Privacy Policy

1. Who We Are

HAULTRA AI SYSTEMS ("HAULTRA", "we", "our", "us") is a software company incorporated in the Commonwealth of Virginia, United States. We provide dispatch and route management software built for the hauling and roll-off trucking industry. Our registered mailing address for privacy matters is:

HAULTRA AI SYSTEMS
Virginia, USA
info@haultraai.com

2. Age Requirement

You must be at least 18 years of age to create an account or use the HAULTRA platform. By registering, you represent and warrant that you are 18 or older. We do not knowingly collect personal information from anyone under 18. If we become aware that a user is under 18, we will promptly close the account and delete associated data.

3. Information We Collect

• Account data — company name, owner name, username, and password (stored as a bcrypt hash; we never store your plaintext password).
• Operational data — routes, stops, customer addresses, order notes, and driver assignments you enter into the system.
• Photos — images uploaded by drivers at job sites, stored on our servers and associated only with your company account.
• Billing data — subscription plan selections and plan change history. We do not currently store credit card numbers directly; payment processing is handled by contracted processors under their own privacy policies.
• Usage data — standard server logs including IP addresses, browser type, and pages visited, used solely for security and diagnostics.

4. How We Use Your Information

• To provision and operate your HAULTRA company account.
• To authenticate users and enforce role-based access controls.
• To process and manage your subscription plan and billing status.
• To send transactional communications (account notices, trial expiry alerts, support replies).
• To improve the service — we analyze aggregated, anonymized usage patterns only and never sell individual data for advertising.

5. Billing and Subscription Data

When you select a paid subscription plan (Starter, Pro, or Enterprise), we record your plan type, activation date, and plan change history in our systems. This information is used to enforce access controls and maintain an audit trail for your account. Billing inquiries and disputes should be directed to info@haultraai.com.

• Trial accounts expire after 14 days. No payment data is collected during the free trial.
• Subscription records are retained for 7 years for accounting and legal compliance purposes, even after account cancellation.
• Payment card data is processed by our payment processor and is never stored on HAULTRA servers.

6. Account Responsibility

You are responsible for all activity that occurs under your company account, including actions taken by drivers and other users you add. Specifically:

• Keep your credentials confidential and do not share your password.
• Notify us immediately at info@haultraai.com if you suspect unauthorized access to your account.
• You are responsible for ensuring that users you add to your account (drivers, dispatchers) are authorized to access your company data.
• You must not add users who are under 18 years of age.
• HAULTRA is not liable for losses caused by unauthorized account access resulting from your failure to maintain credential security.

7. Data Isolation

Every company on HAULTRA operates in a fully isolated data environment. Your routes, drivers, orders, and uploaded photos are never visible to other companies on the platform. Technical access controls enforce this at the database layer on every request.

8. International Data Processing

HAULTRA is based in Virginia, USA, and your data is stored and processed on servers located in the United States. If you access the platform from outside the United States, your information will be transferred to and processed in the US, where data protection laws may differ from those in your country.

For users in the European Economic Area (EEA), United Kingdom, or other jurisdictions with data transfer restrictions, we rely on Standard Contractual Clauses (SCCs) or equivalent mechanisms as the legal basis for transferring personal data to the US. By using the platform, you acknowledge and consent to this transfer. To inquire about our data transfer mechanisms, contact info@haultraai.com.

9. Third-Party Services

We use Nominatim (OpenStreetMap) for address geocoding. Stop addresses submitted for route optimization are sent to this service. No account credentials or driver names are included. We do not sell or rent your data to any third party for marketing purposes.

10. Data Retention

Your operational data (routes, stops, photos) is retained for as long as your account is active. Upon cancellation you may request a full export within 30 days, after which operational data is deleted from production systems. Backups are purged within 90 days. Billing and subscription records are retained for 7 years per section 5 above.

11. Security

All data is transmitted over HTTPS/TLS. Passwords are hashed with bcrypt. Sessions use cryptographically signed cookies with CSRF protection on all state-changing requests. We perform regular internal security reviews.

12. Your Rights

You may request access to, correction of, or deletion of your personal data at any time by contacting info@haultraai.com. We will respond within 30 days. Residents of California (CCPA) and the EEA/UK (GDPR) have additional rights including portability and the right to object to processing — contact us to exercise these rights.

13. Changes to This Policy

We will post updates to this page with a revised effective date. For material changes, we will notify account owners by email at least 14 days before the change takes effect. Continued use of the Service after the effective date constitutes acceptance.

14. Contact

Privacy questions: info@haultraai.com
Billing questions: info@haultraai.com
Security concerns: info@haultraai.com