Privacy Policy

Last updated: April 2026

1. Introduction and Who We Are

ESSE Inc ("ESSE," "we," "our," or "us") is a logistics technology company headquartered in Dayton, Ohio. We operate under USDOT number and MC number . We provide an enterprise logistics platform that includes driver onboarding and qualification management, a carrier transportation management system (TMS), ELD compliance tools, freight operations support, and related services for carriers, owner-operators, drivers, shippers, and fleet operators.

This Privacy Policy applies to:

• The ESSE Inc website at esseinc.com and all subdomains, including portal.esseinc.com
• The ESSE driver onboarding portal and all forms, uploads, and submissions made through it
• The carrier TMS platform and related management tools
• ELD device integration and telemetry data collected through connected devices
• Any communications, support interactions, or business relationships with ESSE Inc

By using any of our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and sharing of your information as described herein, to the extent permitted by applicable law.

2. Information We Collect

2.1 Account and Registration Information

When you create an account on the ESSE portal, we collect information you provide during registration, including your name, email address, phone number, password, company name, job title, and account type (driver, owner-operator, recruiter, carrier admin).

2.2 Driver Application and Qualification Data

Drivers and owner-operators who submit applications provide extensive qualification information as required by FMCSA regulations, including:

• Full legal name, date of birth, Social Security Number, and address history
• CDL number, class, endorsements, restrictions, and state of issuance
• Employment history for the preceding ten years
• Accident history and traffic conviction history for the preceding three years
• Medical Examiner's Certificate and drug and alcohol testing records
• PSP consent and report data, MVR information, and road test documentation
• Emergency contact information

2.3 Vehicle and ELD Telemetry Data

When drivers operate a CMV with an integrated ELD, we collect GPS location, HOS records, driving events, vehicle identification, engine diagnostic data, and ELD event records as required by 49 CFR Part 395.

2.4 Usage Data and Technical Information

We automatically collect IP addresses, browser type, device type, pages visited, time on pages, and other interaction data for security, performance, and analytics purposes.

2.5 Communications

We retain records of portal messages, email correspondence, and support ticket history for operational continuity, compliance, and dispute resolution.

2.6 Cookies and Tracking Technologies

We use cookies, local storage, and similar technologies. See Section 7 for details.

3. How We Use Information

• Providing and operating our services — Account management, processing driver applications, operating the TMS, displaying ELD data.
• FMCSA compliance and recordkeeping — Building DQ files per 49 CFR Part 391, recording HOS data per 49 CFR Part 395.
• Safety monitoring — Reviewing ELD data and driving behavior to identify safety risks.
• Communications — Account notifications, application status updates, document expiration alerts, compliance reminders.
• Identity verification and fraud prevention — Verifying submissions and protecting against unauthorized access.
• Platform improvement and analytics — Analyzing usage patterns to improve the ESSE platform.
• Legal compliance — Meeting federal, state, and local regulatory obligations.

3a. SMS and Text Message Communications

ESSE Inc may send SMS notifications to users who have provided their mobile phone number and granted consent.

How We Collect Consent

During registration, users are presented with an opt-in checkbox. No phone number is enrolled in SMS communications without affirmative consent. Consent is logged with a timestamp.

Types of Messages

SMS messages are strictly operational: account verification codes, load notifications, document expiration reminders, HOS compliance alerts. We do not send marketing SMS messages.

Opt Out

Reply STOP to any message to opt out. Reply HELP for assistance, or contact office@esseinc.com / 937-240-0708. Msg & data rates may apply.

Mobile Data Sharing

No mobile information will be shared with third parties for marketing. Text messaging originator opt-in data and consent will not be shared with any third parties.

4. FMCSA Regulatory Data Requirements

Certain data we hold is subject to mandatory retention under federal law:

• Driver Qualification files — Retained for the duration of employment plus three years (49 CFR 391.51).
• ELD records — Retained for a minimum of six months (49 CFR 395.22).
• Drug and alcohol testing records — One to five years depending on record type (49 CFR Part 382).
• Accident reports — At least three years (49 CFR 390.15).

User deletion requests will be deferred until mandatory retention periods have expired.

5. Data Sharing and Disclosure

5.1 With Associated Carriers

Carrier-authorized users (fleet managers, recruiters, admins) can view your profile, application, documents, HOS records, and qualification status through the carrier portal when you are associated with that carrier.

5.2 FMCSA and Law Enforcement

We disclose data to the FMCSA, DOT officers, and other authorities as required by law, including in response to roadside ELD data requests, subpoenas, and court orders.

5.3 Service Providers

We share data with cloud hosting providers, database services, email delivery services, payment processors, and analytics providers, under contractual data processing agreements.

5.4 Business Transfers

In the event of a merger, acquisition, or asset sale, user data may be transferred. Affected users will be notified through the portal or by email.

5.5 What We Do Not Do

ESSE Inc does not sell personal information to third parties for marketing purposes. Driver SSNs, drug test results, PSP data, and CDL numbers are not shared with any party other than the associated carrier, applicable federal agencies, and service providers under data processing agreements.

6. Driver Data — Special Handling

Driver qualification data is subject to heightened access controls:

• SSN and date of birth are encrypted at rest and displayed only in masked form.
• MVR and PSP data is accessible only to users with recruiter or admin roles.
• Drug testing data is accessible only to the driver and authorized carrier compliance personnel.
• Drivers can view their own complete DQ file through the driver portal at any time.
• All sensitive data access is logged in the admin audit trail.

7. Cookies and Analytics

• Strictly necessary cookies — Session cookies required for login authentication and CSRF protection. Cannot be disabled without impairing the service.
• Analytics cookies — Google Analytics 4 (GA4) collects anonymized usage data. You can opt out via the GA Opt-out Add-on.
• Functional cookies — Remember preferences such as cookie consent choice and portal display settings.

8. Data Retention

• Driver Qualification file data — Employment duration plus three years (49 CFR 391.51).
• ELD records — Minimum six months; up to three years for audit support.
• Drug and alcohol records — Per 49 CFR Part 382 (one to five years).
• Account information — Duration of account plus two years after closure.
• Portal message history — Two years from message date.
• Billing records — Seven years for tax and accounting purposes.

9. User Rights and Data Access

• Right of access — Request a copy of your personal data. Drivers can access most data directly through the driver portal.
• Right of correction — Request correction of inaccurate data.
• Right of deletion — Request deletion, subject to FMCSA and other regulatory retention obligations.
• Right to restrict processing — Request restriction while a correction or deletion request is evaluated.
• Right to data portability — Request data in a machine-readable format where feasible.

To exercise these rights, contact privacy@esseinc.com. We will respond within 30 days.

10. Security Measures

Our security practices include TLS 1.2+ encryption in transit, encryption of sensitive fields at rest, session-based authentication with secure HttpOnly cookies, role-based access control, admin audit logging, and regular security reviews. No system is completely secure; by using our services you acknowledge this inherent risk.

11. Children's Privacy

The ESSE platform is intended for adults in the trucking and logistics industry. We do not knowingly collect data from individuals under 18. If we learn we have done so, we will delete that information promptly.

12. Third-Party Links

Our platform may link to third-party sites including eretheld.com, FMCSA.dot.gov, and other resources. This Privacy Policy does not apply to those sites.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected in the "Last updated" date and communicated through the portal or by email. Continued use of our services after any update constitutes acceptance of the revised policy.

14. Governing Law

This Privacy Policy is governed by the laws of the State of Ohio. Disputes shall be subject to the jurisdiction of the courts in Montgomery County, Ohio, or the United States District Court for the Southern District of Ohio (Western Division, Dayton).