Privacy Policy

This Privacy Policy explains how HaulPapers (“HaulPapers,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with our website and services (the “Service”). It applies to information we handle as a business for our own customers, and it describes the two very different roles we play with respect to different kinds of data.

1. Two Roles: Account Data vs. Driver Records

Account data — we are the controller. When you sign up and use HaulPapers, we collect information about you and your organization to provide the Service. We decide how this information is used, and this Policy governs it.

Driver and compliance records — we are the processor. The driver-qualification files you store in HaulPapers contain personal information about your drivers. For that information, your organization is the controller and HaulPapers acts as a service provider / processor that handles the data on your behalf and under your instructions. Our handling of that data is governed by our agreement with your organization, including our Data Processing Addendum. If you are a driver and have questions about records a carrier stores about you, please contact that carrier directly — they control that data, not us.

2. Information We Collect

Information you provide as an account holder:

• Account and profile information — name, email address, company/carrier name, USDOT number, and similar details you provide when you register or set up your organization.
• Billing information — plan selection and billing contact details. Payments are processed by our payment processor (Stripe); we receive limited billing metadata (such as the last four digits and card brand) but do not store full card numbers.
• Communications — messages you send us for support, feedback, or sales.

Compliance records you upload (processed on your behalf): driver personal information and documents such as names, dates of birth, Social Security numbers, driver’s license and medical-certificate details, motor vehicle records (MVRs), employment and road-test records, and drug-and-alcohol testing information. We process this data to provide the Service to you; we do not use it for our own purposes.

Information we collect automatically: log and device data (IP address, browser type, pages viewed, timestamps) and cookies or similar technologies needed to keep you logged in, secure the Service, and understand aggregate usage. We use privacy-respecting analytics and do not sell your browsing data.

3. How We Use Information

We use account data to: provide, maintain, and improve the Service; authenticate users and secure accounts; process payments and manage subscriptions; send service and transactional messages (including expiration and readiness reminders you have configured); respond to support requests; detect and prevent fraud and abuse; and comply with our legal obligations.

We process compliance records only to provide the Service to your organization — to store, organize, and surface your records and reminders — and as otherwise instructed by your organization. We do not sell compliance records, and we do not use them to train unrelated models or for advertising.

4. How We Share Information

We do not sell personal information. We share information only as follows:

• Service providers / sub-processors — vendors who help us run the Service (for example, cloud hosting and storage, our database and email providers, and our payment processor). They may access data only as needed to perform services for us and are bound by confidentiality and data-protection obligations. Our current sub-processors are listed in the Data Processing Addendum.
• Within your organization — data is visible to the users your organization authorizes.
• Legal and safety — when required by law, subpoena, or legal process, or to protect the rights, property, or safety of HaulPapers, our customers, or others.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

5. Data Security

We take the sensitivity of driver records seriously and use technical and organizational measures designed to protect personal information, including encryption in transit, access controls scoped to each organization, authenticated and authorized access to files, and least-privilege internal access. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your data, we will notify you as described in the Data Processing Addendum and as required by law.

6. Data Retention

We retain account data for as long as your account is active and as needed to provide the Service, and thereafter as required for legitimate business or legal purposes. We retain compliance records for as long as your organization keeps them in the Service; after your account is closed and any export window has passed, we delete or de-identify the data in accordance with our retention practices, unless a longer period is required by law. You control the compliance records in your account and can export or delete them as described below.

7. Your Choices and Rights

Export and deletion. You can export your data and request deletion of your account at any time. Even if your subscription lapses, you keep the ability to view and export your records for a reasonable period before deletion — we do not hold your records hostage.

Access, correction, and control. You may access and update your account information in the Service or by contacting us. For compliance records we process on your organization’s behalf, direct requests to your organization, which controls that data.

Marketing. You can opt out of non-essential marketing emails at any time via the unsubscribe link; we will still send necessary service and billing messages.

U.S. state privacy rights (including California). Depending on where you live, you may have rights to access, correct, delete, or obtain a portable copy of your personal information, and to opt out of “sale” or “sharing” of personal information. We do not sell your personal information, and we do not share it for cross-context behavioral advertising. To exercise your rights as an account holder, email privacy@haulpapers.com; we will verify your request and respond as required by applicable law. We will not discriminate against you for exercising these rights.

8. Children’s Privacy

The Service is intended for business use by adults and is not directed to children under 16. We do not knowingly collect personal information from children. The driver records you upload are business records about adult drivers.

9. International Users

HaulPapers is operated in the United States and is intended for U.S. motor carriers. If you access the Service from outside the United States, you understand that your information will be processed in the United States, where data-protection laws may differ from those in your location.

10. Changes to This Policy

We may update this Policy from time to time. If we make material changes, we will notify you by a reasonable means before they take effect, and we will update the “Last updated” date above. Your continued use of the Service after changes take effect means you accept the updated Policy.

11. Contact

Questions about this Policy or your privacy? Email us at privacy@haulpapers.com.