Legal
Privacy and terms
Written for what we genuinely collect rather than copied from a template. If something here does not match what we actually do, that is a bug — tell us at privacy@trilinkfamilyholdings.com and it gets fixed.
Last updated August 2026. TriLink Family Holdings LLC, a Delaware Limited Liability Company. Contact: privacy@trilinkfamilyholdings.com.
What we collect, and why
Grouped by who you are, because a shipper and a driver give us very different things.
If you request a quote or book a shipment
- Your name, company, email and phone
- To quote, confirm and invoice the shipment.
- Collection and delivery addresses, contact names, appointment times
- To actually make the delivery.
- Freight details — pallet count, weight, whether a liftgate is needed
- To price it honestly and send a truck that can carry it.
- A photographed, signed proof of delivery
- It is the evidence the freight arrived, and it is attached to your invoice.
If you apply to drive
- Name, contact details, age, license state, driving history
- To check the federal qualification rules before either of us wastes time.
- Your DOT medical examiner’s certificate and its expiry
- Required by 49 CFR 391.41 and monitored so it never lapses while you are driving.
- A motor vehicle record from each state where you are licensed
- Required at hire and annually (49 CFR 391.23, 391.25). We obtain this only with your written consent, through a licensed provider, and you receive a copy.
- Previous-employer safety performance history
- Required by 49 CFR 391.23. We contact your DOT-regulated employers of the last three years.
- Drug screen result
- Company policy rather than a federal mandate at this vehicle weight — and we label it as such rather than implying a rule that does not apply.
If you drive for us
- GPS position of the vehicle, continuously while on duty
- Dispatch, customer tracking, and recovering a stolen truck.
- Hours of service, logged on the ELD
- A federal requirement. Each team driver logs separately.
- Road-facing and driver-facing camera footage
- Recorded continuously, saved on a trigger event — hard braking, rapid acceleration, a collision. Used for safety review, insurance claims and accident defense. NOT used to monitor conversations or for performance management unrelated to safety.
- A photograph of you at the truck before each trip
- Confirms the person taking the load is the person assigned to it. If a truck goes missing, this is the first thing the insurer and the police ask for.
- Photographs of the truck, the load, the bill of lading and fuel receipts
- Damage evidence, cargo claims, and the fuel deduction.
The sleeper berth is never filmed. The driver-facing camera covers the driver’s seat. No camera is fitted inside the berth, and none records it. Footage is kept 90 days unless preserved for a claim.
Who we share it with
A short list, and nobody is on it for marketing reasons.
- Our insurer — after an incident, and at renewal.
- Brokers and shippers — tracking position and proof of delivery for the load they tendered. Nothing about other customers.
- Regulators — FMCSA and state agencies, where the law requires it. A safety audit examines driver qualification files and hours records.
- Service providers — telematics, payroll, the background-check provider, our accountant. Each only gets what their job needs.
- Law enforcement — with a valid legal request, or when a truck or its cargo is stolen.
We do not sell personal information. We do not share it with data brokers, and we do not use driver footage or customer shipment data for advertising.
How long we keep it
- Dashcam footage
- 90 days, unless preserved for a claim
- Hours-of-service records
- 6 months (49 CFR 395.8)
- Driver qualification files
- Employment plus 3 years (49 CFR 391.51)
- Vehicle maintenance files
- 12 months, and 6 months after the truck is sold (49 CFR 396.3)
- Shipment records and proofs of delivery
- 7 years, for tax and cargo-claim purposes
- Job applications not taken forward
- 12 months, then deleted
Your rights
Exercise any of them by emailing us. We will not make it difficult.
- — Ask what we hold about you, and get a copy.
- — Correct anything wrong.
- — Ask us to delete it, where no law requires us to keep it. Several of the records above are required by federal regulation and we cannot delete those on request.
- — As a driver, request your own MVR, your hours records and any footage involving you.
- — Withdraw consent for anything that runs on consent rather than on a legal requirement.
Write to privacy@trilinkfamilyholdings.com. We respond within 30 days.
Children
This is a freight company. Our services are not directed at children and we do not knowingly collect information from anyone under 18. Interstate drivers must be 21.
These are drafts. They describe our actual practice accurately, which is more than most templates manage — but a privacy policy is a legal document and this one has not been reviewed by an attorney. Have one read it before the site goes live, particularly the driver-monitoring section, which carries real obligations in some states.