Privacy Policy

This Privacy Policy describes how HaulBook Inc. (“HaulBook,” “we,” “us,” or “our”), collects, uses, discloses, and protects information in connection with the HaulBook mobile application (the “App”) and the website at haulbookapp.com (the “Site,” and together with the App, the “Services”). By using the Services you agree to this Policy. If you do not agree, do not use the Services.

1. Who this applies to

The Services are intended for businesses and self-employed professionals in the trucking industry located in the United States. They are not directed to children, and we do not knowingly collect information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

2. Information we collect

Information you provide:

• Account & profile — name, email address, password (stored only in hashed form), and the business details you enter (company, MC/DOT numbers, trucks, drivers, fuel cards, insurance policies and agents).
• Content you add — loads, trips, expenses, mileage, and the documents you upload or share (rate confirmations, BOLs, PODs, fuel and IFTA statements, receipts, insurance certificates), plus the data our AI extracts from them.
• Communications — messages you send us (e.g., support requests) and information you submit through forms on the Site.

Information collected automatically:

• Usage & device data — app/site interactions, features used, approximate device and browser type, app version, crash and diagnostic data, and IP address (used for security and approximate location only).
• Cookies & similar technologies — see Section 7. On the Site, analytics cookies load only after you consent via the cookie banner.

Information from third parties: if you sign in with Apple or Google, we receive the basic profile information you authorize (such as name and email). Subscription and payment processing for HaulBook Pro is handled by our payment processor, Stripe; we receive your subscription and billing status from Stripe but do not receive or store your full payment-card details.

We do not intentionally collect special categories of sensitive personal information or precise geolocation.

3. How we use information

• To provide, operate, maintain, and secure the Services — including reading your documents with AI, organizing loads/fuel/expenses, calculating estimates (profit, cost per mile, IFTA), and storing your files so you can access them across devices.
• To authenticate you, process subscriptions, and provide customer support.
• To monitor, debug, prevent fraud and abuse, and improve and develop features.
• To communicate with you about the Services, including service-related notices.
• To measure and improve our marketing (Site only, and only with your consent).
• To comply with law and enforce our Terms of Service and other agreements.

4. AI document processing

A core feature of HaulBook uses artificial intelligence to read documents you upload and extract structured details (such as broker, rate, miles, amounts, and dates). To do this, document contents may be transmitted to and processed by third-party AI service providers acting on our behalf under contractual confidentiality and data-protection commitments. We instruct these providers to use your content only to perform the processing we request. AI output is an estimate and may contain errors — you are responsible for reviewing it before relying on it.

5. How we share information

We do not sell your personal information, and we do not “share” it for cross-context behavioral advertising as those terms are defined under applicable law. We disclose information only as follows:

• Service providers / processors — vendors that host our infrastructure and store files, provide AI document processing, send email, and provide analytics — each only to the extent needed to perform services for us and under obligations to protect the data.
• At your direction — e.g., when you generate and send an email (such as a POD to a broker or a loss-run request to your agent), that content goes to the recipient you choose.
• Legal & safety — to comply with law, legal process, or governmental request; to enforce our Terms; or to protect the rights, property, or safety of HaulBook, our users, or the public.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
• With your consent — for any other purpose disclosed at the time.

6. Your data is yours

The business records and documents you put into HaulBook belong to you. We act as a custodian to provide the Services. We do not sell them, and we do not share your business data with brokers, carriers, lenders, or advertisers.

7. Cookies, analytics & your choices

The Site uses privacy-friendly analytics (such as Google Analytics and the Meta Pixel) to understand traffic and measure marketing. These load only after you click “Accept” on our consent banner; if you decline, they are not loaded. You can also block or delete cookies in your browser. Because there is no industry consensus on “Do Not Track” signals, we do not currently respond to them, but our default is to load no analytics until you consent. The App uses limited diagnostic/usage data to operate and improve.

8. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy (portability) of your personal information, and to opt out of the “sale” or “sharing” of personal information or certain profiling. We do not sell or share personal information as those terms are defined under U.S. state privacy laws. California residents have rights under the CCPA/CPRA, including the right to know, delete, correct, and to non-discrimination for exercising these rights. To exercise any right, email support@haulbookapp.com; we will verify your request (typically by confirming control of your account email) and respond within the time required by law. You may use an authorized agent where permitted.

9. Data retention & deletion

We retain personal information for as long as your account is active and as needed to provide the Services, then for a limited period as required to comply with legal, tax, accounting, dispute-resolution, and backup obligations, after which it is deleted or de-identified. You can delete your account in the App, which removes your data from active systems; residual copies in backups are purged on a rolling schedule. To request deletion, email support@haulbookapp.com.

10. Security

We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information (including encryption in transit, access controls, and storage in private, access-restricted buckets). However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential and for maintaining your own copies of records important to your business.

11. Data location & international users

We operate in the United States and process and store information there. The Services are intended for U.S. users. If you access them from outside the U.S., you consent to processing in the U.S., which may have different data-protection laws than your jurisdiction.

12. Third-party services & links

The Services integrate with or link to third parties (e.g., Apple, Google, AI providers, mapping, payment processing, and any ELD or external sites you choose). Their handling of your information is governed by their own privacy policies, which we do not control and are not responsible for.

13. Changes to this Policy

We may update this Policy from time to time. We will revise the “Last updated” date and, for material changes, provide additional notice where required. Your continued use of the Services after an update means you accept the revised Policy.

14. Contact

Questions or requests: support@haulbookapp.com · HaulBook Inc., Roseville, California, USA.