Privacy Policy — HaulPilot

This Privacy Policy describes how HaulPilot LLC ("we," "us," or "our") collects, uses, and protects your personal information when you use the HaulPilot platform. This policy is tailored to our role as a freight operations SaaS provider serving motor carriers.

1. Information We Collect

As a freight operations platform, we collect information necessary to provide dispatch, compliance, and fleet management services. The types of information we collect include:

1.1 Carrier Business Information

Company Details: Business name, physical address, mailing address, and telephone number
Federal Credentials: USDOT number, MC number (Motor Carrier number), and SCAC code
Ownership Information: Names and contact information for owners, principals, and authorized representatives

1.2 Fleet and Driver Data

Vehicle Information: Truck and trailer unit numbers, VINs, license plate numbers, and registration details
Driver Information: Name, contact information, CDL number, state of issuance, medical card status, and HOS (Hours of Service) records
Employment Data: Hire dates, termination dates, and training records

1.3 Load and Shipment Data

Load Details: Pickup and delivery locations, commodity type, weight, rate confirmation (ratecon) data
Shipment Status: Current location, ETA updates, delivery confirmation, and proof of delivery
Document References: Bill of Lading (BOL) numbers, PRO numbers, and invoice references

1.4 Location Data

We collect location data from driver mobile devices and integrated ELD (Electronic Logging Device) systems when you choose to enable GPS tracking features. Location data is used for real-time shipment tracking, driver ETA calculations, and route optimization.

1.5 Account Data

Login Credentials: Email address and encrypted password
Account Preferences: Dashboard settings, notification preferences, and display options
Usage Data: IP address, browser type, device information, and interaction with the platform

2. How We Use Your Information

We use the information we collect to provide and improve our freight operations platform. Specific uses include:

Purpose	Data Types Used
Dispatch & Load Matching	Load data, driver availability, vehicle location, equipment type
Driver Assignment	Driver credentials, HOS records, current location, qualifications
Compliance Monitoring	CDL info, medical card dates, drug test schedules, insurance expiration
Real-Time Tracking	GPS location, shipment status, ETA calculations
Invoicing & Collections	Load details, delivery confirmation, customer billing info
Customer Communication	Contact information, shipment updates, notification preferences
Analytics & Reporting	Operational metrics, fleet performance, load profitability

We do not sell your business data, driver information, or shipment data to third parties. We do not use your data for advertising.

3. Third-Party Sharing

We may share certain information with third-party service providers necessary to operate our platform:

3.1 Payment Processing

We share invoice and payment data with Stripe, our third-party payment processor, to process subscription payments and, where applicable, freight payments between carriers and brokers.

3.2 FMCSA and Compliance Services

We may share carrier credentials (DOT number, MC number) with authorized compliance service providers to verify your operating authority and generate required safety reports.

3.3 Factoring Partners

If you use invoice factoring services, we may share invoice and delivery confirmation data with your chosen factoring partner at your direction. This sharing is governed by your agreement with the factoring company.

3.4 ELD and Telematics Providers

If you integrate third-party ELD devices or telematics systems with HaulPilot, we exchange data with those providers to sync HOS records and location data.

We require all third-party service providers to maintain at least the same level of data protection as described in this policy. They are contractually prohibited from using your data for any purpose other than providing services to HaulPilot.

4. Data Retention

We retain your data for as long as your account is active and for a period thereafter as required by law and our business needs:

Active Accounts: All data is retained while your account is in good standing
Cancelled Accounts: Data is retained for 90 days after cancellation to allow for data export
After 90 Days: Non-essential data is deleted; essential compliance records may be retained as required by DOT/FMCSA regulations
Legal Holds: Data may be retained longer if required for litigation or regulatory investigations

You may request a full data export at any time while your account is active, and within 90 days of cancellation, by contacting jennifer@haul-pilot.com.

5. Data Security

We implement industry-standard technical and organizational measures to protect your data:

Encryption: All data is encrypted in transit (TLS 1.2+) and at rest using AES-256 encryption
Access Controls: Role-based access controls limit data access to authorized personnel
Authentication: Multi-factor authentication is available and recommended for all accounts
Monitoring: Regular security audits and vulnerability assessments
Incident Response: Documented procedures for responding to data breaches

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to maintaining the highest practical protection standards.

6. Cookies and Tracking Technologies

HaulPilot uses cookies and similar tracking technologies to enhance your experience and analyze platform usage. For detailed information about the cookies we use, please refer to our Cookie Policy.

Key cookies include:

Essential Cookies: Required for authentication, session management, and security
Analytics Cookies: Help us understand how users interact with our platform
Preference Cookies: Remember your settings and display preferences

7. Your Rights

You have the following rights regarding your personal information:

Access: Request a copy of all personal information we hold about you
Correction: Request correction of inaccurate or incomplete data
Deletion: Request deletion of your personal information, subject to legal retention requirements
Data Portability: Request your data in a machine-readable format
Objection: Object to certain processing activities
Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at jennifer@haul-pilot.com. We will respond to your request within 30 days.

8. Children's Privacy

HaulPilot is a business-to-business platform designed for commercial carrier operations. We do not knowingly collect personal information from individuals under 18 years of age. Our services are not intended for, and we do not target, children.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will:

Post the updated policy on our website
Update the "Last updated" date at the top of this policy
Notify you via email at least 14 days before changes take effect

Your continued use of HaulPilot after the effective date of any changes constitutes acceptance of the updated policy.

10. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

HaulPilot LLC
Houston, TX
Email: jennifer@haul-pilot.com