Privacy Policy

Fast Exact, Inc.

Effective date: September 8, 2026
Replaces the version dated March 5, 2026

This policy explains what Fast Exact, Inc. (“Fast Exact,” “we,” “us”) does with personal information. It covers the website at fastexact.com, shipment booking, tracking, dispatch, driver applications, credit applications, and related customer service. If a later written agreement with you says something different about a particular data set, that agreement controls for that data set.

We wrote this for shippers, consignees, website visitors, and applicants. It is meant to be read, not filed away. If a sentence is unclear, call us. The number is at the end.

1. The short version

We move freight. We keep the information needed to pick it up, carry it, deliver it, invoice it, and deal with a claim if one is filed. That is the job. Everything else is off limits.

We do not sell personal information. We do not rent it. We do not trade it. We do not hand it to data brokers. We do not use it to advertise for ourselves or for anyone else. We do not build marketing profiles. We do not train outside artificial-intelligence systems on your information. We do not buy lists to append to your file.

Inside the company, access is limited to people who need the record to do their work — dispatch, billing, claims, compliance, and a small group of system administrators. A dispatcher working your load can see the pickup and delivery details for that load. The rest of the office cannot wander through it because they are curious.

2. Who we are

Fast Exact, Inc. is a motor carrier and expedited freight company. Our mailing address is P.O. Box 2154, South San Francisco, California 94080. Operations have been associated with 274 Wattis Way, South San Francisco, California 94080. Telephone: 888-245-0728.

For privacy questions and formal requests, write “Privacy Request” in the subject line of the contact form at fastexact.com/contact-us, or mail Privacy Request, Fast Exact, Inc., P.O. Box 2154, South San Francisco, CA 94080. You can also call 888-245-0728 and ask for the person handling privacy requests.

3. What we collect, and why

We collect as little as the work allows. If we can finish the shipment without a field, we leave the field blank.

Information you give us

• Shipper and billing contact: name, company, phone, email, billing address.
• Pickup and delivery details: addresses, dock hours, contact names and phone numbers at origin and destination, special handling notes.
• Shipment facts needed on a bill of lading or invoice: commodity description at the level you provide, piece count, weight, dimensions, reference numbers, declared value if you declare one.
• Payment information: we do not keep full card numbers on our systems. Card payments go to Square. Square’s rules apply to the card data it receives. We keep the last four digits, the brand, and the charge record so we can match a payment to an invoice.
• Account login, if you create one: username or email and a hashed password. We do not store passwords in plain text.
• Driver or owner-operator applications: license information, work history, the items a DOT-regulated carrier has to review. That file is kept in the hiring file, not in the customer booking system.
• Business credit applications: the company and bank references you list. We use those only to decide whether to extend trade credit.
• Messages you send us: emails, call notes, and the contents of the contact form.

Information created while we do the work

• Shipment status and, where you buy GPS-tracked service, vehicle location during the trip. Location is collected so you and dispatch can see where the freight is. It is not collected to watch a person after the delivery is done.
• Call recordings or dispatch notes when a conversation is logged in the ordinary course of coordinating a load.
• Basic website logs: IP address, date and time, pages requested, browser type. We keep these for security and to fix broken pages. We do not use them to follow you around the internet.
• EDI or API records, but only if you (or your TMS provider acting for you) ask us to connect systems. Those records contain the shipment data you push to us or pull from us.

Information we do not go looking for

We do not collect Social Security numbers from shippers or consignees. We do not collect biometric identifiers. We do not scrape social media for customer profiles. We do not buy consumer data to enrich a shipping file. We do not infer political opinions, health conditions, or anything of that sort from a freight booking.

4. Things we will not do with your information

• Sell, rent, lease, or barter personal information, including under the California definition of “sale” or “share” for cross-context behavioral advertising.
• Use personal information for advertising, retargeting, or look-alike audiences.
• Place advertising cookies, pixels, or similar trackers on fastexact.com.
• Send marketing email or text messages unless you separately ask for them. Transactional messages about a booking you already made — rate confirmation, pickup window, delay, proof of delivery — are not marketing.
• Give personal information to a data broker, list broker, or people-search service.
• Use customer files to train a public or third-party machine-learning model.
• Permit employees to take customer lists home for any side project.
• Change this list quietly. If we ever wanted to start selling data or running ads against it, we would have to rewrite this policy, give 30 days’ notice, and obtain a new opt-in. That is not our plan.

5. Who can see it

Default rule: only Fast Exact employees and owner-operators assigned to the work, and only the portion they need.

In practice that means:

• Dispatchers and operations staff working the load.
• Billing and collections staff working the invoice.
• Claims staff if a loss or damage file is opened.
• A system administrator, and then only to keep the system running or to restore a backup.
• The driver or team assigned to the pickup and delivery. They receive the addresses, appointment times, and handling notes required to complete the trip. They do not receive your card number.

Outside Fast Exact, information leaves the building only when the work cannot be finished without it, and only under the limits below.

Service companies we cannot operate without

A freight company cannot run a card charge or host a website entirely by itself. The outside parties we use are hired to perform a task for us. They are not given a license to use the data for their own marketing.

• Square, for card payments. Card data goes to Square, not into our file cabinet. See squareup.com/legal/privacy-no-account.
• The hosting and email providers that keep the website and ordinary business email online. They see what any host sees: server logs and the mail that passes through the server.
• Insurers and claims adjusters, if you file a cargo claim or we have to put the carrier’s insurer on notice.
• Accountants, lawyers, and similar professional advisers when a specific matter requires it, under a duty of confidence.
• A customer-authorized TMS, EDI, or API connection. If you hook your system to ours, the data you send is data you chose to send.

Each of those parties is expected, by contract or by the nature of the professional relationship, to use the information only for the task we hired them to do. We do not allow them to sell it or to advertise with it.

When the law leaves us no choice

We will produce a record if a valid United States court order, warrant, or lawful subpoena requires it. We will also produce what a regulator with jurisdiction over motor carriers is entitled to inspect. We do not volunteer customer files to anyone who merely asks. If we are legally allowed to tell you about a demand for your information, we will.

6. Cookies and the website

The public website uses session cookies that keep a form from dying mid-entry and that keep you logged in if you have an account. Those cookies last for the session or for the login period. They are not advertising cookies.

We do not run Google Ads, Meta Pixel, TikTok Pixel, or similar advertising tags on fastexact.com. We do not sell space on the site to advertisers.

If a future technical need requires a strictly necessary cookie beyond the session cookie (for example, a load-balancer cookie), it will still not be used to profile you.

We treat a browser Do Not Track signal as a request not to track. Because we do not run advertising trackers, there is little for DNT to turn off. We do not override it.

7. Location and GPS

Some services are sold as GPS-tracked. If you book that service, the truck’s location is recorded while the shipment is in transit so you and dispatch can see progress. When the delivery is complete, live tracking stops.

We do not sell location traces. We do not use a completed trip’s breadcrumb trail to market anything. We keep a location history only as long as the shipment file itself is kept, which is the period in the table below, and then it goes with the rest of the file.

Website IP addresses can suggest a city. We do not use that guess for advertising, and we do not treat an IP address as a precise location of a person.

8. How long we keep it

Freight files have a legal afterlife. Bills of lading, invoices, and claim files are not something we can wipe the day after delivery. The schedule below is the outer limit for our ordinary systems. When the period runs, we delete or irreversibly de-identify the personal information in the file, unless a claim, audit, or legal hold is still open.

If you ask us to delete sooner, we will, except for the pieces we still have a legal duty to keep (for example, an invoice that tax rules require, or a file under legal hold). We will tell you what we cannot yet remove.

9. How we protect it

No company can promise that a system will never be broken into. What we can say is how we run the office.

• Access inside Fast Exact is granted by role. A person who does not dispatch, bill, or handle claims does not get a login to those records.
• Passwords are stored hashed. Full payment-card numbers are not stored on Fast Exact systems.
• The website is served over HTTPS.
• When an employee leaves, that person’s access is shut off.
• Paper files, to the extent we still have any, sit in the office and are not left on a public counter.

If we discover a breach that is reasonably likely to harm you, we will notify you and any regulator the law requires us to notify. We will do that without waiting for the news to travel some other way.

10. Your choices and rights

You can ask us to:

• Give you a copy of the personal information we hold about you.
• Correct a name, phone number, address, or other field that is wrong.
• Delete what we no longer have a legal reason to keep.
• Close an online account.
• Stop a GPS share on a live load if you are the shipper of record and you want tracking turned off. Understand that turning it off may make it harder for us to give you status.
• Say no to any optional marketing. The default is already off.

Send the request through the contact form with the subject line “Privacy Request,” or mail it to the address in section 2. We may need to confirm it is you. We do not charge a fee for an ordinary request. We aim to answer within 30 days, or within the shorter period a state law requires.

If you use an authorized agent under California law, we will need proof of the agent’s authority and enough information to verify the consumer.

California

If you are a California resident, you have the rights set out in the California Consumer Privacy Act as amended by the CPRA: to know, to access, to correct, to delete, to opt out of sale and sharing, and to limit the use of sensitive personal information. Fast Exact does not sell personal information and does not share it for cross-context behavioral advertising. There is therefore nothing to opt out of on those two points, but you may still write and ask us to confirm that in writing.

We will not deny service, charge a different price, or give a lesser quality of service because you exercised a privacy right.

Sensitive information we may hold in the ordinary course is limited to account login credentials and, for driver applicants, licensing and related hiring data. We use those only to run the account or the hiring decision. We do not use them to advertise.

Other U.S. state privacy laws

Residents of states that have enacted consumer privacy statutes (including, among others, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, and any state that later passes a comparable law) may request access, correction, deletion, and a copy of their data in a portable form, to the extent the statute applies to us. The same contact method in section 2 is the way to make that request. If the statute gives you an appeal after a denial, send the appeal to the same address and write “Privacy Appeal” on it.

Canada

We haul to and from Canada. Personal information collected in the course of those shipments is used for the shipment, the invoice, and any claim. We do not treat a Canadian consignee list as a marketing list.

Europe

Our ordinary business is North American freight. We do not target the European public with advertising. If an EU or UK person still ends up in our files — for example as a named contact on a U.S. shipment — and a European data-protection law applies, we will honor an access, correction, deletion, or restriction request on the same terms as above. Our basis for holding shipment data is that we need it to perform the carriage and to meet record-keeping duties. We do not rely on “legitimate interests” to justify advertising, because we do not advertise with the data.

11. Children

The site and the freight service are for adults and businesses. We do not knowingly collect personal information from anyone under 16, and we do not want an account opened by a child. If a parent or guardian thinks we have a minor’s information, contact us. We will delete it.

12. Other websites

The site may link out. A link is not a joint venture. The other site’s policy is its own. Read it if you leave our pages.

13. Changes to this policy

If we make a routine clarification, we will change the date at the top. If we make a material change — anything that would let us sell data, advertise with it, keep it longer, or give it to a new class of recipient — we will post the revised policy at least 30 days before it takes effect and, where we have an email on file for an account holder, we will send a notice to that address. Continued use after that period, with notice given, is how the new terms take effect for the website. For a change that introduces a sale or advertising use of personal information, we will not rely on silence. We would need an opt-in. Again: that is not planned.

14. How to reach us

Fast Exact, Inc.
Attn: Privacy Request
P.O. Box 2154
South San Francisco, CA 94080
Telephone: 888-245-0728
Web: fastexact.com/contact-us (subject line: Privacy Request)

If you are not satisfied with our answer, you may contact your state attorney general or, in California, the California Privacy Protection Agency. We would rather fix the problem directly. Write us first.

15. A note on what this policy is not

This is not a contract that creates rights against Fast Exact beyond the rights the law already gives you, except for the specific promises in sections 4, 5, 6, 8, and 13 about sale, advertising, access limits, cookies, retention, and notice of material changes. Those promises are intended to be relied on.

Questions about a particular shipment still go through dispatch. Privacy requests go through the channel in section 2 so they do not get lost in a load board.