Privacy Policy

Effective Date: March 13, 2025  |  Last Updated: March 13, 2025

Hauldex LLC ("Hauldex," "we," "us," or "our") operates a fleet and load management platform for small trucking carriers and owner-operators. This Privacy Policy describes how we collect, use, and protect information in connection with our platform and services.

By using Hauldex, you agree to the practices described in this policy.

1. Information We Collect

We collect information necessary to operate our load management platform:

• Account information: Name, email address, phone number, company name, DOT/MC number
• Driver information: Driver name, phone number, license information, medical card details
• Load and freight data: Pickup and delivery addresses, broker contact information, load details, rate confirmation documents
• Location data: GPS coordinates collected from driver mobile devices during active load assignments
• Documents: Rate confirmations, bills of lading, compliance documents, and other freight-related files uploaded to the platform
• Payment information: Billing details processed securely through Stripe; we do not store full payment card numbers
• Usage data: Platform activity logs used for error monitoring and service improvement

2. How We Use Your Information

We use collected information to:

• Operate and deliver the Hauldex load management platform
• Automate load status tracking and dispatch notifications
• Send transactional SMS and email notifications to dispatchers, drivers, and freight brokers about load status
• Generate bills of lading, invoices, and compliance documents
• Process subscription billing
• Monitor platform health and resolve technical issues
• Comply with applicable laws and regulations

We do not sell your data. We do not sell, rent, or trade your personal information or business data to third parties for marketing or any other purpose.

3. SMS Notifications

Who Receives SMS Messages

Hauldex sends transactional SMS notifications to two groups:

• Drivers: Load assignments, pickup/delivery instructions, and dispatch alerts. Drivers provide their phone number during account setup and consent to notifications as part of the onboarding process.
• Freight brokers: Load status updates including pickup confirmation, in-transit updates, and delivery confirmation. Brokers provide their contact information on rate confirmation documents when tendering loads to carriers. Carriers enter this information into the Hauldex platform to configure load notifications.

Message Frequency

Message frequency varies based on active load assignments and dispatcher configuration. Notifications are transactional only — we do not send marketing messages.

Opting Out

Reply STOP to any Hauldex SMS message to unsubscribe from notifications. Reply HELP for assistance. Message and data rates may apply.

4. Information Sharing

We share information only as necessary to operate the platform:

• Service providers: Telnyx (SMS delivery), SendGrid (email delivery), Stripe (payment processing), Tigris/AWS (file storage), Sentry (error monitoring), Google (OCR document processing)
• Within your carrier account: Dispatchers and drivers within the same carrier account can access load and operational data relevant to their role
• Legal requirements: We may disclose information when required by law or to protect the rights and safety of our users

All third-party service providers are bound by their own privacy policies and data processing agreements.

5. Data Retention

We retain data according to the following schedule:

• Active load data: Retained for 18 months after payment is recorded
• Archived loads: Retained for an additional 18 months in archive status, then permanently deleted
• Account data: Retained for the duration of your subscription and a reasonable period thereafter
• Compliance documents: Retained per your account settings and applicable regulatory requirements

You may request export or deletion of your data by contacting us at the address below.

6. Data Security

We implement industry-standard security measures to protect your information, including encrypted connections (TLS), role-based access controls, and secure file storage. However, no method of transmission over the internet is 100% secure. We encourage you to use strong passwords and protect your account credentials.

7. Location Data

The Hauldex driver mobile application collects GPS location data from driver devices during active load assignments. Location data is used solely for load status automation (geofence-based status transitions) and is not shared with third parties outside of platform operations. Location tracking is active only when a load is assigned and the driver is logged in.

8. Your Rights

Depending on your location, you may have rights regarding your personal data including the right to access, correct, or delete your information. To exercise these rights, contact us at admin@hauldex.com.

9. Children's Privacy

Hauldex is a business platform intended for adults operating commercial motor carrier businesses. We do not knowingly collect information from individuals under 18 years of age.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify account holders of material changes via email. Continued use of the platform after changes constitutes acceptance of the updated policy. The current version is always available at hauldex.com/privacy.

11. Contact Us

For privacy-related questions, data requests, or SMS opt-out assistance: