Legal & Compliance
Transparency and regulatory clarity for motor carriers nationwide. Atlanta-based and committed to administrative excellence.
Terms of Service
Last Updated: March 7, 2026
Guardrail Services LLC provides a cloud-hosted software platform and administrative tools that assist motor carriers in organizing and tracking compliance documentation.
1. Nature of Service
The Service is an administrative workflow and document management system. It does not replace the carrier’s regulatory responsibilities. Guardrail Services is NOT a compliance authority, regulatory advisor, or legal service.
2. Regulatory Responsibility
Guardrail Services does not guarantee regulatory compliance. Motor carriers remain solely responsible for ensuring that all Driver Qualification Files (DQFs), safety records, and compliance procedures meet applicable federal, state, and local regulations including 49 CFR Part 391. The platform is provided solely as an administrative tool to assist carriers in organizing documentation.
3. Carrier Responsibility
The Motor Carrier is the legally responsible party for compliance with all FMCSA regulations. The Carrier must review and certify all documents before dispatching drivers. Use of the Service does not constitute an audit or verification of driver qualifications by Guardrail Services.
4. No Warranty
The Service is provided "as is" and "as available." Guardrail Services makes no warranties regarding the accuracy, reliability, or regulatory completeness of documents stored or generated within the system.
5. Service Availability
Guardrail Services does not guarantee uninterrupted or error-free operation of the Service. Scheduled maintenance, network outages, or events outside Guardrail’s control may affect availability.
6. Limitation of Liability
To the maximum extent permitted by law, Guardrail Services LLC shall not be liable for any indirect, incidental, or consequential damages resulting from the use or inability to use the Service. In no event shall Guardrail Services' aggregate liability exceed the amount paid by the Client to Guardrail Services for the six (6) months of service immediately preceding the claim.
7. Indemnification
The Client agrees to indemnify, defend, and hold harmless Guardrail Services LLC from any claims, losses, or penalties resulting from the Client’s failure to maintain regulatory compliance, any hiring decisions made by the Client, or any inaccuracies in data provided to the Service.
8. Termination
Guardrail Services reserves the right to suspend or terminate accounts that violate the Acceptable Use Policy or these Terms of Service without prior notice.
9. Arbitration
Any disputes arising under these Terms shall be resolved via binding arbitration in Atlanta, Georgia, under the rules of the American Arbitration Association (AAA).
10. Data Retention
Guardrail Services acts as a custodian of data. Upon termination of service, data will be retained for thirty (30) days to allow for export, after which it may be permanently deleted unless otherwise required by law.
Privacy Policy
Last Updated: March 7, 2026
This policy explains how we collect, store, and protect sensitive personal information (PII) handled by the Guardrail platform.
1. Information We Collect
We collect PII required for driver qualification, including: Driver Name, Email, Address, License Number, Medical Certificate details, and Employment History. Data may be stored as text entries or as uploaded files (Images/PDFs).
2. Purpose of Collection
PII is collected solely for the purpose of facilitating administrative workflows and document management for the Motor Carrier client.
3. Data Storage & Security
Data is hosted on secure Virtual Private Servers (VPS). We utilize HTTPS encryption for all transmissions, session-based authentication, and role-based access control (RBAC). Sensitive identifiers are partially masked in system logs (e.g., SSN masking as ***-**-XXXX).
4. Data Access
Access to PII is strictly limited based on user roles (Driver, Carrier Administrator, and authorized Guardrail Staff). All access to sensitive documents is recorded in audit logs.
5. Breach Notification
In the event of a confirmed data breach, Guardrail Services will notify affected Clients promptly upon discovery and provide assistance in fulfilling regulatory notification requirements.
Data Processing Addendum (DPA)
Last Updated: March 7, 2026
1. Roles
The Motor Carrier acts as the Data Controller. Guardrail Services LLC acts as the Data Processor and custodian for document storage and workflow automation.
2. Ownership
All driver data and compliance records belong exclusively to the Motor Carrier client. Guardrail Services makes no claim of ownership over Client data.
3. Security Commitments
Guardrail Services implements technical and organizational measures to protect Client data, including encryption in transit, strict access controls, and regular system updates.
4. Subprocessors
Guardrail Services utilizes reputable cloud infrastructure providers for hosting. A list of subprocessors is available upon request.
5. Compliance
Guardrail Services will assist the Controller in responding to data subject requests and ensuring compliance with applicable data protection laws as they pertain to the Service.
Acceptable Use Policy (AUP)
Last Updated: March 7, 2026
This policy defines the acceptable use of the Guardrail Services platform.
1. Prohibited Activities
- Submission of false, fraudulent, or intentionally misleading documentation.
- Attempting to bypass security controls, RBAC, or authentication mechanisms.
- Automated scraping or data extraction without explicit written authorization.
- Using the platform to distribute malware or engage in phishing.
2. Termination
Guardrail Services reserves the right to suspend or terminate accounts found to be in violation of this Acceptable Use Policy without prior notice.
Security & Data Handling Overview
Guardrail Services is built with a security-first architecture to protect sensitive transportation data.
1. Infrastructure
- Secure Hosting: Hosted on managed Virtual Private Servers with hardened configurations.
- Encryption: Mandatory HTTPS (TLS 1.2+) for all data in transit.
- Session Management: Secure, time-limited session authentication.
2. Application Security
- Role-Based Access (RBAC): Strict isolation between Driver, Carrier, and Staff environments.
- Audit Logging: Comprehensive logging of document changes and access attempts.
- File Validation: Deep "Magic-Byte" validation of all uploads to ensure file integrity and prevent malicious uploads.
3. PII Protection
- Data Masking: Sensitive identifiers (SSNs, DOBs) are redacted or masked in system logs.
- PII Isolation: Public assets are strictly isolated from sensitive application data.
FMCSA Compliance Disclaimer
Guardrail Services LLC provides administrative document tracking tools and administrative workflow support only.
We are not a compliance authority, law firm, safety consultant, or regulatory advisor. Our platform is an administrative workflow and document management system designed to assist motor carriers in organizing their internal files.
The Motor Carrier remains the solely responsible party for maintaining compliant Driver Qualification Files (DQFs), safety records, and general regulatory adherence under FMCSA rules, including but not limited to 49 CFR Part 391.
Guardrail Services does not audit, verify, or certify the accuracy of documents submitted by drivers or carriers. The carrier must review and certify all files and documentation before dispatching any driver. The Service is provided "as is" as an administrative tool only.
Guardrail Services is not a legal or regulatory advisory service. Motor carriers remain responsible for compliance with all applicable regulations.