Privacy Policy
This policy covers the KLF Group Inc website, the carrier portal at our portal, and the KLF Group Inc mobile app for Android.
Last updated: 9 September 2026
Who we are
KLF Group Inc is a for-hire interstate motor carrier, USDOT 3150858, MC 104780, based in Merrillville, Indiana. For any question about this policy or your information, contact us at dispatch@teamklf.com.
What we collect
We collect only what is needed to arrange freight and to pay the people who haul it.
If you apply to haul for us, or use the carrier portal
- Company name, contact name, email address and phone number
- USDOT and MC numbers, which we verify against the public FMCSA register
- Equipment, preferred lanes and current location, if you tell us
- The compliance documents you upload — operating authority, certificate of insurance, W-9, CDL, medical certificate, drug and alcohol programme enrolment, MVR and truck information
- Your signed sub-haul agreement, together with the date, time, IP address and browser recorded at signing, so the signature can be shown to be yours
- Load, settlement and payment records
If you use the mobile app
- Your sign-in details. Carriers sign in with the same credentials as the web portal; drivers sign in with a login their dispatcher sets up
- Photographs you take or select of bills of lading, proof of delivery and other load paperwork. These are uploaded to us and attached to the load
- Vehicle inspection reports you submit, including any defects, odometer reading and the location you type in
- A push notification token for your device, so we can alert you to a new load or a status change. This identifies the device, not you personally
Location, if a driver turns it on
A driver can choose to share the location of the load they are hauling, so dispatch can see where it is without telephoning for a check call. This is the only location data KLF collects, and it is worth being exact about it.
- It is optional. The app asks, explains what it does, and does not share anything unless the driver agrees. Declining costs nothing else in the app
- It runs only during a load. Sharing begins when a driver marks a load Loaded and stops automatically when they mark it Delivered. It does not run between loads, off shift, or before a driver has accepted work
- It runs in the background, with the screen off. That is the point — a driver should not have to hold a phone to be visible to dispatch. Android shows a permanent notification naming the load for as long as sharing is on
- A driver can stop it at any time from the load screen, or by signing out, which stops it immediately
- What is recorded is a position, its accuracy, speed and heading, and the time it was taken, attached to that load
- Who sees it: KLF dispatch staff, and the carrier a driver works for. It is never sold, never shared for advertising, and never given to anyone else except where the law requires it
- A single position is also attached to a status update when a driver posts one, if location is allowed at that moment
What the app does not collect
- No location when you are not hauling. Outside the window described above, the app neither requests nor records where you are
- No advertising and no analytics. The app contains no advertising software and no third-party analytics or tracking software of any kind
- No contacts, no audio, and no files beyond the photographs you deliberately choose to attach
If you send us a form or an email
- The name, company, email, phone and message you provide
Why we use it
- To assess and onboard carriers, including verifying authority and insurance
- To dispatch, track and document loads
- To produce settlements and pay carriers
- To meet our obligations as a motor carrier, including record-keeping required by the Federal Motor Carrier Safety Administration
- To contact you about your loads, your documents or your application
We do not sell your information, and we do not use it for advertising.
Who we share it with
We share information only where it is necessary:
- Brokers and shippers whose freight you are hauling, where the load requires it — for example, carrier and insurance details on a rate confirmation
- Service providers who run our systems on our behalf: our hosting and database providers, our email provider, and Anthropic, whose Claude service reads uploaded freight documents to extract load details. These providers act on our instructions and are not permitted to use your information for their own purposes
- The FMCSA, whose public register we query using your USDOT or MC number to confirm your authority. We send only those numbers
- Authorities and professional advisers, where the law requires it or to establish or defend a legal claim
How long we keep it
We keep carrier and load records for as long as you work with us and afterwards for as long as we are required to — motor carrier records are generally subject to federal retention periods, and signed agreements and settlement records are kept for the period applicable to contracts and tax records. Enquiries that do not lead to a working relationship are removed when they are no longer of use. Location shared during a load is part of that load's record and is kept with it; it is not retained separately, and it is not used for anything once the load is delivered.
How we protect it
Traffic to our site, portal and app is encrypted in transit. Passwords are stored only as salted hashes and cannot be read by us or recovered — they can only be reset. Access to carrier documents is restricted: a carrier can see only their own, and staff access is limited by role. No system is perfectly secure, but we take these obligations seriously.
Your choices
- You can ask us for a copy of the information we hold about you, ask us to correct it, or ask us to delete it where we are not required to keep it
- You can turn off push notifications in your device settings at any time
- You can stop sharing a load's location from the load screen in the app, withdraw location permission in your device settings, or sign out — any of the three stops it immediately, and the rest of the app carries on working
- You can withdraw camera or photo permission in your device settings. The app will still work, but you will not be able to attach paperwork
- You can ask us to delete your app account by emailing dispatch@teamklf.com. We will confirm within 30 days, and will tell you what we must retain and why
Children
Our services are for commercial motor carriers and their drivers. They are not directed at anyone under 18, and we do not knowingly collect information from children.
Changes
If we change this policy we will update the date at the top of this page. Where a change is significant, we will tell carriers directly.
Contact
KLF Group Inc
Merrillville, Indiana
dispatch@teamklf.com