This policy explains what personal information DockPass (“DockPass”, “we”, “us”) collects when you use dockpass.org and the DockPass service, why we collect it, and the choices you have. It applies to company administrators, warehouse staff, and drivers who verify their identity for a pickup.
1. Our role
Companies that use DockPass (“Customers”) decide which shipments are created and which drivers are accepted. For driver and staff information processed on a Customer's behalf, the Customer is the controller and DockPass acts as its service provider (processor). For website visitors and Customer account administrators, DockPass is the controller.
2. Information we collect
Company and staff accounts.
- Company name and business registration details you provide during sign-up.
- Staff names, work email addresses, assigned warehouse and checkpoint role.
- Passwords, which we store only as one-way salted hashes.
Drivers.
- Full name, phone number, driver's license number and issuing state.
- A photo of the driver's license and a live photo (selfie) taken during verification.
- The result of the identity check (for example, whether the document was authentic and the face matched).
Operational records.
- Shipment details entered by the Customer, such as invoice number, pallet counts and scheduled pickup time.
- Gate scans, loading counts, approvals, holds and notes, with the staff member, location and time.
Technical information.
- IP addresses of Handling ID sign-in attempts, used to rate-limit and detect guessing.
- Basic server and security logs (such as request time, browser type and IP address).
3. How we use information
- To verify that a driver is who they claim to be before a Customer releases freight.
- To issue, display and validate single-use pickup credentials.
- To run the Customer's gate, loading and approval checkpoints and keep an audit trail.
- To detect and prevent fraud, theft and abuse, including alerting Customers to suspicious activity.
- To operate, secure, support and improve the service, and to communicate with account holders.
- To comply with legal obligations.
We do not sell personal information, and we do not use driver photos or ID data for advertising.
4. Identity photos and biometric information
The live photo is compared with the photo on the driver's license to confirm identity. This comparison may involve biometric information. It is used only to verify identity for the specific pickup, is not used to build a general face-recognition database, and is shared only with the identity verification provider performing the check. Drivers are informed and asked to consent before any photo is captured. A driver who does not consent should contact the Customer to arrange an alternative.
5. Who we share information with
- The Customer whose shipment the driver is collecting, and its authorized staff.
- Identity verification providers that check license authenticity and the face match.
- Infrastructure providers that host and protect the service (such as our hosting provider and Cloudflare for network security and delivery).
- Authorities when required by law, or when necessary to investigate theft or fraud.
- A successor in a merger, acquisition or sale of assets, subject to this policy.
6. How long we keep information
We keep account information while the Customer's account is active. Driver identity photos and verification data are kept only as long as needed for the pickup, the Customer's audit and dispute needs, and legal requirements, and are then deleted. Audit records of pickups may be kept longer because they are needed to investigate cargo theft. Customers can ask us to delete their data when they close their account.
7. Security
We protect information with encryption in transit (TLS), hashed passwords, encrypted pickup codes, role-based access limited to each staff member's warehouse, and logging of every checkpoint decision. No system is perfectly secure; if we learn of a breach affecting your information, we will notify affected Customers and individuals as required by law.
8. Cookies
We use essential cookies only: a secure session cookie that keeps staff signed in and a cookie that lets a driver return to their pickup status. We do not use advertising or third-party tracking cookies.
9. Your rights
Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent. Drivers and staff should normally direct requests to the company they are working with; we will assist that company in responding. You may also contact us directly at [email protected]. We will not discriminate against you for exercising your rights. You may also have the right to complain to your local data protection authority.
10. Children
DockPass is intended for business use and is not directed to anyone under 18. We do not knowingly collect information from children.
11. International transfers
Your information may be processed in countries other than your own. Where required, we use appropriate safeguards such as standard contractual clauses.
12. Changes to this policy
We may update this policy from time to time. We will post the new version here with a new “last updated” date and, for significant changes, notify account administrators.
13. Contact
Questions about this policy: [email protected]. See also our Terms of Service.