Privacy Policy

Purpose of Policy

This Privacy Policy outlines how Rayford Holdings Inc. (dba NexaTMS) collects, uses, protects, and manages personal and professional information provided by users, partners, and applicants. NexaTMS is committed to maintaining the confidentiality and integrity of all collected data in accordance with U.S. federal law, the General Data Protection Regulation (GDPR), and the California Consumer Privacy Act (CCPA).

1. Data We Collect

We may collect the following categories of information during registration, onboarding, or system interaction:

  • Personal Identifiers: Full name, date of birth, email address, phone number.

  • Professional Details: Company name, MC/DOT number, EIN, certifications, or employment history.

  • Technical Information: IP address, browser type, device identifiers, and access timestamps.

  • Financial Data: ACH or bank details for carrier payments or subscription billing (stored via secure payment processors).

  • Uploaded Files: Resumes, W-9 forms, insurance certificates, and compliance documentation.

2. Purpose and Use of Data

Collected data is used to support NexaTMS’s internal functions, including:

  • Recruitment and applicant verification.

  • Carrier onboarding, dispatch coordination, and load tracking.

  • Payment processing and tax documentation.

  • Platform improvement, analytics, and fraud prevention.

  • Compliance with DOT, FMCSA, and other transportation authorities.

We do not sell, trade, or rent any user data to external marketing entities.

3. Data Sharing & Third Parties

Information may only be shared with trusted partners and vendors who perform specific operational functions, such as:

  • Cloud hosting providers (for platform uptime).

  • Payment processors (e.g., Stripe, Plaid, or authorized ACH vendors).

  • Legal and compliance partners for audits or government requests.

Each partner is bound by data protection agreements ensuring compliance with U.S. and international privacy standards.

4. Data Security

  • All user sessions use SSL/TLS 1.3 encryption.

  • Sensitive data, including financial information, is encrypted using AES-256.

  • Internal access to personal data is strictly limited to authorized personnel under confidentiality agreements.

  • Quarterly penetration testing and annual third-party audits are conducted to maintain system integrity.

5. User Rights and Controls

Users have the following rights under GDPR/CCPA:

  • Access: Request a copy of personal data held by NexaTMS.

  • Correction: Request updates or corrections to inaccurate data.

  • Deletion: Request removal of data once the contractual relationship ends.

  • Restriction: Limit processing of specific information categories.

Requests can be made via privacy@nexatms.com and will be processed within 10 business days.

6. Data Retention

  • Recruitment data is stored for 12 months post-application unless employment is granted.

  • Active partner or carrier data remains on file for the duration of the business relationship and for 5 years after account closure (for audit purposes).

  • After expiration, data is anonymized or securely deleted.

7. Cookies and Tracking

NexaTMS uses functional cookies for secure sessions, analytics, and performance metrics.

  • No third-party advertising cookies are used.

  • Users can disable cookies in their browser; however, this may affect platform functionality.

8. Policy Updates

This Privacy Policy may be revised periodically to reflect changes in law or business operations. Updates will be announced within the NexaTMS dashboard or via registered email notifications. Continued use of the system constitutes acceptance of the revised policy.

9. Contact Information

Rayford Holdings Inc. (dba NexaTMS)
711 7th Street, Bloomington, Illinois 61704
📧 privacy@nexatms.com
📞 217-800-2113 / 309-831-8910
Official Website: https://www.nexatms.com

Scroll to Top