personal guaranty: the guarantor's name, home address, date of birth, and Social Security Number or other government identifier, plus the guarantor's signature.
• Financial statements, tax documents, and credit reports or scores obtained from third-party credit bureaus and commercial data providers.
• Payment history with us, including invoices, aging, disputes, promises to pay, write-offs, and collections activity.

3.3 Carrier, driver, and settlement information

• Company name, MC and USDOT numbers, operating authority status, safety ratings, and FMCSA / SAFER data.
• IRS Form W-9, including the taxpayer identification number of a sole proprietor, and certificates of insurance naming the insurer, policy numbers, limits, and expiration dates.
• Remittance and payment details: remit-to address, bank name, routing and account information, quick-pay elections, and factoring company notices of assignment.
• Driver first and last name, mobile phone number, truck and trailer numbers, CDL state where provided, and signatures on rate confirmations and bills of lading.
• Settlement history, advances, claims, deductions, and chargebacks.

3.4 Shipment and operational information

• Pickup and delivery locations, appointment windows, contact names and phone numbers at the origin and destination, and facility instructions.
• Commodity description, weight, pieces, equipment type, temperature settings, seal numbers, reference and PO numbers, and accessorial detail.
• Rate confirmations, bills of lading, proofs of delivery, lumper receipts, scale tickets, photographs of freight or paperwork, and claim documentation.
• Check calls, status updates, exceptions, detention, and the time stamps and user who recorded each one.

3.5 Driver app location data and ELD information

• Precise geolocation from the Red Ball Express driver mobile application. The app collects location only while a load is assigned and active, so we can supply tracking, ETAs, and arrival and departure times to the shipper and to our dispatchers.
• Location, status, and hours-related data received through electronic logging device and telematics integrations, including Motive, where a carrier has connected its account and authorized the data sharing.
• Device information needed to deliver tracking, such as app version, operating system, and push-notification token.
• A driver can stop location collection at any time by revoking the location permission in the device settings or by uninstalling the app. Doing so may mean we cannot offer that driver loads for customers who require live tracking.

3.6 Communications, call recording, and email engagement

• The content, headers, attachments, date, time, and participants of email we exchange with you, including email synchronized from our team's Microsoft 365 mailboxes into our transportation management system so that the whole account team can see one history.
• Text messages and in-app messages exchanged about a load or an account.
• Phone calls placed and received through our business phone system, including call metadata and, where we have chosen to record for quality, training, dispute resolution, and recordkeeping, the recording of the call itself. Where recording requires consent, you will hear an announcement at the start of the call; if you do not want to be recorded, tell the representative and we will continue without recording or call you back on an unrecorded line.
• Email engagement data gathered by our email delivery provider: whether a message was delivered, bounced, or reported as spam, whether a tracking pixel was loaded ("opened"), and whether a wrapped link was clicked. We use this to confirm invoices and rate confirmations actually landed, to clean dead addresses, and to measure outreach.

3.7 Website, portal, and device information

• IP address, approximate location derived from it, browser and device type, operating system, language, referring page, and the pages or screens you view.
• Log data about your use of our portals, including sign-in events, failed sign-in attempts, session tokens, and actions taken on a record.
• Cookies and similar technologies as described in section 8.

3.8 Information we receive from other people

• Shippers, consignees, warehouses, and other brokers involved in the same shipment.
• Carriers, drivers, factoring companies, and insurance agents and underwriters.
• Credit bureaus, commercial credit and business data providers, and carrier vetting and monitoring services.
• Government and public sources, including the FMCSA, state licensing bodies, and publicly available business directories.
• Our service providers, including email, telephony, telematics, and payment partners.

3.9 Sensitive information

• Some of what is listed above is treated as sensitive personal information under state privacy laws, including Social Security and other government identifiers, financial account numbers together with the credentials needed to access them, precise geolocation, and the contents of email and text messages where we are not an intended recipient.
• We collect sensitive information only where it is necessary to extend credit, to pay a carrier, to verify identity and authority, to provide tracking, or to meet a legal obligation. We do not use or disclose it to infer characteristics about you.

• Quoting, booking, dispatching, tracking, and delivering freight, and communicating with everyone involved in a shipment.
• Onboarding and vetting carriers, verifying operating authority and insurance, and monitoring safety and compliance.
• Evaluating creditworthiness, setting and enforcing credit limits and payment terms, invoicing, collecting, and managing disputes, claims, and write-offs. Our systems apply automated credit rules — for example, blocking a new load when an account is over its approved limit or past due. A human reviewer can always override the result; contact your representative or billing@redballxpress.us.
• Paying carriers, processing advances and quick pay, and honoring factoring assignments.
• Producing and distributing documents: rate confirmations, bills of lading, proofs of delivery, invoices, settlement statements, and billing packets.
• Providing and securing our portals and driver app, authenticating users, preventing and investigating fraud, double-brokering, identity theft, and unauthorized access.
• Improving our service, measuring performance and margin, training our team, and quality assurance.
• Marketing our services to businesses, including commercial email and follow-up sequences, subject to the opt-out described in section 7.
• Recruiting, where you apply for a job with us.
• Complying with law, including FMCSA and DOT recordkeeping, tax and IRS reporting, sanctions screening, subpoenas, audits, and responding to legal claims.

• Parties to the shipment — shippers, consignees, receiving facilities, motor carriers, drivers, and other brokers and agents — so that freight can be picked up, tracked, and delivered.
• Service providers under contract, including our transportation management and hosting providers, Microsoft (email), our email delivery and tracking provider, our telephony provider, telematics and ELD providers such as Motive, document storage, payment and banking partners, and credit and carrier-vetting services. They may use the information only to perform services for us.
• Factoring companies and lenders, where a carrier has assigned its receivables or a customer's invoice is funded.
• Insurers, claims adjusters, surveyors, and attorneys in connection with cargo and liability claims.
• Credit bureaus and collection agencies, to report payment experience and to recover unpaid amounts.
• Accountants, auditors, and professional advisors.
• Government authorities and regulators, and other parties where required by law, subpoena, or court order, or where necessary to protect our rights, property, or safety or that of others.
• An acquirer or successor, in connection with a merger, financing, reorganization, or sale of all or part of our business.

• Commercial email we send to promote our services includes our postal address and a one-click unsubscribe link, and honors the unsubscribe headers your mail client uses. We process opt-outs promptly and keep a suppression record so we do not email you again.
• Transactional and relationship email — rate confirmations, bills of lading, tracking links, invoices, statements, collection notices, claim correspondence, and security notices — is part of the service and does not include an opt-out. If you no longer want this email, you need to end the business relationship or nominate a different contact.
• Text messages about a load are sent only to the mobile numbers given to us for that purpose. Reply STOP to any message to stop load text messages to that number. Message and data rates may apply.
• We use tracking pixels and wrapped links in email we send, as described in section 3.6. You can prevent pixel tracking by configuring your mail client not to load remote images.

• Broker records for a shipment, including rate confirmations and accounting records, are kept for at least three years after the shipment, as federal broker recordkeeping rules require, and usually seven years to satisfy tax and audit requirements.
• Credit applications, guaranties, and carrier onboarding packets are kept for the life of the relationship and then for the applicable limitation and audit period.
• Driver app location data is kept only as long as needed to document the shipment and resolve any service or claim dispute, and is then deleted or aggregated.
• Call recordings are kept for a limited period for quality, training, and dispute purposes unless a recording is relevant to a claim or legal matter.
• Email and communication history is retained under our records policy, and suppression lists are kept indefinitely so that an opt-out is never undone.

• Know and access — ask us to confirm whether we process personal information about you, and to tell you the categories we collect, the sources, the purposes, the categories we disclose, and the categories of recipients, and to give you a copy of the specific information we hold.
• Portability — receive a copy in a portable, readily usable format where the law provides for it.
• Correct — ask us to correct inaccurate personal information.
• Delete — ask us to delete personal information we hold about you. We must keep records needed for broker, tax, insurance, claim, credit, and legal purposes, so a deletion request will often be partially honored and we will explain what we kept and why.
• Opt out of sale, targeted advertising, and profiling — we do not sell personal information, do not share it for cross-context behavioral advertising, and do not use it for profiling that produces legal or similarly significant effects without a human in the loop.
• Limit the use of sensitive personal information — we use sensitive information only for the permitted purposes described in section 3.9.
• Non-discrimination — we will not deny service, charge a different price, or provide a lesser quality of service because you exercised a privacy right.
• Appeal — if we decline your request, you may appeal. Reply to our decision and we will review it and respond within the time your state law allows. In California you may also complain to the California Privacy Protection Agency or the Attorney General; in other states, to your Attorney General.

How to make a request

• Email billing@redballxpress.us with the subject "Privacy Request", or call (989) 391-5380, or write to us at 30 N Gould St #58539, Sheridan, WY 82801, USA.
• Tell us which right you are exercising, and give us enough detail to find your records — your name, your company, the email address and phone number you use with us, and, where relevant, the load or invoice numbers involved.
• We will verify your identity before we act, using information already in our records. We may ask you to confirm from the email address we have on file. We will not create new accounts or collect new sensitive identifiers just to verify you.
• An authorized agent may submit a request on your behalf with written permission signed by you, and we may still contact you to confirm.
• We respond within 45 days and may extend once by a further 45 days, telling you before we do. There is no charge for a reasonable request.