Privacy Policy

Martin Transportation Systems · Effective: May 22, 2026

Martin Transportation Systems ("MTS," "we," "us," or "our") respects the privacy of individuals who interact with us. This Privacy Policy explains what information we collect from our employees and authorized users in the course of operating internal IT services, how we use it, and the choices you have.

This policy is focused on personal information used by internal MTS IT systems, including the mobile numbers used to deliver one-time temporary passwords by SMS to authorized MTS employees.

1. Information We Collect

In the course of providing IT services to MTS employees, we collect and maintain:

• Active Directory account information — including the employee's name, username, email address, department, and job title, as required for normal operation of MTS computer systems.
• Mobile phone numbers — voluntarily provided by the employee to MTS IT and stored in the employee's Active Directory user record (specifically, the pager attribute). Providing this number is optional; employees who do not provide one use alternative account-recovery methods, and no SMS is sent to them.
• System and audit logs — records of authentication events, password reset requests, and administrative actions taken on MTS IT systems.

2. How We Use This Information

We use the information described above only to operate MTS IT systems, including:

• Authenticating employees to MTS computer systems and applications.
• Sending one-time temporary passwords by SMS to an employee's voluntarily-provided mobile number when an MTS IT administrator initiates a password reset for that employee's Active Directory account.
• Generating internal audit logs of administrative actions for security and compliance purposes.

We do not use the information for marketing, promotions, advertising, profiling, or any purpose unrelated to MTS internal IT operations.

3. SMS Communications

Opt-in workflow

The complete opt-in process is as follows:

1. An employee voluntarily provides their mobile number to MTS IT, either during onboarding or by contacting the IT department at any later date.
2. An authorized MTS IT administrator records the number in the employee's Active Directory user record (specifically, the pager attribute).
3. The presence of the number in this record constitutes the employee's affirmative opt-in to receive password-reset SMS at that number. No SMS is sent until the employee subsequently requests a password reset.
4. When the employee requests a password reset (by phone, Microsoft Teams, or in person), an authorized MTS IT administrator initiates the reset through an internal IT support tool, which generates and sends the SMS.
5. Employees may withdraw consent at any time by replying STOP (or any standard opt-out keyword) to a received SMS, or by asking MTS IT to remove their number from the AD record. See Opt-out below.

Verbal consent script

This subsection documents the verbal consent scripts used by MTS IT when collecting and using mobile numbers for password-reset SMS. Both scripts are read verbatim during the relevant interaction.

Initial consent (when a mobile number is first collected). When an employee provides a mobile number for the first time — typically during onboarding, when calling MTS IT to update their contact information, or when first requesting a password reset — the IT administrator obtains verbal consent before storing the number, using this script:

The number is stored in the employee’s Active Directory pager attribute only after the employee says “yes.” If the employee declines, the number is not stored and no SMS will ever be sent; account recovery is handled by phone callback or in person instead.

Per-reset reconfirmation (before each SMS is sent). Even after the initial consent above, MTS IT additionally reconfirms verbally before each individual password-reset SMS is sent, using this script:

The SMS is dispatched only after the employee says “yes.” If the employee declines or has previously replied STOP, the temporary password is delivered by phone callback or in person; no SMS is sent.

Documentation of consent. Each consent interaction is logged. Initial consent is recorded in the employee’s onboarding paperwork or in the MTS Jitbit helpdesk ticket associated with the request to add or update the number. Per-reset reconfirmation is logged in the Jitbit ticket for the password reset. Logs include the date and time, the employee’s username, the IT administrator who obtained consent, and the explicit response.

Summary. SMS is one of three delivery options offered by MTS IT for one-time temporary passwords: SMS, phone callback, or in-person delivery. SMS is never a condition of receiving IT support or of continued employment, and the employee may opt out at any time — at initial collection, at any per-reset reconfirmation, or after the fact via the STOP keyword or a request to MTS IT — without losing access to any IT service.

What we send by SMS

A single SMS is generated only when an MTS IT administrator manually initiates a password reset for a specific employee through an internal IT support tool. The message contains a one-time temporary password the employee uses to sign in. The temporary password forces a password change at next logon and is valid for a single session.

Frequency

Low. Typically zero to three messages per employee per year, only when the employee requests a password reset. No automated, scheduled, bulk, or marketing messages are ever sent.

Opt-out

You may revoke consent at any time by either of the following:

• Asking MTS IT to remove your phone number from your Active Directory record. After removal, no further SMS will be sent to that number.
• Replying STOP to any SMS received from us. This adds your number to the carrier-level opt-out list automatically.

Help

Reply HELP to any SMS for support information, or contact MTS IT directly using the information at the bottom of this page.

Standard messaging rates

Standard message and data rates from your mobile carrier may apply. MTS does not charge for SMS messages.

Supported carriers

This service is supported by major U.S. wireless carriers, including (but not limited to) AT&T, Verizon, T-Mobile, US Cellular, and most MVNOs such as Boost Mobile, Cricket Wireless, Mint Mobile, and Metro by T-Mobile. Carrier participation is subject to change without notice. Carriers are not liable for delayed or undelivered messages.

4. Sharing of Information

The only third party with which mobile numbers are shared is our SMS delivery provider (Twilio Inc.), which transmits the temporary-password SMS to your mobile carrier on our behalf and processes only what is required to deliver the message. Twilio does not use this information for its own marketing.

We may disclose information when legally required (subpoena, court order, lawful government request) or when necessary to protect the rights, property, or safety of MTS, its employees, or others.

5. Data Retention

Active Directory account information is retained for the duration of your employment at MTS and a defined retention period thereafter, in accordance with MTS's record-retention policies. SMS delivery records (Twilio message identifiers and delivery status, but not the message contents themselves) are retained for audit purposes for up to one year.

6. Security

We use reasonable administrative, technical, and physical safeguards to protect the information described above, including encryption in transit, role-based access controls, audit logging, and routine access reviews. No system is perfectly secure; if we become aware of a breach involving your personal information, we will notify you in accordance with applicable law.

7. Changes to This Policy

We may update this Privacy Policy from time to time. The "Effective" date at the top of this page reflects the most recent update. Material changes will be communicated to employees by email or through internal MTS communication channels.

8. Contact

Questions about this Privacy Policy, or requests to remove a phone number from your Active Directory record, can be directed to:

Martin Transportation Systems — IT Department
Email: support@mtstrans.com
Phone: +1 (616)432-5487
Address: 7300 Clyde Park Ave SW, Byron Center MI. 49315

Terms of Use for SMS Notifications

Martin Transportation Systems · Effective: May 22, 2026

By providing your mobile number to MTS IT for storage in your Active Directory user record, you agree to the terms below governing the SMS-based password-reset notifications described in the Privacy Policy above. These terms apply only to the SMS notifications and do not supersede or modify any existing employment agreement or MTS IT Acceptable Use Policy.

1. Eligibility

This service is available only to current employees of Martin Transportation Systems with an active Active Directory account. Access is provided as part of the employment relationship and ends automatically upon termination of employment, transfer to a non-employee status, or removal of the phone number from the employee's AD record.

2. Service Description

A one-time temporary password may be sent by SMS to your registered mobile number when an MTS IT administrator initiates a password reset for your Active Directory account. Each message is purely operational; no marketing, advertising, promotional content, or third-party content is sent through this channel. Messages are sent only on demand, initiated by an authorized MTS IT administrator. There is no automated, scheduled, or bulk send.

3. No Service-Level Guarantee

This service is provided on an "as-available" basis. Delivery of any SMS depends on your mobile carrier, network conditions, and the third-party SMS gateway (Twilio Inc.). MTS does not guarantee delivery time, message receipt, or service uptime. If you have not received an expected password-reset SMS within a reasonable time, contact MTS IT through alternative channels (in-person visit, manager-assisted helpdesk ticket).

4. Acceptable Use

You agree to:

• Use this service only for receiving operational password-reset notifications related to your own MTS Active Directory account.
• Treat any temporary password received as confidential. Do not share, screenshot, or forward received SMS contents to any other person.
• Promptly use the temporary password to sign in and change it. Temporary passwords are intended for single-use and become invalid after first logon.
• Notify MTS IT immediately if you receive an unexpected password-reset SMS that you did not request.

5. Charges

MTS does not charge employees for receiving these SMS messages. Standard message and data rates from your mobile carrier may apply; consult your carrier plan for details.

6. Termination

You may revoke consent at any time by either of the following:

• Asking MTS IT to remove your phone number from your Active Directory record. Once removed, no further SMS will be sent to that number.
• Replying STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT to any received message. This adds your number to the carrier-level opt-out list automatically.

MTS may terminate or suspend access to this service for any user at any time, without notice, in MTS's sole discretion, including (but not limited to) suspected misuse, employment changes, or operational reasons.

7. Limitation of Liability

To the fullest extent permitted by law, MTS is not liable for any damages arising from non-delivery, late delivery, or interception of any SMS sent through this service, or from misuse of any temporary password by a person other than the intended recipient. This service is one of several account-recovery mechanisms; users are responsible for using available alternatives if SMS is not received.

8. Changes to These Terms

MTS may update these terms from time to time. The "Effective" date at the top of this section reflects the most recent update. Material changes will be communicated to employees by email or through internal MTS communication channels. Continued use of the service after a material change constitutes acceptance of the revised terms.

9. Governing Law

These terms are governed by the laws of the State of Michigan, without regard to conflict-of-laws principles. Any dispute arising from these terms or the SMS service will be resolved in the state or federal courts located in Michigan.

10. Contact

Questions about these Terms of Use, or requests to remove your phone number from your AD record, can be directed to:

Martin Transportation Systems — IT Department
Phone: +1 (616)432-5487
Email: support@mtstrans.com
Address: 7300 Clyde Park Ave SW, Byron Center MI 49315