Vendor Qualification

01

Corporate Entity

Legal and registration details for vendor master file entry and W-9 matching.

Legal Name	Meridian Executive Transportation LLC
State of Incorporation	Delaware
EIN	Available on W-9 — request via procurement@meridian-transport.polsia.app
Principal Place of Business	New York City, NY 10001, United States
DUNS Number	Available on request — procurement@meridian-transport.polsia.app
Vendor Onboarding Contact	procurement@meridian-transport.polsia.app Response within 1 business day. Documentation packages available on demand.

02

Insurance Coverage

All carriers are rated A or better by AM Best. COI issued within 1 business day with custom additional insured language and waiver of subrogation on request.

Coverage Type	Limit	Notes
Auto Liability — CSL	$5,000,000	Per-occurrence combined single limit. All commercial vehicles.
Commercial General Liability	$2,000,000 / $4,000,000	Per-occurrence / aggregate. Non-vehicle incidents.
Excess / Umbrella	$10,000,000	Follow-form umbrella over primary coverages.
Workers' Compensation	Statutory	All operating states. No contractor exposure to client.
Cyber / Privacy Liability	$2,000,000	First-party and third-party. Data breach, network security, privacy liability.

Additional Insured: Corporate clients may be named as additional insured on auto and GL policies. Custom language (including blanket AI and WOS endorsements) accommodated. Request in the vendor onboarding intake or directly via procurement contact.
Certificate of Insurance: COI issued within 1 business day of request. ACORD 25 format standard; ACORD 27/28 available. Certificates can be issued to multiple certificate holders simultaneously.

03

Chauffeur Vetting & Operator Standards

Named operator pool only. No gig platforms. No marketplace drivers. Every chauffeur is pre-screened, NDA-bound, and recertified annually.

Requirement	Standard
Motor Vehicle Record (MVR)	7-year full history. Zero at-fault accidents in prior 3 years for active status.
Criminal Background Check	Federal + multi-state (all states of residence and operation for the past 7 years).
Drug Screen	10-panel screen at onboarding; random testing programme in place for active operators.
Identity Verification	TSA-equivalent — government-issued photo ID cross-referenced against SSA and national identity databases.
Recertification	Annual MVR pull, background refresh, and drug screen. Operators out of compliance are removed from the active pool immediately pending resolution.
NDA	Executed mutual non-disclosure agreement on file for every operator prior to first assignment. Covers passenger identity, route, and any information disclosed in-vehicle.
Gig / Marketplace Drivers	Prohibited. No Uber, Lyft, or equivalent platform drivers are used at any time. Assignments are never outsourced to third-party platforms.

Client accounts may request named-operator assignment — the same chauffeur or small rotation for recurring bookings. Operator profiles (vetted credentials summary, photo ID on file) available to corporate security teams under NDA.

04

Data Handling & Privacy

Minimal collection, defined retention, encrypted at rest and in transit, US-region storage. No third-party data sale. Ever.

What we collect

Data Element	Purpose	Shared With
Passenger name	Trip assignment, chauffeur briefing	Assigned chauffeur only
Flight number & details	Live flight tracking, dispatch timing	Dispatch system (internal)
Pickup & drop-off address	Route planning, chauffeur navigation	Assigned chauffeur only
EA / Travel manager contact	Confirmation cadence, incident notification	Not shared externally

Retention & security

Retention Period: 24 months operational retention for billing audit and SLA reporting. Records are permanently deleted (not archived) at 24-month mark. No indefinite cold storage.
Encryption at Rest: AES-256 encryption on all trip records and passenger data. Database-level encryption enforced; application-level encryption for sensitive fields.
Encryption in Transit: TLS 1.2+ for all data in motion. HTTPS enforced on all client-facing and internal interfaces. No plaintext transmission of passenger data.
Storage Region: United States only. No cross-border data transfer without client written consent. EU/UK passenger data handled under applicable transfer mechanism (SCCs or adequacy decision).
Third-Party Data Sale: Prohibited. Passenger data, EA contact information, and route data are never sold, rented, or licensed to third parties under any circumstances.
SOC 2 Type II: SOC 2 Type II readiness in progress. Assessment targeted Q4 2026. Current controls documentation available on request for enterprise accounts undergoing vendor due diligence.

05

Regulatory Posture

Meridian operates as a data controller for trip data originating from corporate clients. Sub-processor list is maintained and available on request.

Framework	Posture
GDPR (EU) / UK GDPR	Data controller for trip and contact data. Lawful basis: legitimate interest and contract performance. Data Subject Access Requests fulfilled within 30 days. DPA available on request.
CCPA / CPRA (California)	Business-to-business context. No sale of personal information. Consumer rights requests acknowledged within 10 days; fulfilled within 45 days.
Data Processing Agreement (DPA)	Standard DPA available. Custom DPA language reviewed case-by-case. Contact procurement contact to initiate.
Sub-Processor List	Maintained internally. Available on request under NDA for enterprise accounts conducting vendor assessments.

06

Business Continuity

Operational resilience covering chauffeur failure, dispatch redundancy, and communication failover. Full SLA protocol detail at /sla.

Backup Chauffeur Protocol: If primary chauffeur reports mechanical failure, accident, or incapacitation, a backup vehicle is dispatched within 20 minutes of incident detection. Pre-positioned backup coverage across all active markets (NYC, MIA, LAX, DCA, Texas hubs, Medellín, Cartagena).
Redundant Dispatch: Primary dispatch system operates with hot-standby failover. Manual dispatch is available as a tertiary fallback. No single point of failure on the dispatch layer.
24/7 NYC Operations Desk: Live operations staffed 24 hours a day, 7 days a week out of New York City. The operations desk monitors all active trips in real time. A named contact is assigned to each retainer account.
Communication Failover: Primary: email. Secondary: SMS. Tertiary: direct phone call from named operator. If any channel fails, the next is activated automatically for time-critical trip communications.
Force Majeure: In the event of force majeure (airport closures, government-declared emergencies, severe weather advisories), the operations desk notifies the EA within 15 minutes of event confirmation with stand-down notification and rebooking support for the next available window.

07

Diversity & Compliance

Supplier Diversity Status: Certification status and self-identification data available on request for supplier diversity programme submissions. Contact procurement contact.
Anti-Bribery / FCPA: Meridian maintains a zero-tolerance anti-bribery policy consistent with the US Foreign Corrupt Practices Act (FCPA) and UK Bribery Act 2010. No facilitation payments. No kickbacks. Policy documentation available on request.
Conflict of Interest: All employees and operators are required to disclose actual or potential conflicts of interest to management. A formal COI policy is maintained. Clients may request a copy as part of due diligence.
Modern Slavery: Meridian's supply chain consists exclusively of directly employed or directly contracted operators. No sub-contracting to unknown third parties. No forced labour exposure. Modern Slavery Act compliance statement available on request for UK-registered corporate clients.

08

Documents Available on Request

All documents below are issued to verified corporate procurement contacts. Turnaround: 1 business day for standard documents; 3 business days for custom or redlined agreements.

Document	Format	Notes
Certificate of Insurance (COI)	ACORD 25 / PDF	Custom AI/WOS language on request. Issued within 1 business day.
W-9	IRS Form W-9 / PDF	Current calendar year. EIN included.
Data Processing Agreement (DPA)	PDF / DOCX	Standard or client-form DPA. Custom language reviewed case-by-case.
Mutual NDA	PDF / DOCX	Standard Meridian form. Client-form NDA accepted.
Sample Master Services Agreement (MSA)	PDF / DOCX	Includes SLA schedules, rate card framework, and service scope. Redlines welcome.
Security Questionnaire (SIG Lite)	Excel / PDF	Pre-completed Standardised Information Gathering (SIG Lite) questionnaire. Custom SIG / CAIQ responses available for enterprise accounts.
Client References	Verbal / written	References from comparable-tier accounts (financial services, legal, corporate). Provided under mutual NDA.

To initiate a vendor onboarding package, email procurement@meridian-transport.polsia.app with your institution name and required documents. A procurement contact responds within 1 business day.

Vendor qualification, answered before you ask.