Every Mile.
Every Package. Delivered.

1. Introduction

PoloFleetXP LLC ("PoloFleetXP," "we," "us," or "our"), an Amazon Delivery Service Partner based in Fort Smith, Arkansas, is committed to protecting the privacy of our employees, applicants, and business contacts. This Privacy Policy explains how we collect, use, store, and protect personal information — including mobile phone numbers used for employment-related SMS communications — in compliance with applicable federal and state law and carrier requirements under A2P 10DLC standards.

2. Information We Collect

We may collect the following categories of personal information:

• Full name and contact information (mobile phone number, email address, home address)
• Mobile phone number and SMS opt-in consent records, including date and method of consent
• Employment application data (driving history, background check results, work authorization status)
• Schedule, route, and operational data related to employment
• Emergency contact information
• Technical data such as device type and carrier when interacting with SMS services

3. How We Use Your Information

We use personal information only for legitimate employment and operational purposes, including:

• Sending work schedules, route assignments, and dispatch updates via SMS
• Communicating safety alerts, policy updates, and operational announcements
• Processing employment applications and onboarding documentation
• Contacting applicants regarding their application status
• Complying with Amazon DSP program requirements and applicable law
• Maintaining required records of SMS consent and opt-out requests

4. SMS / Text Message Communications

Opt-In: Consent to receive SMS messages is obtained at the time of application submission or employee onboarding. Consent may be provided via our online application portal, a written consent form, or an affirmative response to an initial opt-in message. You are not required to consent as a condition of employment or application consideration.

Message Frequency: Message frequency varies based on operational needs. You may receive multiple messages per day during active shifts, scheduling, or urgent operational events.

Message & Data Rates: Standard message and data rates from your mobile carrier may apply. PoloFleetXP LLC is not responsible for any charges incurred from your carrier in connection with SMS communications.

Opt-Out — Reply STOP: You may opt out of SMS communications at any time by replying STOP to any message received from PoloFleetXP. Upon receipt, you will receive a single confirmation message acknowledging your opt-out, after which no further SMS messages will be sent to that number. Opting out of SMS does not affect your employment status.

Re-Enrollment — Reply START: To resume receiving SMS messages after opting out, reply START to any prior message or contact HR directly at info@polofleetxp.com.

Help — Reply HELP: Reply HELP to any message for assistance with our SMS program, or contact us directly at info@polofleetxp.com.

Supported Carriers: AT&T, Verizon, T-Mobile, and most major U.S. wireless carriers. Carrier participation and feature availability may vary.

5. No Sharing of Mobile Numbers for Marketing

6. How We Share Your Information

We do not sell or rent personal information. We may share information only in the following limited circumstances:

• With Amazon as required under our Delivery Service Partner agreement
• With third-party service providers assisting in payroll processing, HR management, background screening, or scheduling, under binding data processing agreements that prohibit further use or sharing
• When required by law, court order, subpoena, or government authority
• To protect the safety and security of our employees, customers, or the public
• In connection with a merger, acquisition, or sale of assets, in which case affected individuals will be notified

7. Data Retention

We retain personal information only as long as necessary to fulfill the purposes described in this policy or as required by applicable law. Employment records are retained in accordance with federal and Arkansas state recordkeeping requirements. SMS opt-in consent records and opt-out logs are retained for a minimum of four (4) years to demonstrate compliance with carrier, FCC, and TCPA requirements.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, disclosure, alteration, or destruction. No method of electronic transmission or storage is completely secure; however, we are committed to using industry-standard practices to protect your data. If you believe your information has been compromised, please contact us immediately.

9. Your Rights

Depending on your state of residence, you may have rights regarding your personal information, including the right to access, correct, or request deletion of certain data. To exercise these rights, contact us at info@polofleetxp.com. We will respond to verified requests within 30 days.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Material changes will be communicated to employees and applicants via email or posted on our website. Continued participation in SMS communications following notice of changes constitutes acceptance of the updated policy.

11. Contact Us

For questions or concerns about this Privacy Policy or your personal data, contact PoloFleetXP LLC:
Email: info@polofleetxp.com
Headquarters: Fort Smith, Arkansas

Effective Date: January 1,  ·  Last Updated:  ·  Compliant with A2P 10DLC Carrier Requirements, TCPA, and Arkansas Privacy Law

1. Agreement to Terms

These Terms of Service ("Terms") govern your use of PoloFleetXP LLC's website, employment application portal, and SMS text message communication services. By accessing our website, submitting an application, or consenting to receive SMS messages from PoloFleetXP LLC ("we," "us," or "our"), you acknowledge that you have read, understood, and agree to be bound by these Terms.

2. SMS Communications — Consent and Enrollment

Consent to receive SMS messages is entirely voluntary and is not a condition of employment or application consideration. Consent may be provided via our online application portal, a written consent form at onboarding, or by responding affirmatively to an initial opt-in message. By using [Company]'s services, including signing up for text message communications, you expressly consent to the collection, use, and sharing of your information as described in our Privacy Policy.

3. Message Frequency and Content

Message frequency varies and is based on operational needs. You may receive multiple messages per day during active shift periods, scheduling windows, or urgent operational events. All messages will originate from PoloFleetXP LLC and will pertain to your employment or application. We do not send unsolicited marketing, promotional, or third-party advertising content via SMS.

4. How to Opt Out — STOP

5. How to Re-Enroll — START

To resume receiving SMS communications after opting out, reply START to a prior message from PoloFleetXP, or contact HR directly at info@polofleetxp.com to re-establish your enrollment.

6. How to Get Help — HELP

If you experience issues with our SMS messaging program or need assistance, reply HELP to any message for more information. You may also contact us directly at info@polofleetxp.com or reach our HR team by phone. Our team will respond within one business day.

7. Message and Data Rates

Standard message and data rates charged by your mobile carrier may apply to all SMS messages sent and received. PoloFleetXP LLC is not responsible for any fees or charges imposed by your wireless carrier. Contact your carrier for details on applicable rates, plans, and messaging policies.

8. No Third-Party Sharing for Marketing

PoloFleetXP LLC will not sell, rent, share, or otherwise transfer your mobile phone number or SMS opt-in consent data to any third party or affiliate for marketing, promotional, or advertising purposes. Your mobile contact information is used solely for employment-related operational communications as described in these Terms and our Privacy Policy.

9. User Responsibilities

By consenting to receive SMS communications from PoloFleetXP, you agree to:

• Provide an accurate mobile phone number that you own or are authorized to use
• Notify PoloFleetXP promptly if your mobile phone number changes
• Not use our SMS services or website for any unlawful, harassing, or abusive purpose
• Keep any login credentials for our application portal secure and confidential
• Comply with all applicable federal, state, and local laws in connection with your use of our services

10. Prohibited Conduct

You may not use PoloFleetXP's website or communication services to:

• Impersonate another person, entity, or employee of PoloFleetXP
• Transmit false, misleading, defamatory, or fraudulent information
• Engage in phishing, smishing, or any deceptive communications practice
• Interfere with the integrity, security, or performance of our systems or services
• Violate any applicable federal, state, or local law or regulation

11. Disclaimer of Warranties

PoloFleetXP LLC's website and SMS communications services are provided on an "as is" and "as available" basis without warranties of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the website will be continuously available, error-free, or free of viruses or other harmful components.

12. Limitation of Liability for SMS Delivery Failures

PoloFleetXP LLC is not responsible for any delays, failures in delivery, misdirected messages, or any other issues related to the transmission or receipt of SMS messages. Delivery of text messages is subject to effective transmission by your mobile carrier network and is not guaranteed by PoloFleetXP LLC. By enrolling in our SMS program, you acknowledge and agree that PoloFleetXP LLC will not be liable for any damages, losses, or injuries arising from or related to the use, delay, or failure to receive any text message, including but not limited to technical issues, carrier outages, number changes, or service interruptions.

13. Intellectual Property

All content on this website — including but not limited to text, graphics, logos, brand names, and design elements — is the property of PoloFleetXP LLC and is protected by applicable intellectual property and trademark laws. You may not reproduce, distribute, modify, or create derivative works of any site content without our express written permission.

14. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Arkansas, without regard to its conflict of law provisions. Any disputes arising under or related to these Terms shall be submitted to binding arbitration or resolved in the courts of appropriate jurisdiction in Sebastian County, Arkansas.

15. Changes to These Terms

We reserve the right to update or modify these Terms at any time. When we do, we will update the "Last Updated" date at the bottom of this document. Material changes will be communicated to employees and applicants via email or posted to our website. Continued use of our website or SMS communications following notice of changes constitutes your acceptance of the updated Terms.

16. Contact Us

For questions or concerns about these Terms of Service, contact PoloFleetXP LLC:
Email: info@polofleetxp.com
Headquarters: Fort Smith, Arkansas

Effective Date: January 1,  ·  Last Updated:  ·  Compliant with A2P 10DLC Carrier Requirements, CTIA Messaging Guidelines, and TCPA