Privacy policy

This policy explains what Profirm Inc. ("Profirm", "we") collects when you use profirmusa.com or our services, why, and what we do with it. It is written in plain English on purpose.

Who we are

Profirm Inc., 466 Rue St-Jacques, Napierville, QC J0J 1L0, Canada. We provide DOT compliance services to motor carriers, including a drug and alcohol testing consortium operating as a consortium / third-party administrator (C/TPA) under 49 CFR Part 40, FMCSA Clearinghouse services, registration filings, UCR, IFTA and permit filings. Contact: [email protected], 450-245-0005.

What we collect

Through forms on this site

Name, company or DBA, email, phone, USDOT number, number of drivers, the service you are asking about, and anything you type in the message field. Forms also record the page the request came from and the language.

When you become a client

Company legal name, EIN or equivalent, addresses, insurance and process agent details, vehicle and driver counts, and the information required for the filings you ask us to make. For drivers enrolled in the consortium: name, date of birth, CDL number and issuing state or province, contact details, and the records described in the next section.

Drug and alcohol testing records

As a C/TPA we hold random selection records, chain-of-custody forms, test results verified by a Medical Review Officer, Clearinghouse query results and consent forms, and the annual summary (MIS) data required by 49 CFR 382.403. These records are subject to the confidentiality rules in 49 CFR Part 40 Subpart P and 49 CFR 382.401, which limit who may see them and for what purpose.

Automatically

Standard web server logs (IP address, browser, pages requested, time) and, if analytics are enabled, aggregated usage data. See the cookies section.

Why we collect it

• To answer your request and prepare a quote.
• To provide the services you buy: run the random pool, schedule tests, run Clearinghouse queries, prepare and submit filings.
• To meet legal obligations, including reporting to the FMCSA Clearinghouse under 49 CFR 382.705 and responding to lawful requests from DOT agencies.
• To send renewal reminders and service notices for things you have enrolled in.
• To keep the site working and secure.

Drug and alcohol test confidentiality

Test results and related records are released only as permitted by 49 CFR Part 40. In practice:

• Results go from the laboratory to the Medical Review Officer, who verifies them and reports to the employer's designated employer representative. As C/TPA, we relay the verified result to the employer.
• Verified positives, refusals and other violations are reported to the FMCSA Clearinghouse as required by 49 CFR 382.705. For owner-operators, we make that report as the designated C/TPA.
• Drivers may obtain copies of their own records under 49 CFR 40.329.
• We do not release testing records to any other party without the driver's specific written consent, a court order, or a request from a DOT agency or state oversight body with authority under Part 40.
• Records are retained for the periods in 49 CFR 382.401: five years for positives, refusals and related documents, two years for the collection process and training records, and one year for negatives.

Who we share information with

• Service providers we need to deliver the work: collection sites, SAMHSA-certified laboratories, Medical Review Officers, Substance Abuse Professionals when a driver is referred, process agents, and payment processors. Each receives only what it needs for its role.
• Government agencies: FMCSA (Motus, Clearinghouse), the UCR plan, state and provincial tax and registration agencies, when we file on your behalf or when the law requires a report.
• Nobody else. We do not sell personal information, and we do not share it with third parties for their marketing.

Cookies and analytics

The site works without cookies. If analytics are enabled, we use a standard analytics tool that sets cookies to measure page views in aggregate; we do not use it to build profiles of individuals or to serve advertising. Your browser settings can block cookies without affecting the site. Forms use a hidden field to filter spam; it collects no personal information.

Security

Records are stored on access-controlled systems. Testing records are kept separate from general client files, and access is limited to staff whose role requires it. Transmission to laboratories, MROs and government systems uses the secure channels those parties provide. No system is perfectly secure; if we learn of a breach affecting your information, we will notify you as required by law.

Retention

Lead form submissions that do not become clients are deleted after 24 months. Client files are kept for the life of the relationship plus the retention period required by the applicable regulation, then deleted or destroyed. Testing records follow 49 CFR 382.401.

Your choices

• Ask what we hold about you or your drivers, correct it, or, where the law does not require retention, have it deleted.
• Opt out of reminder and service emails; note that some notices are part of the service you bought and continue until it ends.
• Drivers may request their own testing records directly.

Write to [email protected]. We confirm identity before releasing records.

Cross-border transfer

Profirm operates from Canada and serves US carriers. Information may be stored and processed in Canada and in the United States. Testing records for US DOT programs are handled under US federal rules regardless of where they are stored.

Children

Our services are for businesses and CDL drivers. We do not knowingly collect information from anyone under 18.

Changes

When this policy changes, the date at the top changes and material changes are noted here. Continued use of the services after a change means you accept it.