Transportadmin.com (“Company,” “we,” “us,” or “our”) respects the privacy of individuals and is committed to protecting the personal information that we collect, use, disclose, and store in the course of providing Consortium/Third-Party Administrator (C/TPA) services. This Privacy Policy describes how we handle information in accordance with applicable federal and Pennsylvania state laws, including but not limited to the Department of Transportation’s drug and alcohol testing regulations (49 CFR Part 40 and Part 382), the Pennsylvania Breach of Personal Information Notification Act, and other relevant privacy and data protection statutes.
We collect certain categories of personal information from individuals, which may include full name, contact details, job title, CDL or license number, employer name and address, Equipment detail information and emergency contact information. In addition, we collect regulated testing data such as drug and alcohol test results, random selection data, return-to-duty documentation, and reports from medical professionals such as Medical Review Officers (MROs) and Substance Abuse Professionals (SAPs). When individuals use our website, we may also collect technical data such as IP addresses, browser and device identifiers, and website usage patterns for the purpose of improving security and functionality.
The personal information we collect is used solely for lawful purposes, including the administration of DOT-compliant drug and alcohol testing programs, consortium pool management, compliance reporting, regulatory audit preparation, communication with authorized employer representatives, and maintaining accurate records as required by federal law. We may also use certain website data to secure our systems and enhance user experience.
We may disclose personal information when necessary to comply with applicable laws and regulations, fulfill contractual obligations, or facilitate testing and compliance processes. Such disclosures may include, but are not limited to, communications with employers or their Designated Employer Representatives (DERs), government agencies such as the Department of Transportation or its operating administrations, certified testing laboratories, Medical Review Officers (MROs), collection site personnel, and Substance Abuse Professionals (SAPs) and other Vendors used by Transportadmin.com to fulfil or provide the services mentioned on our website. We also disclose data to third-party vendors and software providers used for compliance, scheduling, reporting, secure record storage, and system integrations. These vendors are contractually required to safeguard the confidentiality, integrity, and availability of all personal information received in the course of performing services on our behalf. We do not sell or rent any personal information for advertising or marketing purposes.
Our legal basis for processing personal information includes compliance with regulatory requirements, the execution of contracts with employers or authorized agents, and, where applicable, the individual’s consent. Information is retained in accordance with DOT retention schedules, which vary depending on the type of record. For example, negative drug test results may be retained for one year, while positive test results, SAP reports, and return-to-duty documentation may be retained for a minimum of five years. After the expiration of the applicable retention period, personal data is securely destroyed using industry-standard data disposal practices.
In accordance with current Pennsylvania law and anticipated provisions of the Pennsylvania Consumer Data Privacy Act (PCDPA), individuals may have the right to request access to personal information held by us, request corrections to inaccurate or outdated data, and, where applicable, request deletion of information not required for regulatory purposes. Individuals also have the right to opt out of non-essential communications and to file complaints with the Pennsylvania Attorney General regarding the handling of their data. Requests to exercise these rights may be submitted by contacting us at the email address, phone number, or mailing address listed below.
We implement and maintain reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, or destruction. These safeguards include access controls, secure transmission protocols, data encryption, and internal privacy policies that guide our personnel and contractors. While we strive to maintain industry-standard security practices, no method of transmission or storage is completely secure, and we cannot guarantee absolute protection.
In the event of a data breach affecting personal information, we will provide notice to affected individuals in accordance with the Pennsylvania Breach of Personal Information Notification Act. Where more than 500 Pennsylvania residents are impacted, we will notify the Office of the Attorney General of Pennsylvania and may also notify national credit reporting agencies when required. Notifications will be made without unreasonable delay and will include sufficient detail regarding the nature of the breach, the categories of information affected, and the steps individuals may take to protect themselves.
For services involving any form of audio or video interaction, we comply with Pennsylvania’s two-party consent law pursuant to 18 Pa. C.S. § 5703. Any such recordings will only be made following appropriate notice and consent from all participating parties.
Our services are not intended for individuals under the age of 13, and we do not knowingly collect personal information from minors without verifiable parental consent in compliance with the Children’s Online Privacy Protection Act (COPPA). If we become aware that such information has been collected without consent, we will take immediate steps to delete it.
This website may contain hyperlinks to third-party websites or resources, including collection sites or laboratories. We are not responsible for the content, privacy practices, or terms of use of any external websites, and users are encouraged to review the privacy policies of those third parties prior to submitting any personal information.
We reserve the right to amend this Privacy Policy from time to time to reflect changes in our practices, applicable law, or regulatory requirements. Any such amendments will be posted to this page with an updated effective date. Continued use of our services following the publication of an updated Privacy Policy constitutes acceptance of the revised terms.
If you have any questions about this Privacy Policy or wish to exercise any of your rights under applicable law, you may contact us using the following information: Transportadmin.com, [Support@transportadmin.com].