Privacy Policy
Draft pending legal review. This policy has been prepared to describe how the product actually handles data and has not yet been reviewed by counsel. Items marked [to be confirmed] need the operating entity's details filled in before this page is relied upon.
This policy explains what personal information HaulTech Pros [legal entity to be confirmed] ("we") collects, why, who we share it with, and what rights you have.
1. Two different roles
It matters which of these applies to you, because it changes who decides what happens to the data.
- We are the controller for the accounts created on this website, for our own business contacts, and for the operational and security data we generate running the platform. This policy governs that.
- We are a processor for everything inside a customer's Workspace. If you are a driver, dispatcher, office user or a customer contact of a hauling company that uses HaulTech Pros, that company decides what is collected about you and why. Direct requests about your records to them; we will assist them in responding.
2. Information we collect
When you create an account on this site
- Your name, work email, phone number, and company name.
- Approximate fleet size and the plan you expressed interest in.
- Your password, stored only as a salted BCrypt hash.
- The date you accepted our terms, and your sign-in timestamps.
Inside a Workspace (as processor, on behalf of our customer)
- Staff records — usernames, email addresses, roles and permissions, sign-in history and active sessions.
- Driver records — name, contact details, licence, medical certification, drug testing, clearinghouse, MVR and legal status information and their expiry dates, uploaded documents, and time off.
- Operational records — dispatches, jobs, tickets, scale-ticket photographs, delivery tickets, invoices, and the customers and consignees they relate to.
- Device and location data from the mobile app — the device model and operating system, and the location recorded at the moment a ticket is scanned. Location is captured at that event, not tracked continuously in the background.
- Push notification tokens for the devices signed in.
Automatically
- Server and security logs: IP address, timestamps, requested URLs, and user agent.
- A change history on operational records, showing what changed, when, and by whom.
What we do not collect
We do not collect payment card details — the product does not currently take online payment. We do not run third-party advertising or analytics trackers on this website, and we do not use advertising cookies.
3. Cookies and local storage
This marketing site sets no cookies. When you sign in to your account
here, a session token is held in your browser's
sessionStorage and is discarded when you close the tab. The
application at your Workspace subdomain uses a strictly necessary,
HTTP-only authentication cookie; without it you cannot stay signed in.
4. Why we use information
| Purpose | Examples |
|---|---|
| Providing the Service | Authenticating you, provisioning your Workspace, running dispatch, scanning, closing and billing features |
| Reviewing access requests | Deciding whether to enable an account, and contacting you about it |
| Support | Answering help desk requests and investigating problems |
| Security and integrity | Detecting abuse, auditing administrative actions, keeping workspaces separated |
| Service communications | Account status, workspace readiness, dispatch and scan notifications |
| Legal obligations | Responding to lawful requests, keeping required records |
Where a legal basis is required, we rely on performance of a contract (providing the Service), legitimate interests (security, support, improving the product), consent (device permissions such as camera and location), and legal obligation.
5. Automated processing of tickets and documents
Photographs of scale tickets and driver documents are processed automatically to read fields such as ticket number, tonnage and dates. This produces a suggestion only: every scan enters a review queue where a person confirms or corrects it before it counts for pay or billing. No decision with legal or similarly significant effect is made about any individual by automated means alone.
Images are sent to a third-party text-recognition provider for that purpose. They are not used to train general-purpose models.
6. Who we share information with
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We share it with:
| Recipient | Purpose | Location |
|---|---|---|
| Amazon Web Services | Hosting, database, file storage, email infrastructure | United States |
| Intuit (QuickBooks Online) | Accounting sync, where a customer connects it | United States |
| AI text-recognition provider | Reading scanned tickets and documents | [to be confirmed] |
| Expo, Apple, Google | Mobile push notification delivery | United States |
| Google Maps Platform | Address lookup and mapping | United States |
| Email delivery provider | Sending service and notification email | United States |
We may also disclose information where required by law, to protect our rights or the safety of others, or to a successor entity in connection with a merger or sale of assets — in which case this policy continues to apply until replaced.
7. How your data is separated and secured
- Workspace isolation. Every company has its own Workspace on its own subdomain, and every operational record carries the company that owns it. Isolation is enforced in the data layer rather than by application-level filtering alone.
- Access control. Permissions are granted per module and per action. A driver's mobile login cannot reach the back office.
- Encryption. Traffic is served over HTTPS. Data is stored on managed AWS services with encryption at rest, and secrets are held in a managed secrets store.
- Credentials. Passwords are stored as salted BCrypt hashes and are never recoverable in plain text. Third-party authorisation tokens are stored encrypted.
- Accountability. Administrative actions are logged, record changes are versioned, and administrators can view and revoke active sessions.
No system is perfectly secure. If a breach affects your personal information, we will notify affected parties and any regulator as required by applicable law.
8. How long we keep it
| Data | Retention |
|---|---|
| Workspace data (as processor) | For as long as the customer's Workspace is active, then deleted after the wind-down period in the Terms of Use |
| Signup accounts we declined | Kept while relevant to our business records, then deleted on request |
| Security and audit logs | [retention period to be confirmed] |
| Backups | Overwritten on their normal rotation cycle |
9. Your rights
Depending on where you live, you may have rights to access, correct, delete, restrict or object to processing of your personal information, to data portability, and to withdraw consent. Residents of California, Virginia, Colorado, Connecticut, Utah and other US states with comprehensive privacy laws have rights including access, deletion, correction and opting out of sale or sharing — we do not sell or share personal information as those laws define it. Residents of the EEA and UK have rights under the GDPR, including the right to complain to a supervisory authority.
To exercise a right relating to an account on this site, email dispatch@haultechpros.com. If your data is inside a hauling company's Workspace — for example if you are one of their drivers — contact that company; they control it, and we will support them in responding. We will not discriminate against you for exercising a right.
10. Mobile app permissions
- Camera — to photograph scale tickets and onboarding documents. Used only when you open the scanner.
- Location — recorded at the moment a scan is submitted, so the ticket carries where it was captured. There is no continuous background tracking.
- Notifications — to alert drivers to new dispatches and to tickets sent back for a retake.
Each permission can be refused or later withdrawn in your device settings; the app explains what stops working if you do.
11. Children
The Service is for business use and is not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe we have, contact us and we will delete it.
12. International transfers
We operate in the United States and our infrastructure is hosted there. If you access the Service from elsewhere, your information will be transferred to and processed in the United States, which may not offer the same protections as your home jurisdiction. [Transfer mechanism for EEA/UK data to be confirmed if such customers are onboarded.]
13. Changes to this policy
We may update this policy. The revised version will be posted here with a new "last updated" date, and for material changes we will make reasonable efforts to notify account holders by email.
14. Contact
HaulTech Pros
Email: dispatch@haultechpros.com
Phone: 305-646-7203
[Registered address and privacy contact to be confirmed.]