Fleet Safety Communications and SMS Consent Policy

1. Purpose

Fleet Safety Management uses text messaging and other communication methods to provide commercial drivers, driver applicants, customers, and authorized business contacts with operational, safety, compliance, onboarding, training, maintenance, appointment, and customer-support communications.

This policy explains how Fleet Safety Management uses SMS/text messaging, how individuals may consent to receive messages, how they may opt out, and how mobile information and messaging consent are protected.

Participation in the SMS messaging program is voluntary. Consent to receive SMS messages is not a condition of employment, purchase, or receipt of services.

2. Types of SMS Messages

Individuals who provide consent may receive recurring SMS messages from Fleet Safety Management regarding matters such as:

• Driver onboarding and application updates
• Requests for required documents or information
• Drug and alcohol testing appointments and reminders
• Fleet safety alerts
• Vehicle inspection reminders
• Preventive maintenance notifications
• Compliance notifications and reminders
• Driver safety training
• Vehicle recalls or service advisories
• Account or service updates
• Appointment confirmations or reminders
• Customer-support communications
• Policy or operational updates
• Other safety, compliance, operational, or service-related communications requested by or relevant to the recipient

Fleet Safety Management does not use purchased, rented, or third-party marketing lists to obtain SMS consent.

3. Consent to Receive SMS Messages

Individuals may provide consent to receive SMS messages by voluntarily providing their mobile phone number through an approved Fleet Safety Management onboarding, application, website, electronic form, written consent form, or other documented opt-in process.

Where an electronic checkbox or similar consent option is used, SMS consent will be presented separately and will not be pre-selected. An individual may decline SMS consent and still complete the underlying application, registration, employment, purchase, or service process where otherwise permitted.

By voluntarily opting in, the individual agrees to receive recurring SMS messages from Fleet Safety Management at the mobile number provided.

Message frequency varies depending on the recipient's relationship with Fleet Safety Management, requested services, fleet operations, compliance requirements, appointments, safety needs, and other applicable circumstances.

Message and data rates may apply according to the recipient's mobile carrier and wireless plan.

Consent to receive SMS messages is not a condition of employment, purchase, or receiving services.

Consent applies only to communications from Fleet Safety Management for the purposes described in this policy. SMS consent is not transferred to other businesses for their own marketing or promotional messaging.

4. Opt-Out

Recipients may opt out of recurring SMS messages at any time by replying:

STOP

After a valid opt-out request is received, the recipient will receive confirmation that they have been unsubscribed, and Fleet Safety Management will stop sending recurring SMS messages to that mobile number unless the recipient later provides new consent or opts back in through an approved method.

Other commonly recognized opt-out keywords may also be processed by the messaging platform where supported.

Opting out of SMS communications does not prevent Fleet Safety Management from communicating through another lawful or authorized method, such as telephone, email, dispatch communication, postal mail, or in-person communication.

Drivers and other regulated individuals remain responsible for complying with applicable safety, regulatory, employment, and operational requirements regardless of whether they elect to receive SMS communications.

5. HELP and Customer Assistance

Recipients may reply:

HELP

for assistance with SMS communications.

Recipients may also contact Fleet Safety Management through the contact information available at:

https://fleetsafetymanagement.org

Fleet Safety Management may provide assistance regarding onboarding, appointments, compliance matters, safety communications, account or service questions, and SMS preferences.

6. Mobile Information We Collect

In connection with the SMS program, Fleet Safety Management may collect and maintain information such as:

• Mobile phone number
• Name and identifying account or driver information
• SMS opt-in or consent status
• Date and method of consent
• Opt-out requests
• SMS delivery and communication records
• Responses to SMS messages
• Information voluntarily provided by the recipient through communications
• Records reasonably necessary for safety, compliance, operational, auditing, or customer-support purposes

Fleet Safety Management collects and uses this information only as reasonably necessary for legitimate business, safety, compliance, operational, service, and communication purposes.

7. SMS Privacy and Non-Sharing of Mobile Information

Fleet Safety Management respects the privacy of individuals who participate in its SMS messaging program.

Fleet Safety Management does not share, sell, rent, or provide mobile phone numbers or SMS messaging consent information to third parties or affiliates for their marketing or promotional purposes.

SMS opt-in data and consent will not be shared with, sold to, rented to, or transferred to third parties or affiliates for their marketing or promotional purposes.

Mobile information may be disclosed to service providers acting on behalf of Fleet Safety Management only when reasonably necessary to operate or provide the messaging service, maintain business systems, provide requested services, support safety or compliance operations, or comply with applicable law.

Service providers receiving information for these limited operational purposes are not authorized to use SMS opt-in information or mobile phone numbers for their own marketing or promotional purposes.

Fleet Safety Management may also disclose information when required by law, legal process, regulatory obligation, court order, governmental request, or when reasonably necessary to protect legal rights, safety, security, or prevent fraud or misuse.

The foregoing exceptions do not permit the sharing of SMS opt-in data or consent with third parties or affiliates for their independent marketing or promotional purposes.

8. Communication Records and Data Use

Fleet Safety Management may retain SMS communication records and related information for legitimate purposes, including:

• Safety management
• Driver onboarding
• Regulatory compliance
• Drug and alcohol testing administration
• Vehicle inspection and maintenance coordination
• Training administration
• Customer support
• Auditing
• Incident investigation
• Documentation
• Dispute resolution
• Legal or regulatory compliance

Records will be maintained in accordance with applicable business practices, contractual obligations, and legal requirements.

9. Mobile-Device Safety

Commercial drivers must comply with all applicable federal, state, and local laws and company policies regarding mobile-device use while operating a commercial motor vehicle.

Drivers should:

• Never read, write, send, or respond to text messages while driving.
• Review SMS communications only when safely parked and the vehicle is secured.
• Never use a mobile device in a manner that interferes with safe vehicle operation.
• Follow all applicable distracted-driving and commercial-driver mobile-device restrictions.
• Report urgent safety, vehicle, accident, or mechanical concerns using the appropriate emergency, dispatch, or fleet-management process.
• Understand that an SMS message is not a substitute for emergency services.

Fleet Safety Management does not require a driver to read or respond to an SMS message while operating a vehicle.

10. Emergency and Critical Communications

SMS should not be relied upon as the sole method for emergency or life-safety communications.

For urgent or critical matters, Fleet Safety Management may also use telephone calls, email, dispatch communications, in-person notifications, or other appropriate communication methods.

In an emergency, individuals should contact 911 or the appropriate emergency service when necessary and follow instructions from law enforcement, emergency personnel, dispatch, or other authorized personnel.

11. Message Delivery

SMS delivery is subject to the recipient's wireless carrier, device availability, network availability, and other factors outside Fleet Safety Management's control.

Fleet Safety Management does not guarantee that every SMS message will be delivered or received within a particular period of time.

Carriers are not liable for delayed or undelivered messages.

12. Changes to Mobile Number

Recipients are responsible for providing an accurate mobile phone number.

If a recipient changes, transfers, disconnects, or relinquishes a mobile phone number, the recipient should notify Fleet Safety Management so that messaging records can be updated.

Fleet Safety Management may discontinue SMS communications to numbers believed to be invalid, reassigned, or no longer associated with the intended recipient.

13. Changes to This Policy

Fleet Safety Management may update this Fleet Safety Communications and SMS Consent Policy when necessary to reflect changes to its messaging practices, services, legal requirements, carrier requirements, or business operations.

The updated policy will be posted on the Fleet Safety Management website with a revised effective date.

Continued SMS messaging will remain subject to applicable consent and opt-out requirements.

14. Contact Information

Questions regarding this policy, SMS communications, privacy practices, or messaging preferences may be directed to Fleet Safety Management through the contact information provided on:

https://fleetsafetymanagement.org

Recipients may also reply HELP to an SMS message for assistance or STOP to opt out of recurring SMS messages.

15. SMS Consent Acknowledgment

Where Fleet Safety Management uses a written or electronic consent form, the following acknowledgment may be presented separately from any required employment, onboarding, application, service, privacy, or contractual agreement: