This schedule explains the default retention periods and disposal controls used by CDL Smart App. Different laws, customer obligations, litigation holds, contractual duties, or regulatory requirements may require a record to be kept longer. Where that happens, the longer applicable period controls.
Unsuccessful or withdrawn applications
CDL Smart App defaults to retaining an organization's unsuccessful or withdrawn applicant record for 24 months after the most recent status change. Organization owners and administrators may choose a longer period between 24 and 84 months. Once the applicable period expires, the organization's CDL Smart application record is eligible for automated deletion unless a legal hold or other retention exception applies.
Active and separated hired drivers
An active hired-driver application does not have an automatic deletion timer. When an organization marks a hired driver as terminated or separated, CDL Smart schedules that organization's application record using the organization's configured post-separation period, with a platform minimum of 36 months. A longer legal, regulatory, contractual, claim-related, or legal-hold period overrides that schedule.
Motor carriers and employers may have additional driver-qualification, drug and alcohol, safety, personnel, tax, insurance, accident, training, and other recordkeeping obligations with different retention periods. CDL Smart's application-retention automation is not a substitute for identifying those independent record-specific duties.
Driver-owned reusable profiles and uploaded documents
A driver's reusable CDL Smart profile and driver-uploaded documents are separate from copies of applications already submitted to organizations. They are not automatically deleted merely because one organization's applicant-retention period ends. The reusable profile and driver-owned documents are generally retained while the driver maintains the account or continues to use those features, subject to privacy requests and lawful exceptions.
A driver may request deletion through the Privacy Requests page. Deleting CDL Smart-controlled profile data does not automatically delete a copy already lawfully submitted to and retained by an independent motor carrier, recruiter, staffing company, or other hiring organization. Requests concerning those organization-controlled copies may need to be directed to that organization.
Recruiter and hiring-team notes
Organization notes associated with an unsuccessful or withdrawn applicant are eligible for automated deletion when the organization's applicant-retention period expires, provided the driver does not have another active application with that organization and no applicable legal hold is active.
Messages and communications
The default retention period for ordinary message content is 24 months, and organization owners or administrators may select a longer available period. When that period expires, CDL Smart automatically removes message bodies, subjects, destinations, error details, and free-form metadata from eligible message records. Limited delivery, timing, provider, status, and disposition information may remain so the platform can maintain operational and audit integrity without retaining the communication content itself.
Message-content redaction is suspended where an applicable active legal hold requires preservation.
Consent, STOP, and opt-out evidence
The default retention setting for messaging consent and opt-out evidence is 60 months. Consent, withdrawal, STOP requests, and suppression evidence may be retained longer than ordinary message content when reasonably necessary to demonstrate lawful communications, resolve disputes, or continue honoring an opt-out. A suppression record may be retained beyond the selected period when deleting it could reasonably result in contacting a person who previously opted out.
Legal acceptances, security, billing, and audit records
Records such as Terms and Privacy acceptances, recurring-payment authorizations, security events, access logs, privacy requests, billing records, fraud-prevention records, applicant-status audit records, and deletion/disposition logs may be retained for as long as reasonably necessary to establish agreements, protect accounts, comply with tax or accounting duties, resolve disputes, enforce rights, or meet legal obligations.
Legal holds
If CDL Smart App or an organization identifies a preservation obligation relating to litigation, an agency inquiry, an investigation, a claim, or another legal matter, affected records may be placed on legal hold. An active legal hold suspends automated disposal of covered application records and can also suspend disposition of related messages or notes until the hold is released.
Deletion and disposition logging
When the automated retention process deletes an application or note, or redacts message content, CDL Smart App keeps a limited disposition record identifying the type of record, the organization, the action taken, when it occurred, and the retention basis. The disposition log is restricted to backend administrative use and does not retain deleted application, note, or message content.
Backups
Deleted or redacted information may remain temporarily in encrypted or provider-managed backups until those backups are overwritten or expire through normal backup cycles. Backup copies are not intended to be restored for ordinary product use after disposal except where needed for disaster recovery, security, or legal reasons.
Privacy requests
Users may request a copy of their CDL Smart account data or request account deletion through the Data & Account Requests page. A deletion request may require review when records have already been submitted to an organization, are subject to a legal hold, or must be retained for another lawful reason.
Contact
Questions about CDL Smart App retention practices may be sent to support@cdlsmartapp.com.