Privacy Policy

Effective Date: August 29, 2026 | Version: 2026-08-29

1. Introduction

HaulHive ("Service"), operated by FlowState Foundry LLC d/b/a HaulHive ("Company", "we," "our," or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our truck dispatching and logistics management service, including our web application and mobile applications.

By using HaulHive, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this policy, please do not access the Service.

This Privacy Policy is incorporated into and subject to our Terms of Service.

2. Compliance with Privacy Laws

B2B Data Ownership: Driver accounts and all associated data are owned and managed by your employer (the company that subscribes to HaulHive). Driver accounts are created and controlled by company administrators. For account changes, deactivation, or deletion, contact your company administrator. Companies may request full data deletion or export by contacting [email protected]. If your company administrator does not respond to your data deletion request within 30 days, you may contact HaulHive directly at [email protected]. We will forward your request to the employer and cooperate with them to facilitate a response in accordance with our contractual obligations and applicable law.

CCPA Compliance: If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, the right to opt-out of sales (we do not sell your data), and the right to non-discrimination. To exercise these rights, contact us at [email protected].

GDPR Compliance: If you are a resident of the European Economic Area (EEA) or United Kingdom, you have rights under the General Data Protection Regulation (GDPR), including the right to access, rectification, erasure, data portability, restriction of processing, and to object to processing. We process data based on legitimate interests, contract performance, and consent where applicable.

Legal Basis for Processing (GDPR): We process personal data based on: (1) your consent, (2) performance of our contract with you, (3) compliance with legal obligations, (4) protecting vital interests, or (5) our legitimate business interests.

3. Information We Collect

3.1 Personal Information

Name and contact information (email, phone number, address)
Company name and business details
Job title and role within organization
Account credentials (username, encrypted password)
Billing and payment information (credit cards processed securely by Stripe, we don't store card numbers; ACH/wire/check payments processed directly)
Business license and registration numbers where applicable

3.2 Business Operations Data

Truck and fleet information (vehicle numbers, types, capacity)
Driver details (names, assignments, certifications)
Job and dispatch records
Scheduled shifts and planned dispatch records
Time tracking and logs (check-in/check-out times)
Digital forms, electronic signatures, and uploaded documents
Crew assignments and team structures
Earnings and payment calculations
Broker and customer information
Geofence definitions for job sites

3.3 Location Data

GPS coordinates during active work sessions only (not 24/7)
Vehicle speed, heading, altitude, and movement patterns
Geofence entry/exit events at job sites
Route history during active tracking periods
Location accuracy and timestamp data

Location tracking is only active during scheduled work periods and stops automatically after checkout.

3.4 Technical Information

IP addresses and approximate location derived from IP
Browser type, version, and language preferences
Operating system and platform
Device information (type, model, unique identifiers)
Internet service provider (ISP)
Pages visited, features used, and actions taken
Date/time stamps and session duration
Referral URLs and exit pages
Error logs and performance data

3.5 Information from Non-Account Individuals

Customers may use the Service to send a secure link to an individual outside their account, such as a form or waiver to be completed and signed. When a recipient completes such a link, we collect the information the recipient submits, which may include their name, signature, and form responses. We collect and store this information on behalf of the customer who sent the link, and that customer controls it as part of their Customer Data.

4. How We Use Your Information

We use the collected information for the following purposes:

Service Delivery: Provide and maintain our logistics platform
Account Management: Manage your account, authentication, and access controls
Billing: Process transactions, send invoices, and manage subscriptions
Communications: Send service updates, security alerts, and support responses
Improvement: Analyze usage to improve features and user experience
Compliance: Meet legal and regulatory obligations
Security: Detect and prevent fraud, abuse, or security incidents
Support: Provide customer service and technical assistance
Analytics: Generate aggregated insights about fleet operations
Marketing: Send promotional materials (with consent and opt-out options)

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

Service Providers: With trusted third-party vendors who assist in operating our service and must agree to keep information confidential
Legal Requirements: When required by law, subpoena, court order, or government request
Vital Interests: To protect the safety and rights of individuals
Business Transfers: In connection with a merger, acquisition, bankruptcy, or sale of assets (you will be notified)
With Consent: With your explicit consent for any other purpose
Aggregated Data: We may share anonymized, aggregated data that cannot identify you

Categories of Service Providers:

Cloud infrastructure and hosting providers
Security and content delivery services
Payment processing services
Email delivery services
Mapping and location services
Artificial intelligence and machine learning providers (used to process content you submit to AI-assisted drafting, editing, and voice-to-text features)

All service providers are bound by data processing agreements and must maintain appropriate security measures. A current list of subprocessors is available upon request.

6. International Data Transfers

Your information may be transferred to and processed in the United States and other countries where our service providers operate. These countries may have data protection laws that are different from the laws of your country.

By using HaulHive, you consent to the transfer of information to countries outside of your country of residence. We take appropriate safeguards to ensure your information remains protected in accordance with this Privacy Policy, including using Standard Contractual Clauses approved by the European Commission where required.

7. Data Security

We implement appropriate technical and organizational security measures to protect your information:

Encryption in transit and at rest
Secure password storage using industry-standard hashing
DDoS protection and web application firewall
Bot detection and rate limiting
Role-based access controls
PCI-compliant payment processing
Regular encrypted backups
Comprehensive audit logging
Real-time security monitoring

While we strive to use commercially acceptable means to protect your information, no method of transmission over the internet or electronic storage is 100% secure. While we cannot guarantee absolute security, we commit to regular security reviews and will promptly disclose any confirmed security incident that results in the unauthorized access or loss of your personal data, in accordance with Section 8.

8. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify affected users without undue delay and, where feasible, within 72 hours of confirming a breach that poses a high risk to your rights. The notification will include: (1) description of what occurred, (2) types of information involved, (3) steps we are taking, (4) steps you should take, and (5) contact information for questions.

9. Data Retention and Deletion

Retention Periods: We retain your information for as long as your account is active or as needed to provide services. Specific retention periods:

Active account data: Retained while account is active
GPS location data: Retained for operational and compliance needs
Financial records: 7 years per legal requirements
Audit logs: Retained for security and compliance needs
Deleted account data: Personal data removed within 90 days of account closure, except data we must retain for legal or compliance purposes

Account Deletion Requests

To request account deletion, contact us at:

Email: [email protected]

Include your name, email address, and company name in your request. We will process account deletion requests within 30 days.

Note: HaulHive is a business tool where work-related data (GPS logs, shift records) is owned by your employer. If you are a driver, contact your company administrator for data requests. Company administrators can request full data deletion by contacting [email protected].

Data Deletion (Without Account Deletion): To request deletion of specific data without closing your account:

Email [email protected] with your request
We verify your identity to prevent unauthorized deletions
We delete requested data within 30 days
Some data may be retained if legally required (e.g., tax records)
Anonymized aggregate data may be retained for analytics

Exceptions: We may retain certain information to comply with legal obligations, resolve disputes, enforce agreements, or for legitimate business purposes such as fraud prevention.

10. Your Rights and Choices

You have the following rights regarding your personal information:

Access: Request a copy of your personal information
Rectification: Correct inaccurate or incomplete information
Erasure: Request deletion of your personal information
Portability: Receive your data in a structured, machine-readable format
Restriction: Limit processing of your information
Object: Object to processing based on legitimate interests
Withdraw Consent: Withdraw previously given consent
Opt-out: Unsubscribe from marketing communications
Do Not Sell: We do not sell personal information

To exercise these rights, contact us at [email protected]. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

You have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with small amounts of data sent to your browser.

Types of Cookies We Use:

Essential Cookies: Required for authentication and core functionality
Session Cookies: Maintain your logged-in state (expire after 24 hours)
Security Cookies: CSRF tokens to prevent cross-site attacks

We do NOT use: Third-party advertising cookies, cross-site tracking cookies, or sell data to advertisers.

Managing Cookies: You can instruct your browser to refuse all cookies or indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Do Not Track Signals: We do not currently respond to "Do Not Track" browser signals as there is no industry standard for DNT compliance. We do not track users across third-party websites.

12. Mobile Application Privacy

Background Location Access

The HaulHive Tracker app requires background location permission to track vehicles during active work shifts. This ensures accurate tracking even when the app is in the background or the device is locked. Background location is used ONLY during scheduled work hours. Users will have clear controls to start, pause, and stop location tracking, and will be able to view their real-time tracking status at any time.

Driver Privacy Controls

Manual start/stop of tracking sessions
Pause/resume tracking during breaks (Privacy Mode)
Automatic stop 30 minutes after checkout
View your real-time tracking status
Clear indication when tracking is active
Location data only visible to authorized company personnel

Mobile Device Permissions

Location Services: Required for GPS tracking (always/background)
Motion & Fitness: Improves location accuracy and battery efficiency
Network Access: Syncs data with servers
Background App Refresh: Maintains tracking when app is minimized
Notifications: Optional alerts for shift reminders

Battery and Data Usage

Our app is optimized for minimal battery and data usage. GPS updates are sent based on movement and proximity to job sites. When stationary, update frequency is reduced to conserve resources.

13. Third-Party Websites and Services

Our Service may contain links to third-party websites or services that are not owned or controlled by FlowState Foundry LLC. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services.

We strongly advise you to review the privacy policy of every site you visit. This Privacy Policy applies only to information collected by HaulHive.

14. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and become aware that your child has provided us with personal information, please contact us at [email protected].

If we become aware that we have collected personal information from children without verification of parental consent, we will take steps to remove that information from our servers immediately.

15. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any material changes by:

Posting the new Privacy Policy on this page
Updating the "Effective Date" at the top
Sending an email notification to your registered email address
Displaying a prominent notice within the Service

For material changes, we will provide at least 30 days notice before the new policy takes effect. Your continued use of the Service after changes become effective constitutes acceptance of the revised Privacy Policy.

16. Contact Us

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