Privacy and Website Data-Handling Notice

Scope of this notice

This notice applies to information associated with:

• HCM’s public website and information a visitor voluntarily provides while using the website or following its contact instructions
• Approved telephone, voicemail, business-email, mail, office, and other direct business communications with HCM
• A secure application, document-transfer method, client portal, or other controlled intake process only when HCM specifically directs a person to that process
• Limited technical information that an approved hosting, security, or analytics provider may process, such as an IP address, browser or device information, timestamps, requested pages, referring pages, and security or error events
• Approved third-party services used to support an HCM business or client matter, subject to the provider’s role, the applicable agreement, and the service-specific requirements

External websites, government portals, payment providers, secure-form vendors, client portals, and other linked or separately operated services may have their own privacy notices and controls. HCM does not control an external party’s independent systems or practices merely because the website links to or coordinates with that party.

Additional notices and choices may apply to a particular service, jurisdiction, system, provider, or information type.

Information HCM may receive

The information HCM may receive depends on the visitor, client, service, communication method, system, responsible parties, and applicable requirements. HCM does not receive every category in every matter.

Contact and identity information

This may include a name, business role, telephone number, email address, and mailing or business address.

Carrier and business information

This may include a business or carrier name, USDOT or operating-authority number, general operation, vehicle, cargo, jurisdiction, or service information, and whether the person is a prospective or existing client.

Inquiry and service information

This may include the requested service, a general description of a compliance issue, known dates or deadlines, contact preferences, and information required to evaluate or perform separately approved work.

Documents and regulated records

When required for an approved service, HCM may receive applications, registrations, notices, tax records, vehicle records, driver records, audit materials, authorization records, and other matter-specific documents through an approved process.

Billing and transaction information

This may include invoice references, payment status, transaction confirmations, service history, and account records. The public website does not provide a card, bank-account, or payment-authorization collection function.

Communications and preferences

This may include calls, voicemails, emails, correspondence, consent records, communication preferences, and approved service instructions.

Technical and security information

An approved website or security provider may process an IP address, browser or device information, timestamps, requested pages, referring pages, error information, diagnostic events, fraud-prevention information, and security events.

Information not to send through ordinary email or a general inquiry

Sending confidential information or documentation by ordinary email is not recommended. Please confirm with our office first how any confidential information or documentation should be sent.

Do not send Social Security numbers, EIN documents, complete VIN or driver lists, driver licenses, medical or testing records, Clearinghouse information, tax returns, payment information, bank information, signed forms, signatures, attestations, authorizations, audit evidence, enforcement correspondence, complete agency notices, portal exports, account credentials, identity-verification documents, or other confidential records through ordinary email or a general inquiry channel. HCM will confirm which records are needed and how approved records should be transmitted through a secure process.

HCM will never request or use another person’s password, MFA code, verification code, passkey, recovery credential, or personal account access. Each user must use individually assigned credentials and an authorized role.

How HCM may use information

HCM may use applicable information to:

1. Respond to an inquiry, identify the appropriate service discussion, and communicate practical next steps.
2. Prepare, coordinate, document, and follow up on work HCM has separately agreed and is authorized to perform.
3. Verify identity, authority, instructions, the client or matter, responsible parties, signatures, attestations, payment approval, or applicant-only actions before protected work proceeds.
4. Maintain service history, correspondence, documents, invoices, payment status, transaction evidence, assignments, and approved follow-up.
5. Provide status information, identify missing information, discuss deadlines, deliver administrative notices, and coordinate authorized actions.
6. Prevent fraud, abuse, unauthorized access, credential misuse, security incidents, operational errors, and prohibited submissions.
7. Maintain records, respond to valid legal process, preserve evidence, handle disputes, support audits, and satisfy applicable legal, regulatory, tax, accounting, contractual, or retention duties.
8. Maintain website functionality, diagnose errors, improve accessibility and content, evaluate general performance, and protect the website through approved providers and disclosed technologies.

HCM limits use to legitimate business, service, security, legal, and compliance purposes and does not use confidential client records for unrelated advertising. If HCM engages in an activity defined by applicable law as a sale, sharing, targeted advertising, qualifying profiling, or another regulated use, HCM will provide the disclosures and choices required by applicable law.

When information may be disclosed

HCM may disclose applicable information only when reasonably necessary for an approved purpose and subject to the recipient’s role, the information involved, required authorization, and applicable requirements.

Approved service providers

HCM may use approved providers for website hosting, security, communications, secure forms, document transfer, cloud storage, client relationship management, accounting, payment processing, or technical support. Access should be limited to information reasonably necessary for the approved purpose and subject to appropriate contractual, access, and security controls.

Government agencies and regulated participants

For an approved service, information may be provided to FMCSA, DOT, IRS, state or local authorities, authorized process agents, medical examiners, laboratories, MROs, SAPs, testing providers, insurers, or other authorized participants when appropriate scope, authority, and responsible-party review are confirmed.

Government agencies and regulated professionals retain their independent responsibilities and decisions. A general inquiry does not authorize HCM to submit information or communicate with an agency or third party.

Regulated testing, Clearinghouse, medical, driver, and consumer-report information is disclosed only as permitted or required by the specific confidentiality, consent, authorization, access, and role rules governing that information.

Client-authorized recipients

Information may be provided to appropriately authorized employees, applicants, drivers, owners, representatives, vendors, consultants, or other parties connected to a client matter.

Professional advisers

Information may be provided to attorneys, accountants, tax professionals, insurers, auditors, security specialists, or other qualified advisers when reasonably necessary and appropriately authorized.

Legal, security, and preservation purposes

Information may be disclosed when reasonably necessary to respond to valid legal process, meet regulatory requirements, prevent fraud or misuse, address safety or security, handle a dispute, preserve evidence, or protect HCM, its clients, or others.

Organizational transactions

Information may be involved in a merger, acquisition, financing, restructuring, sale, or transfer involving all or part of HCM’s operations, subject to applicable confidentiality, security, notice, and legal requirements.

HCM does not disclose confidential client information merely because someone asks for it. HCM may verify identity, authority, the matter, and the intended recipient before a disclosure.

Information security

HCM evaluates information-security risks and seeks to apply administrative, technical, and physical measures appropriate to the information, service, system, provider, legal requirements, and risks involved. Specific controls vary by system and may change as systems, providers, risks, and requirements change.

No website, email service, transmission method, storage system, or security control can guarantee absolute security. HCM does not represent that every system uses identical controls, every communication is encrypted end to end, ordinary email is a secure intake channel, an incident can never occur, or a third party’s controls are guaranteed by HCM.

Contact HCM promptly if you believe information was misdirected or unauthorized activity may have occurred. Do not send protected verification materials through ordinary email.

Retention and deletion

HCM retains information only as long as reasonably necessary to:

• Provide and document approved services
• Maintain client, transaction, billing, and communication records
• Meet applicable federal, state, local, tax, accounting, regulatory, contractual, and retention requirements
• Preserve evidence, handle disputes, respond to legal process, or maintain a legal hold
• Protect systems, investigate incidents, prevent fraud, and enforce agreements
• Maintain backups, recovery capability, and operational continuity

When information is no longer reasonably needed, HCM may delete, destroy, anonymize, or deidentify it according to the information type, system, approved retention schedule, provider capabilities, and applicable requirements.

Different records may have different retention periods. A deletion request does not automatically override regulatory retention, tax, accounting, contractual, litigation, investigation, preservation, security, or record-integrity obligations. Information may remain temporarily in protected backups or archives until the applicable cycle expires. HCM does not promise immediate deletion, and deletion from one system does not prove deletion from every authorized third-party system.

HCM may verify identity, authority, and the affected records before acting on an access, correction, or deletion request. HCM does not alter or destroy source records to conceal errors, missed deadlines, violations, disputes, or enforcement matters.

Privacy choices and requests

Depending on the jurisdiction, person, information, relationship, and applicable exemption, an eligible person may have the right to request:

1. Confirmation of whether HCM processes applicable personal information
2. Access to applicable personal information
3. Correction of inaccurate information
4. Deletion of eligible information
5. A portable copy of eligible information
6. Information about applicable collection, use, or disclosure practices
7. An opt out of a sale, targeted advertising, or qualifying profiling if HCM engages in an activity governed by that right
8. Limitation or withdrawal choices when required for sensitive information or consent-based processing
9. Appeal of an eligible denied request where applicable

These rights are not universal and may not apply to every person, record, jurisdiction, or business relationship. HCM may verify identity, authority, residency, the relationship, and the affected records. An authorized agent may be required to provide proof of authority, and the person may need to complete separate identity verification.

Do not send identity documents, Social Security numbers, credentials, signatures, or other protected verification records through ordinary email. HCM will confirm an appropriate verification method when needed.

HCM may deny, limit, or defer a request when permitted or required because of regulatory retention, legal process, litigation, security, fraud prevention, tax, accounting, contractual, investigation, privilege, or record-integrity obligations. HCM will not discriminate against a person for exercising an applicable privacy right, but a service may be unavailable if information required for that service cannot lawfully be retained or processed.

Any applicable response period, appeal method, authorized-agent process, or opt-out mechanism will be governed by current law and HCM’s verified practices. This notice does not create a privacy right where one does not otherwise apply.

Cookies, analytics, and similar technologies

HCM’s website and approved providers may use cookies, local storage, security tokens, logs, or similar technologies for website delivery, load balancing, security, fraud prevention, accessibility, diagnostics, or user-requested functionality.

If HCM uses analytics, advertising, session replay, embedded services, or other nonessential technologies, this notice will identify the applicable practices and HCM will provide any choices or consent required by law. Third-party maps, videos, forms, chat, scheduling, payment tools, social-media features, and other external services may have their own technologies and privacy practices.

HCM will respond to legally recognized browser-based preference signals, including Global Privacy Control, when required by applicable law and supported by the relevant technology. A browser setting or signal may not apply to every technology, jurisdiction, or processing activity.

Children’s privacy

This website and HCM’s services are intended for businesses and adults. They are not directed to children under 13, and HCM does not knowingly collect personal information online from children under 13 through the public website.

Changes to this notice

HCM may update this notice when its practices, providers, technology, services, or legal requirements change. The current version will be posted at this route with an updated date. HCM will provide additional notice or obtain consent before applying a material change when required.

HCM preserves approved prior versions internally for accountability. Continued website use will not be treated as a waiver of rights when applicable law requires a different notice or consent process.

Contact HCM about privacy

A privacy inquiry may begin with a general description of the request. A general inquiry does not establish identity, authority, residency, legal eligibility, or a valid request. HCM will identify any additional verification process separately.

• Telephone: 800-484-4069
• Email: operations@hcmintegrityservices.com
  • Sending confidential information or documentation by ordinary email is not recommended. Please confirm with our office first how any confidential information or documentation should be sent.
  • Do not send Social Security numbers, identity documents, EIN documents, complete VIN or driver lists, driver licenses, medical or testing records, Clearinghouse information, tax returns, payment information, bank information, signed forms, signatures, attestations, authorizations, audit evidence, enforcement correspondence, complete agency notices, portal exports, account credentials, protected verification materials, or other confidential records through ordinary email. HCM will confirm which records are needed and how approved records should be transmitted through a secure process.
• Mail or office: 7900 Oak Lane, Suite 400, Miami Lakes, FL 33016

Call before traveling to the office or attempting to deliver documents. The office address does not guarantee walk-in availability, an appointment, or acceptance of records.