Privacy Policy.
What we collect from carriers, why we collect it, who we share it with, and the rights you have over it. Written to be read, not skimmed past.
1. Who We Are
Hot Wheel Dispatcher LLC ("Hot Wheel", "we", "us") is an independent freight dispatching company serving owner-operators and small trucking fleets in the United States. This policy explains what personal information we collect through hotwheeldispatcherllc.net, why we collect it, and what you can do about it.
We are the data controller for the information described below.
2. What We Collect
We only collect information you type into our forms, plus the basic technical data that any web server records. We do not buy lists, and we do not track you across other websites.
Information you give us directly
| Where | What we ask for |
|---|---|
| Dispatch inquiry form (home page) |
Full name, email address, MC number, and your message. |
| Carrier onboarding form (carrier setup page) |
Contact name, company name, email, phone number, MC number, DOT number, equipment and trailer type, maximum payload, number of trucks, home base, factoring company, target rate per mile, preferred lanes, endorsements (HazMat, TWIC, tarps, liftgate), driver setup, and weekend running preference. |
| Document upload (carrier setup page) |
Files you choose to attach — typically your MC authority, W-9, certificate of insurance, and voided check. Accepted as PDF, JPG, PNG, DOC or DOCX. |
Information collected automatically
Our host records standard server logs: your IP address, browser type, the pages you request, and timestamps. These are used for security and troubleshooting, not for building a profile of you.
What we deliberately do not collect
- We never ask for your Social Security number, driver's licence number, or date of birth on this website.
- We do not process payments on this site, so we never see or store card or bank details here.
- We do not run behavioural advertising pixels.
3. Why We Collect It
- To respond to you. If you send a dispatch inquiry, we need your contact details to reply.
- To set you up as a carrier. Your MC and DOT numbers, equipment details and documents are what brokers require before they will tender a load to you.
- To match you to freight. Your lane preferences, endorsements and target rate per mile tell us which loads are worth calling you about.
- To run broker credit checks on your behalf, so you do not haul for a broker who will not pay.
- To keep the site working and secure — that is what the server logs are for.
Under GDPR our lawful bases are performance of a contract (setting you up and dispatching you) and legitimate interests (site security, replying to inquiries). Where neither applies, we rely on your consent, which you may withdraw at any time.
5. Who We Share It With
We do not sell your personal information. We have never sold it, and we do not share it for cross-context behavioural advertising. We share it only with the service providers that make this business function:
| Provider | What they handle |
|---|---|
| Form processing provider | Delivers our form submissions to our dispatch desk. Everything you type into a form passes through this provider on its way to us. |
| Website hosting provider | Serves this website and keeps the server logs described above. |
| Content delivery provider | Serves the typefaces used on these pages; receives your IP address when your browser requests them. |
| Freight brokers and shippers | Once you are our carrier, we pass your carrier packet — authority, insurance, W-9 — to brokers so they can set you up and tender loads. This is the core of the dispatching service you are hiring us for. |
| Credit reporting services (Ansonia, TransCredit) |
Used to check broker credit on your behalf. We look up the broker, not you. |
We may also disclose information where the law requires it, or where it is necessary to establish or defend a legal claim.
6. How Long We Keep It
- Inquiries that do not become carriers: up to 24 months, then deleted.
- Active carrier records and documents: for as long as you dispatch with us, and for 7 years afterwards. Freight and tax records have to be retained; the FMCSA and the IRS both expect it.
- Server logs: retained by our host on their own rolling schedule, typically around 30 days.
If you ask us to delete your information sooner, we will — except for records we are legally required to keep.
7. Your Rights
Wherever you live, you may ask us to:
- Access the personal information we hold about you.
- Correct anything that is wrong or out of date.
- Delete it, subject to the retention rules above.
- Port it — receive a copy in a portable format.
- Object to or restrict how we use it.
- Withdraw consent where consent is what we relied on.
If you are in California (CCPA/CPRA)
You have the rights above, plus the right not to be discriminated against for exercising them. We do not sell or share personal information as those terms are defined by the CCPA, so there is no "Do Not Sell or Share My Personal Information" link to click — there is nothing to opt out of.
If you are in the EU or UK (GDPR)
You additionally have the right to lodge a complaint with your local supervisory authority. Hot Wheel Dispatcher LLC operates in the United States freight market; if you contact us from the EU or UK we will still honour these rights.
To exercise any right, email us at the address in section 11. We will respond within 30 days and may ask you to verify your identity first — that check protects you, not us.
8. How We Protect It
The site is served entirely over HTTPS, with HSTS enabled, so traffic between your browser and this site is encrypted in transit. We apply security headers including a Content-Security-Policy to limit what the page is allowed to load, and clickjacking protection so the site cannot be framed by another.
Carrier documents you upload are transmitted over an encrypted connection and are handled by our email and form provider under their own security programmes.
9. Children's Privacy
This is a commercial trucking service. It is not directed at children, and we do not knowingly collect information from anyone under 18. If you believe a minor has given us personal information, contact us and we will delete it.
10. Changes to This Policy
If we change how we handle your information — for example, if we add analytics — we will update this page and change the "last updated" date at the top. Material changes affecting active carriers will also be sent by email. Continuing to use the site after an update means you accept the revised policy.
11. Contact Us
Questions about this policy, or want to exercise one of your rights?
Hot Wheel Dispatcher LLC
Email: Brianwilliams@hotwheeldispatcherllc.net
Email is the fastest way to reach our dispatch desk, and it is monitored 24/7.