Privacy Policy

Effective Date: October 5, 2026

This Privacy Policy explains how UrbanTMS (“UrbanTMS,” “we,” “us,” or “our”) collects, uses, and shares information when you visit urban-tms.com, request a demo, or use the UrbanTMS transportation management software, customer tracking pages, and related apps (together, the “Services”).

UrbanTMS is business software for trucking carriers, owner-operator fleets, freight brokers, and 3PLs. If you have questions about this policy, email info@urban-tms.com.

Two Kinds of Information

We handle information in two different roles:

Information we control. This includes information from website visitors and people who request a demo, and basic account information about our customers and their users. This policy describes how we handle it.
Customer Data. This is the information our customers enter into or connect to UrbanTMS while running their operations, such as loads, drivers, trucks, carriers, documents, invoices, and GPS data. Our customers own and control their Customer Data. We process it on their behalf, as their service provider, under our agreement with them.

If you are a driver, owner-operator, carrier, shipper, or other contact whose information is in a customer’s UrbanTMS account, that company decides what information is collected about you and how it is used. Please contact them first with privacy questions or requests. We will help our customers respond where appropriate.

Information We Collect

Website form submissions. When you submit the “Request a demo” form, we collect what you provide (such as your name, email, company, phone number, role, fleet size, interests, and message), along with technical details such as your IP address, browser type, and the page you submitted from.
Account and user information. Names, email addresses, phone numbers, roles and permissions, company name and settings, and sign-in credentials. Passwords are stored as salted hashes, not in plain text. We also keep records of account activity, such as sign-ins and changes made in the account.
Customer and company data. Information about our customers’ own customers, shippers, brokers, facilities, and contacts, including names, addresses, phone numbers, emails, billing details, rates, and notes.
Driver information. Information a customer enters about its drivers and owner-operators, such as names, contact details, CDL and medical card details and expiration dates, assigned trucks, pay rates, settlements, and deductions. Drivers who use an UrbanTMS driver app may also create duty-status, hours-of-service, vehicle inspection (DVIR), and signature records.
GPS and location data. Truck location, speed, heading, and timestamps received from a customer’s connected ELD or telematics provider, and device location from UrbanTMS driver apps when the driver allows location access. We use location data to show fleet maps, estimate ETAs, power customer tracking links, calculate trip and state mileage (for example, for IFTA), and record arrivals and departures at stops.
ELD and telematics data. Vehicle, driver, and duty-status information that a customer authorizes us to retrieve from its ELD or telematics provider using credentials or API keys the customer supplies.
Shipment and load information. Origins, destinations, appointments, stops, commodities, weights, equipment, rates, reference numbers, status updates, and proof of delivery.
Carrier and broker information. Company names, MC and DOT numbers, contacts, insurance and authority details, payment terms, and remittance information. We may also look up public records about carriers from government sources such as the Federal Motor Carrier Safety Administration (FMCSA).
Uploaded documents. Bills of lading, proofs of delivery, rate confirmations, W-9s, certificates of insurance, carrier agreements, receipts, and other files users upload. UrbanTMS can read text from documents (for example, to pre-fill a load from a rate confirmation) so users can review and confirm it.
Invoice and accounting information. Invoices, payments, accounts receivable, carrier payables, driver settlements, deductions, factoring submissions, and, if the customer connects accounting software, the records exchanged with it.
Fuel and fuel-card data. Fuel-card statements and transactions a customer imports (such as date, location, gallons, amount, and card or unit numbers), used to match fuel to trucks and drivers, apply settlement deductions, and prepare IFTA reports. We also use public fuel price data, such as weekly diesel prices from the U.S. Energy Information Administration, for fuel cost estimates.
Cookies and device information. See “Cookies and analytics” below.

How We Use Information

To provide, operate, and maintain the Services, and to carry out our customers’ instructions.
To respond to demo requests and questions, onboard new customers, and provide support.
To send service-related messages, such as user invitations, password resets, and notifications or reports that users turn on.
To keep the Services secure, prevent fraud and misuse, and troubleshoot problems.
To improve the Services and develop new features.
To comply with legal obligations and enforce our agreements.

Aggregated lane-rate insights. UrbanTMS may combine de-identified lane and rate information from participating customer accounts (for example, general origin and destination areas, equipment type, rate, and date, without customer, carrier, or company names) to show market rate insights inside the Services. Account administrators can turn this off at any time in company settings.

We do not use Customer Data to advertise to drivers, carriers, or our customers’ customers.

How We Share Information

We do not sell personal information. We share information only in these situations:

Service providers. Companies that help us run the Services, such as cloud hosting and database providers, email delivery providers, and mapping, geocoding, and routing services (which receive addresses or coordinates needed to display maps and calculate routes, mileage, and ETAs). They may use the information only to provide services to us.
Integrations a customer connects. When a customer connects an ELD or telematics provider, accounting software, a factoring company, a fuel-card provider, a load board, or another third-party service, we exchange data with that service at the customer’s direction. That provider’s own terms and privacy policy apply to its handling of the data.
At a customer’s direction. For example, when a user shares a customer tracking link (anyone with the link can see that load’s status, location, and ETA), emails an invoice packet, submits invoices for factoring, or sends a carrier onboarding packet.
Within a customer’s account. Authorized users can see information based on the roles the customer assigns. Owner-operators using the owner-operator portal see their own loads, pay, and deductions.
Legal and safety reasons. When we believe in good faith that disclosure is required by law or legal process, or is needed to protect the rights, property, or safety of UrbanTMS, our customers, or others.
Business transfers. In connection with a merger, acquisition, financing, or sale of all or part of our business, subject to this policy.
With consent. When you or the relevant customer asks us to.

Cookies and Analytics

We use cookies that are needed to run the website and the Services, such as a session cookie that keeps you signed in and protects forms from misuse. We do not currently use advertising cookies or third-party analytics cookies. If that changes, we will update this policy.

Maps in the Services load map images from third-party map tile providers, which receive your IP address and standard browser information when they deliver those images. You can block or delete cookies in your browser settings, but you will not be able to sign in without the session cookie.

Data Retention

We keep demo-request information for as long as needed to respond and follow up, and afterward as reasonably needed for business records.

We keep Customer Data for as long as the customer has an active account, or as otherwise set out in our agreement with the customer. Customers decide how long to keep records in their account, and may have their own legal record-keeping obligations (for example, FMCSA, IFTA, or tax rules). After an account ends, customers can request an export of their data, and we delete or de-identify Customer Data within a reasonable period, unless we need to keep some of it longer to meet legal, tax, or accounting requirements, resolve disputes, or maintain security. Copies in backups are removed as backups are replaced in the normal course.

Some technical data, such as logs and cached route calculations, is removed automatically on a regular schedule.

Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information, including encrypted connections (HTTPS), salted password hashing, role-based access controls, and separation of each customer’s data within the Services. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Customers and users are responsible for keeping their login credentials confidential, assigning appropriate user roles, and letting us know promptly at info@urban-tms.com if they suspect unauthorized access to their account.

Your Privacy Choices and Rights

Website visitors and demo requests. You can ask us to access, correct, or delete the information you submitted, or to stop following up with you.
Account users. You can update your profile information in the app. Your company’s account administrator manages users and permissions.
Drivers, owner-operators, and other contacts in a customer’s account. The customer you work with controls that data. Please send access, correction, or deletion requests to that company. If you contact us instead, we will refer your request to the customer or help them respond.
Location. Drivers can control location access for UrbanTMS driver apps in their phone settings. Location data from a truck’s ELD or telematics device is controlled by the carrier that operates the vehicle.
Marketing emails. If we send you marketing emails, you can opt out at any time. We will still send messages needed to run your account.

Depending on where you live, you may have additional rights under applicable law. We will respond to requests consistent with applicable law and may need to verify your identity first. To make a request, email info@urban-tms.com with the subject line “Privacy request.”

Children’s Privacy

The Services are built for businesses and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

Where Information Is Processed

UrbanTMS is intended for businesses operating in the United States. Information may be stored and processed in the United States by us and our service providers.

Changes to This Policy

We may update this policy from time to time. When we do, we will post the updated version on this page and change the effective date above. If we make material changes, we will give customers reasonable notice, for example by email or in the app.

Contact Us

Questions or requests about this policy or your information: email info@urban-tms.com.