Privacy Policy

This Privacy Policy governs the internal operations management system used by Lightning Star LLCemployees and authorized personnel. This system is designed for internal business operations and is not accessible to the general public.

As an internal system, this policy outlines how employee and operational data is collected, used, stored, and protected within our organization.

Employee Information:

• Google account credentials for authentication
• Name, email address, and profile information
• Role and access level within the organization
• Activity logs and system usage data

Operational Data:

• Driver information (names, contact details, licenses, certifications)
• Vehicle data (trucks, trailers, maintenance records, registrations)
• Dispatch and route information
• Fuel card transactions and accounting data
• Safety training records and compliance documentation
• Onboarding and HR-related information

System Data:

• Login timestamps and session information
• Data modification logs and audit trails
• System performance and error logs

Information collected through this system is used exclusively for:

• Fleet Management: Tracking vehicles, maintenance schedules, and assignments
• Driver Management: Managing driver records, certifications, and onboarding
• Dispatch Operations: Coordinating routes, schedules, and logistics
• Safety Compliance: Maintaining safety records and training documentation
• Financial Management: Processing fuel transactions and accounting operations
• Administrative Functions: User management and system administration
• Regulatory Compliance: Meeting DOT and other regulatory requirements
• Business Analytics: Generating reports and insights for operational improvements

Access Controls:

• Role-based access control with different permission levels
• Google OAuth authentication for secure login
• Session management with automatic timeouts
• Email-based access restrictions for sensitive areas

Data Protection:

• Encrypted data transmission using HTTPS/TLS
• Secure database storage with MongoDB encryption
• Regular security updates and patches
• Audit logging for all data modifications

Access Levels:

• Admin: Full system access for management personnel
• Equipment Only: Limited access to fleet management for accounting@lightningstarllc.com
• Standard User: Basic access to assigned modules

As an internal system, data is shared only within Lightning Star LLC on a need-to-know basis:

• Internal Sharing: Data is accessible to authorized employees based on their role and responsibilities
• No External Sharing: We do not sell, trade, or share data with external third parties
• Legal Compliance: Data may be disclosed if required by law, regulation, or legal process
• Regulatory Reporting: Information may be shared with DOT, FMCSA, or other regulatory bodies as required
• Service Providers: Limited data may be shared with essential service providers (hosting, maintenance) under strict confidentiality agreements

• Operational Data: Retained for the duration of business operations and regulatory requirements
• Driver Records: Maintained per DOT regulations (typically 3+ years after employment ends)
• Vehicle Records: Kept for the lifecycle of the vehicle plus regulatory retention periods
• Financial Data: Retained per IRS and accounting standards (typically 7 years)
• Safety Records: Maintained per FMCSA requirements
• System Logs: Retained for 1 year for security and troubleshooting purposes

Employee Rights:

• Access to your personal information stored in the system
• Request correction of inaccurate personal information
• Understanding of how your data is used within the organization
• Protection of your personal information per company policies

Employee Responsibilities:

• Protect login credentials and not share accounts
• Use the system only for authorized business purposes
• Report security incidents or data breaches immediately
• Comply with all data handling and privacy policies
• Log out properly when finished using the system

For questions about this Privacy Policy or data handling practices, please contact:

This Privacy Policy may be updated periodically to reflect changes in our operations, technology, or legal requirements. Employees will be notified of significant changes through the system or company communications.

Continued use of the system after policy updates constitutes acceptance of the revised policy.