Privacy Policy

HaulerIO LLC (“HaulerIO”, “we”, “us”, or “our”) provides operations software for trucking companies — loads, dispatch, invoicing, driver settlements, payroll, expenses, compliance, fleet tracking, and maintenance in one place, available at haulerio.com and through our mobile app. This Privacy Policy explains what information we collect, how we use and protect it, when we share it, and the rights and choices you have.

HaulerIO is business software. A trucking company creates a workspace, invites its team — owners, dispatchers, drivers, accountants — and manages its business records inside it. Where this policy talks about records “your company” puts into HaulerIO, the company controls those records; we process them to provide the service. This policy applies to the HaulerIO website, web app, and mobile app.

1. Information We Collect

Account information

• Profile details — your name, email address, phone number (if provided), and your role in the company (for example owner, dispatcher, driver, or accountant).
• Sign-in credentials — a password (stored only as a salted hash; we cannot read it), or your Google account identity if you sign in with Google. From a sign-in provider we receive your name, email address, and a unique account identifier — never your password for that provider.

Company information

• Business details your company adds to its workspace — company name, contact details, and operating information such as address and DOT/MC numbers, if provided.
• Subscription and billing status for the company's HaulerIO plan. Payment card details are collected and processed by our payment processor, Stripe — full card numbers never touch HaulerIO's servers.

Driver information

• Driver profiles created by the company: name, contact details, pay agreements, and employment records such as settlements and payroll history.
• Compliance documents kept on file — for example driver's licenses and medical cards, with their expiration dates.

Truck and trailer information

• Equipment records the company maintains: unit numbers, and details such as VIN, plates, registrations, inspections, and permits, if added.

Load information

• Loads, routes, stops, brokers, rates, dispatch assignments, statuses, and delivery history.

Uploaded documents and photos

• Documents and photos uploaded by users — rate confirmations, bills of lading (BOLs), proofs of delivery (PODs), invoices, receipts, permits, and compliance paperwork.
• Voice notes you record to create loads or receipts hands-free.

Maintenance records

• Service history, repairs, schedules, odometer readings, and related costs for the company's equipment.

Financial information

• Financial records entered by users — invoices, payments received, expenses, driver pay, and payroll entries. These are your company's business books; HaulerIO does not pull data from your bank.

Fleet GPS location (when enabled)

• If a driver turns on location sharing and the company enables the fleet map, we collect the driver's GPS position as described in Section 3.

Device information, log files, and diagnostics

• Device information — device type, operating system, app version, and the push notification token for your device if you enable notifications.
• Log files — standard server logs such as request timestamps, IP addresses, and the pages or endpoints accessed, used for security and troubleshooting.
• Diagnostics and crash reports — error reports that help us find and fix problems.
• Analytics data (if enabled) — aggregate, de-identified usage patterns that show us which features are used and how the app performs. We do not use advertising trackers.
• Activity records — an audit trail of significant actions in the workspace (who created, changed, approved, or deleted business records, and when). Companies rely on this for accounting accuracy and dispute resolution.

2. How We Use Information

• Provide trucking management services — running your company's workspace: loads, billing, settlements, payroll, expenses, documents, and reports.
• Dispatch and fleet management — assigning loads, tracking progress, and showing the fleet map when enabled.
• OCR document processing — reading uploaded paperwork and turning it into structured records (Section 4).
• AI load analysis — extracting and organizing load, expense, and document details for your review (Section 5).
• Financial reporting — profit & loss, cash flow, receivables, tax summaries, and accountant exports built from your company's records.
• Maintenance tracking — service schedules, reminders, and equipment history.
• Compliance management — document expirations, driver files, permits, and alerts before things lapse.
• Customer support — answering questions and resolving issues when you contact us.
• Security and fraud prevention — authenticating sign-ins, protecting against unauthorized access, and maintaining the audit trail.
• Improving app performance — troubleshooting with logs and diagnostics and improving features using aggregate, de-identified usage patterns.
• Service communications — emails such as team invitations and password-reset links, and push notifications you enable. We do not send marketing email.
• Legal obligations — meeting the legal, tax, and accounting requirements that apply to us or to your company's records.

3. Location Services

GPS location is used only for fleet tracking, dispatch, navigation hand-off, and related operational purposes — and only when permission is granted. Location collection is off unless a driver chooses to turn it on and their company has enabled the fleet map.

4. Document Processing

When you upload PDFs, images, invoices, receipts, BOLs, PODs, or rate confirmations — or photograph them in the app — they are processed using AI and optical character recognition (OCR) to extract trucking information: broker and load details, rates, stops, dates, amounts, and expense categories. The extracted result is stored in your company's workspace and queued for human review inside the app before it becomes a final record. Documents are processed only when you choose to upload or scan them, and only to deliver the extraction you requested.

5. AI Features

Some features use artificial intelligence to analyze loads, documents, and business records you put into HaulerIO — for example reading a rate confirmation to pre-fill a load, turning a photographed receipt or a voice note into an expense entry, or organizing your records into reports and recommendations. Content you submit to an AI feature is processed by our AI service providers solely to produce the result inside your workspace; see Section 6 for how those providers handle data. Nothing is processed until you choose to use one of these features, and AI-extracted entries are reviewable and editable before they become final records.

6. Data Sharing

HaulerIO never sells personal information, and we do not share it for cross-context behavioral advertising. We share information only with service providers that help us run HaulerIO, and only as required to deliver the features you use:

• Cloud infrastructure providers — our application, database, and uploaded documents are hosted on secure cloud infrastructure.
• Payment processors (Stripe) — company subscription payments are processed by Stripe, which receives the billing details needed to charge the company's plan. HaulerIO does not store full card numbers.
• Authentication providers — if you sign in with Google (or another sign-in provider we offer), that provider processes the sign-in and shares your basic profile with us as described in Section 1.
• Mapping and location providers — when the fleet map or route features are used, coordinates and addresses are sent to mapping services to render maps and calculate routes.
• AI processing providers — documents, photos, audio, and text you submit to AI features (Sections 4–5) are processed by AI providers only as required to deliver the requested feature.
• Email delivery — transactional emails such as invitations, password resets, and documents you choose to send (for example invoices to brokers) are delivered through email providers.

We may also disclose information if required by law or legal process, to protect the rights, safety, and security of users and the service, or as part of a business transition such as a merger or acquisition — in which case this policy continues to apply to previously collected data until it is updated.

7. Data Security

• Encryption in transit — connections to HaulerIO use HTTPS/TLS.
• Secure cloud storage — data and uploaded documents live in access-controlled cloud storage encrypted at rest by our infrastructure providers; documents are never on the public web.
• Authentication — passwords are stored only as salted hashes, and sessions can be revoked (signing out or deleting an account invalidates them).
• Access controls — access inside a workspace is role-based: drivers, dispatchers, accountants, and owners each see only what their role allows, and an audit trail records sensitive actions.
• Backups — automated backups protect against data loss.
• Industry-standard practices — we design for least access and review security as the product evolves.

No online service can guarantee perfect security. If a breach affecting your personal information occurs, we will notify affected users and authorities as required by law.

8. Data Retention

Customer data is retained while the account and its company workspace are active. Business records — loads, invoices, settlements, payroll, receipts, compliance documents, and the audit trail — are kept for as long as the workspace exists, because they are the company's books, and trucking businesses are generally required to keep financial and compliance records for several years.

Items a company deletes in the app go to a trash area, where they can be restored for up to 30 days. Trashed items are permanently deleted automatically after that period, and an authorized company owner can choose to permanently delete them sooner. Some records are protected from deletion because other records depend on them (for example, a load referenced by an invoice).

After an account is closed, personal information is deleted or anonymized as described in Section 9, unless we are legally required to retain it (for example for tax, accounting, or dispute-resolution purposes). GPS trip trails are deleted when each trip ends, and a driver's last known position is deleted with the driver's account data.

9. Your Privacy Rights

Depending on where you live — including under the EU/UK General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA/CPRA) — you have the right to:

• Access — ask for a copy of the personal information we hold about you.
• Correction — fix inaccurate information; most profile details can be edited directly in the app.
• Deletion — delete your account at any time from inside the app (Account → Delete Account). Your sign-in is permanently disabled, all sessions are revoked, and your name, email, and credentials are removed. Business records that belong to the company — loads, settlements, payroll, receipts — are retained as the company's required business books, with a single identity note kept in the audit trail where the law requires historical records to stay attributable.
• Export — receive your data in a portable format; companies can export their records (for example CSV reports) from the app, and you can request a copy of your personal information from us.
• Restrict processing — ask us to limit how we process your personal information while a question about it is resolved.
• Withdraw consent — turn off consent-based features at any time, such as location sharing (Section 3) or push notifications, without affecting the rest of the service.

To exercise any of these rights, use the tools in the app or contact us at support@haulerio.com. We will verify your request and respond within the timeframe required by law. We never discriminate against you for exercising your privacy rights. California residents: we do not sell or share personal information as defined by the CCPA, so there is nothing to opt out of. EU/UK users may also lodge a complaint with their local supervisory authority.

One note for team members: records inside a company workspace (loads you hauled, settlements you were paid, documents on file) belong to the company, and HaulerIO processes them on the company's behalf. Requests about those business records are best directed to your company; requests about your HaulerIO account itself come to us.

10. Children's Privacy

HaulerIO is workplace software for trucking businesses and is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us at support@haulerio.com and we will delete it.

11. International Users

HaulerIO is operated from the United States, and information is processed and stored on servers in the United States, which may have data-protection laws different from those in your country. If you use HaulerIO from outside the United States, you understand that your information will be transferred to and processed in the United States. We apply the safeguards described in this policy to all personal information, wherever the user is located.

12. Changes to This Policy

We may update this policy as HaulerIO evolves or as legal requirements change. When we do, we will update the “Last updated” date at the top of this page, and for material changes we will notify users when appropriate — through the app or by email to company owners — before the changes take effect. Continued use of HaulerIO after changes take effect means the updated policy applies.

13. Contact Us

We're happy to answer any question about this policy or how your information is handled.