Effective date: June 20, 2026 Last updated: October 10, 2026

Who We Are

AXLEAUDITS LLC provides trucking paperwork, document organization, audit-readiness, IFTA support, profit tracking, reminder, and software support workflows for motor carriers and related trucking businesses.

Contact:

• Legal name: AXLEAUDITS LLC
• Registered office: 3917 Hynek Rd, Madison, WI 53714
• Email: admin@axleaudits.com
• Website: https://axleaudits.com

What This Policy Covers

This Privacy Policy explains how AxleAudits collects, uses, stores, shares, and protects information when a customer or visitor:

• Visits the AxleAudits public website.
• Requests launch access, a setup call, plan upgrade, software add-on, or support help.
• Creates or uses an AxleAudits workspace.
• Uploads trucking paperwork, receipts, invoices, driver files, vehicle files, compliance documents, or related records.
• Communicates with AxleAudits by email, form, phone, or support request. SMS may be added later only after AxleAudits enables approved text reminders.

AxleAudits is intended for national business use by motor carriers and trucking businesses. This policy is drafted around a federal baseline for privacy, security, trucking record organization, customer notices, email, SMS, and document processing. State privacy laws may add rights or requirements depending on where a customer or individual is located.

Information We Collect

Account and company information

We may collect:

• Company name.
• Owner, office, accountant, driver, and support user names.
• Email addresses.
• Password and authentication information.
• User roles and permissions.
• Company contact information.
• USDOT, MC, IFTA base jurisdiction, unit numbers, and related carrier identifiers.
• Plan selection, invite code, launch discount status, setup-call status, payment/onboarding status, and support requests.

Uploaded documents and extracted records

Customers may upload or enter:

• Fuel receipts.
• Fuel statements.
• Load invoices and rate confirmations.
• Expense receipts.
• IFTA mileage reports.
• Driver qualification file materials.
• Vehicle registration, inspection, maintenance, and repair records.
• Insurance, permit, tax, authority, state filing, UCR, Form 2290, and related compliance records.
• Accident register and crash-file materials.
• Drug and alcohol / Clearinghouse tracker information.
• HOS / ELD supporting documents.
• Notes, review statuses, action items, reminders, and packet/export history.

Uploaded documents may contain personal information, business information, financial information, vehicle information, driver information, location information, or regulated trucking records.

Technical and usage information

We may collect:

• Login activity.
• Session, role, and access-control information.
• Browser, device, and IP-related security information.
• Upload, review, export, reminder, and support activity logs.
• Error logs and system health information.

Communications

We may collect information from:

• Emails to AxleAudits.
• Setup-call requests.
• Launch-access or invite-code requests.
• Support requests.
• Plan-upgrade requests.
• Software add-on requests.

How We Use Information

We use information to:

• Create and manage customer workspaces.
• Authenticate users and enforce role-based access.
• Process uploaded documents and extract fields.
• Organize trucking paperwork into audit-ready records.
• Support IFTA readiness, fuel records, load profit, expenses, driver files, vehicle files, and compliance trackers.
• Build reports, packets, exports, and accountant handoff bundles.
• Send email reminders for missing uploads, expiring documents, IFTA deadlines, and office review tasks where enabled.
• Provide support, guided onboarding, setup calls, and software services.
• Track invite codes, launch discounts, plan selection, payment status, and setup-call handoff.
• Protect the app, prevent misuse, investigate unauthorized access, and maintain security logs.
• Improve document reading, workflows, and user experience.
• Meet legal, tax, accounting, security, and business recordkeeping needs.

We also use information to support customer workflows connected to federal motor carrier recordkeeping categories, including driver qualification files, accident registers, hours-of-service supporting documents, vehicle inspection/repair/maintenance files, drug and alcohol/Clearinghouse tracking, and federal heavy vehicle tax support. AxleAudits helps organize records, but the motor carrier remains responsible for legal compliance and final record decisions.

Plan-Based Access and Role Privacy

Customer workspace access depends on the company plan and user role.

Plan access:

• IFTA Starter limits access to IFTA-related workflows such as fuel, IFTA support, allowed documents, reports, reminders, and packets.
• Fleet Core includes broader trucking paperwork, compliance, profit tracking, reports, and packets.
• Software add-ons may expand truck limits or team-seat access.

Role access:

• Owners can generally see and manage the company workspace and team.
• Office users can help manage records and add team accounts, but cannot remove accounts unless specifically authorized by the system.
• Accountants receive access focused on financial, fuel, IFTA, expenses, load profit, and handoff records.
• Drivers receive access focused on their own upload workflow, assigned actions, and driver-related records.
• AxleAudits Support may access customer workspaces when needed to provide support, troubleshoot, onboard, or maintain the service.

AxleAudits designs the app so users do not receive more information than their role and plan permit.

How We Share Information

We do not sell customer documents, driver information, carrier records, or uploaded paperwork.

We may share information with:

• Customer-authorized users in the same company workspace.
• AxleAudits staff and contractors who need access to provide the service.
• Cloud hosting, storage, email, OCR, analytics, security, and infrastructure providers. SMS providers may be used only if AxleAudits later enables approved SMS reminders.
• Accountants, office staff, or other recipients when a customer exports or sends packets.
• Government, law enforcement, regulators, courts, or legal advisors when required by law or necessary to protect rights, safety, or security.
• A successor business if AxleAudits is involved in a merger, acquisition, financing, sale, or business transfer.

Service providers are expected to use customer information only to provide services to AxleAudits or the customer, subject to appropriate confidentiality and security obligations.

Document Processing and OCR

AxleAudits may process uploaded documents using browser-based or server-side document reading tools, including managed OCR services. The purpose is to convert documents into text, tables, extracted fields, classifications, review cards, records, reports, reminders, and packets.

Customers are responsible for checking extracted fields before relying on them. OCR and automated extraction can be wrong, especially when documents are blurry, incomplete, handwritten, rotated, cropped, low-resolution, or unusually formatted.

Data Security

AxleAudits uses administrative, technical, and organizational safeguards intended to protect customer information. These may include:

• Role-based access controls.
• Session security and CSRF protection.
• Password hashing.
• Security headers.
• Private cloud storage for production document vaults.
• Encryption for stored files where configured.
• Access logs and security audit logs.
• File type and file size controls.
• Separation of company workspaces.
• Limiting access based on plan and role.

Our security approach is designed around the FTC's national data security principles for businesses: know what information is collected, keep only what is needed, protect retained information, dispose of information when no longer needed, and prepare for security incidents.

No system can be guaranteed 100% secure. Customers should use strong passwords, limit who they invite, protect invite codes, avoid shared logins, and promptly remove accounts that no longer need access.

For the guided software-only launch, production document vault files are stored in private cloud storage with public access blocked, server-side encryption, and bucket versioning. Document metadata is stored in a cloud database with point-in-time recovery and deletion protection enabled. These safeguards reduce accidental deletion and update-related risk, but they do not replace the customer's own legal record retention responsibilities.

Data Retention

We keep information for as long as needed to:

• Provide the service.
• Maintain customer workspaces.
• Support audit-readiness and trucking recordkeeping workflows.
• Resolve disputes.
• Maintain security logs.
• Comply with legal, tax, accounting, and operational obligations.

Customers may request deletion of account or workspace information, but some records may be retained where needed for legal, security, billing, backup, audit, dispute, or compliance reasons.

For trucking records, customers should not rely on AxleAudits deletion settings as their legal retention policy. Federal rules may require motor carriers to keep certain categories of records for specific periods, including examples such as driver qualification files during employment and for a period afterward, accident registers for 3 years after an accident, and HOS records/supporting documents for at least 6 months. Other federal, state, tax, insurance, contract, or company policies may require longer retention.

Customer Responsibilities

Customers are responsible for:

• Uploading only documents they are authorized to upload.
• Reviewing extracted fields and records for accuracy.
• Deciding whether records satisfy FMCSA, DOT, IFTA, IRS, state, company, or other legal requirements.
• Managing their own team accounts and permissions.
• Keeping copies of records required by law or company policy.
• Avoiding upload of unnecessary sensitive personal information.
• Getting required consent or authorization before uploading driver, employee, contractor, or third-party information.

Privacy Rights and Requests

Depending on location and applicable law, individuals may have rights to request access, correction, deletion, or information about how personal information is used or disclosed.

Requests may be sent to:

admin@axleaudits.com

We may need to verify identity and authority before fulfilling a request. If a request concerns information controlled by one of our business customers, we may direct the requester to that customer or work with that customer to respond.

California Privacy Notice

This section applies where California privacy law applies to AxleAudits.

Categories of personal information we may collect include identifiers, account information, commercial information, internet or network activity, professional or employment-related information, sensitive information contained in uploaded documents, and inferences or workflow records created from customer use of the service.

We collect and use personal information for the business purposes described in this policy, including providing the app, support, security, document processing, reminders, reporting, and customer communications.

We do not sell customer personal information. We do not knowingly sell or share personal information of minors.

Where required, California residents may request to know, access, correct, delete, limit certain uses of sensitive personal information, opt out of sale or sharing, and not be discriminated against for exercising privacy rights.

Requests may be sent to admin@axleaudits.com.

Cookies and Tracking

AxleAudits may use cookies or similar technologies for login sessions, security, preferences, and basic site functionality. We do not use customer trucking documents for cross-context behavioral advertising.

Email and SMS Communications

AxleAudits may send service-related email messages for account access, password resets, support requests, setup calls, reminders, missing uploads, expiring documents, IFTA deadlines, office review tasks, and plan or launch account notices.

SMS reminders are not active for the first software-only launch wave. AxleAudits will not send production SMS reminders until SMS access, registration, consent capture, and opt-out handling are approved and configured. If SMS reminders are later enabled, they will be sent only after a user provides a valid mobile number and express consent for AxleAudits text messages. Message frequency may vary based on account activity, upload status, reminder settings, deadlines, and support requests. Message and data rates may apply. Users will be able to opt out of non-essential SMS reminders by replying STOP or by using another opt-out method provided by AxleAudits. Users will be able to request help by replying HELP or contacting AxleAudits support. Consent to SMS reminders is not required to buy or use AxleAudits.

Marketing email, if used, should include required sender identification and opt-out handling. Some transactional or account-security messages may still be sent where allowed by law and necessary to operate the service.

Children

AxleAudits is intended for business use by adults and is not directed to children under 13. Customers should not create accounts for children or upload children's personal information unless legally authorized and necessary.

Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted with a new effective date or last-updated date. Continued use of AxleAudits after an update means the customer accepts the updated policy, unless a separate written agreement states otherwise.

Regulatory Guidance

This policy is shaped around general privacy and security principles from official guidance, including:

• FTC business guidance on taking stock of data, scaling down collection, protecting retained information, disposing of unneeded information, and planning for incidents.
• FMCSA/eCFR recordkeeping categories for driver qualification files, accident registers, hours-of-service records/supporting documents, inspection/repair/maintenance records, and drug/alcohol/Clearinghouse workflows.
• IRS Form 2290 guidance for federal heavy highway vehicle use tax support.
• FTC CAN-SPAM guidance for commercial email.
• FCC/TCPA rules for calls and text messages, including consent and opt-out handling.
• California privacy guidance on notices, access, deletion, correction, opt-out, non-discrimination, and request-response processes where state law applies.