Privacy notice

Last updated October 5, 2026

What we collect

Information you give us

• Membership applications. Your name, company, contact details and the details of your operation that the application form asks for, together with anything you write in the message field.
• Event registrations. Your name, email address, phone number, company and the number of seats you are reserving, plus any notes you add.
• Contact, partnership and fuel card inquiries. Your name, email address and, when you choose to give them, your phone number and company, along with your message.
• Newsletter sign-ups. Your email address, and which page you signed up from.
• Fuel card applications. Everything the Pro Fuel Card application asks for: your name, title, contact details, home address, date of birth, Social Security number and share of ownership; the company's details, EIN, bank and fuel spending; photographs of your driver's license or state ID, of a voided business check and of yourself; and your signature.

Information collected automatically

• Server logs. Our web server records the address of each request, the date and time, the page requested, the browser's user-agent string and the IP address it came from.
• Form submission records. When a form is submitted we store the IP address and browser user-agent alongside the submission, and keep a short record of recent submissions from each IP address so that automated abuse can be rate-limited.
• Signing records. When you agree to or sign a document in the fuel card application, we record the time, your IP address and a fingerprint of your browser. If you choose to confirm with Face ID, a fingerprint or your device PIN, we keep the public key your device creates; your face and fingerprint never leave your device.

Why we collect it

• To answer your inquiry, process your membership application, or register you for an event.
• To take your fuel card application, verify who you are, and pass the application to Pro Fuel Card, as the application terms describe.
• To send you the association's newsletter, if you asked for it.
• To keep the association's records of its members, applicants and event attendance.
• To protect the site from spam and abusive automated traffic.

We use what you send us for the purpose you sent it for. If we ever want to use it for something else, we will ask you first.

Who sees it

Submissions from this website are stored in the association's own database and emailed to the officers and staff who handle that kind of inquiry. Our web hosting provider necessarily processes the data as part of running the server, and email you send us passes through our email provider. Card payments are made on the page of our payment processor, Authorize.Net: your card number is typed there, never on this site, and we do not store it.

The fuel card application

A fuel card application goes further, because a credit application cannot be decided without it:

• Pro Fuel Card LLC, the creditor, receives the whole application, its documents and how the account is paid, to underwrite, open and service the account. Pro Fuel Card may obtain consumer and business credit reports and contact your bank and trade references, as the application terms allow.
• The Federal Motor Carrier Safety Administration's public register is searched for your USDOT number, to confirm the company. Only the number is sent.
• An address verification service checks the addresses on the application against the U.S. Postal Service's records, once, when you submit. Only the addresses are sent.

Beyond these, we do not share your information with third parties.

We do not sell your information, and we do not rent, trade or otherwise pass it to anyone for marketing purposes. Being a ROMOTANA member does not put you on a partner's list; partners hear from you only when you choose to contact them.

We may disclose information where the law requires it — for example in response to a lawful request from a government authority or a court.

How long we keep it

• Membership applications and member records are retained while the relationship with the association is active, and for as long afterward as the association's own records and obligations require.
• Inquiries and event registrations are retained while they are being dealt with and while the relationship they belong to is active.
• Fuel card applications, with their documents and signatures, are kept as the record of the application and of any account opened from it, including after a decline. They are not deleted on a schedule, because the application and what was agreed may have to be shown years later. An application whose email address was never confirmed is deleted after 48 hours.
• Newsletter subscriptions are kept until you unsubscribe or ask us to remove you.
• Server logs and rate-limiting records are kept for a short period — long enough to investigate a problem or an attack, and no longer.
• Records held in services that come with membership, such as your equipment file in FleetCare PRO, stay with you. If your membership ends, that service stays readable for six months so you can print and download what you need, and is then closed rather than emptied — your records are kept, and the office can give you a copy. They are held for two years from the day access changed and are then deleted. Those services are described in our terms of use.

Cookies and tracking

This site sets two cookies, both strictly necessary. __Host-romotana_sid is the session cookie: it keeps a form's security token, keeps you signed in, and shows you the confirmation message after you submit something; it expires when you close your browser. rt_pass is set when you pass the Cloudflare Turnstile check, so that you are not asked again for two hours, and it expires after those two hours. Neither holds personal information, and the site cannot work correctly without them.

One third-party script is loaded: Cloudflare Turnstile, the check on our forms that tells a person from an automated script. It is there to stop abuse, and it runs only on pages with a form. Beyond that there are no analytics scripts, no advertising pixels, no social media trackers and no other third-party scripts; visits are counted from the server logs described above. Nobody is following you around the internet on our behalf.

Security

The site is served over an encrypted connection. Form submissions are protected against cross-site request forgery and against automated abuse, administrative access is limited to the association's officers and staff, and passwords are stored only as hashes.

The fuel card application is built to receive sensitive information: your Social Security number, date of birth and EIN are encrypted in our database, and the photographs you send are encrypted on our server, outside the public website, and shown only to the staff who handle applications and to Pro Fuel Card.

No system is perfect. Outside the fuel card application, please do not send sensitive documents — insurance files, driver records, financial statements — through the website's forms. Contact the office and we will arrange a safer way to receive them.

Your choices

• A copy of what we hold. Email us and we will send you what the association holds about you.
• Correction. Tell us what is wrong and we will fix it.
• Deletion. Ask us to delete your information and we will, unless we are required to keep some of it — in which case we will tell you what and why.
• Unsubscribing. Every newsletter carries an unsubscribe link, and you can also just email us and ask.

Write to the office for any of these. We answer requests as quickly as the office reasonably can.

Children

This site is for transportation professionals and is not directed at children. We do not knowingly collect information from anyone under 16.

Changes to this notice

If the site starts collecting something new, this notice will say so and the date at the top will change. This version is dated October 5, 2026.