How we handle your data

THE SHORT VERSION

HaulFile is software that helps owner-operators and small fleets prepare IFTA filings and keep compliance records organized. To do that, we store and process the records you put into the service. We do not sell your data. We do not share it with advertisers. We do not use your IFTA records to train AI models. We use your information to provide, secure, support, bill for, and improve HaulFile.

WHO WE ARE AND WHAT THIS POLICY COVERS

HaulFile is operated by Global Electronic Commerce LLC. This Privacy Policy explains how we collect, use, store, disclose, and protect information in connection with the HaulFile website, web application, account services, support communications, billing, and related services.

HaulFile is intended for use by United States businesses. It is not intended for personal, household, or consumer use. The person creating or using an account must be at least 18 years old and must be authorized to act for the business using the service.

WHAT WE COLLECT

Account information. We collect information used to create and manage your account, including your name, email address, password, company name, company profile, base jurisdiction or base state, USDOT number, and optional MC number, EIN, or similar business identifiers. Passwords are stored using a strong, industry-standard one-way hashing process. We cannot read your password back.

Business and operational records. We collect the records that you, your team members, or invited users enter into HaulFile. This may include trucks, drivers, fuel purchases, mileage by state, IFTA quarters, draft filing packets, compliance deadlines, uploaded documents, notes, account settings, and related compliance records.

Uploaded files. If you upload documents, receipts, spreadsheets, images, or other files, we store and process those files so the service can organize them and make them available to you.

Team and user information. If you invite other users to your account, we may collect their names, email addresses, roles, access status, login history, and account activity.

Sign-in and security information. We collect session cookies, authentication events, two-step sign-in enrollment status, account lockout and login-throttling events, audit logs of important account actions, device or browser information, IP addresses, user-agent strings, timestamps, and similar information used for account security, fraud prevention, abuse detection, rate limiting, troubleshooting, and compliance. Two-step sign-in secrets are encrypted at rest.

Payment and billing information. If you start a free trial or paid subscription, payment information is processed by Stripe. We do not store your full card number. We may receive and store limited billing-related information, such as billing contact details, subscription status, plan, active truck count, invoices, receipts, payment status, tax information, Stripe customer and subscription identifiers, and information needed to administer billing, account access, renewals, cancellations, refunds, disputes, and chargebacks.

Support and communications. If you contact us, we collect the information you provide in that communication, including your name, email address, company, issue description, attachments, support history, and any information needed to respond.

Cookies and technical data. We use cookies and similar technologies needed for login sessions, security, account functionality, and abuse prevention. We may collect IP address, user-agent string, request timestamps, pages or app screens accessed, error logs, and similar technical data. We do not use cross-site advertising trackers.

INFORMATION ABOUT DRIVERS, EMPLOYEES, CONTRACTORS, AND OTHER PEOPLE

You are responsible for making sure you have the right to provide information about your company, drivers, employees, contractors, vehicles, fuel purchases, mileage, receipts, and uploaded documents. HaulFile does not ask you to upload Social Security numbers, payment card numbers, health information, or other highly sensitive personal information into the application, and you should not upload that information unless we expressly ask for it in writing. If you provide information about another person, you represent that you have authority to do so and that your use of HaulFile is consistent with applicable law and your own obligations to that person.

HOW WE USE INFORMATION

We use information to:

• provide the HaulFile service, including IFTA preparation tools, compliance tracking, mileage and fuel logging, document storage, account management, and report generation;
• create, maintain, secure, authenticate, and support accounts;
• process free trials, subscriptions, payments, invoices, renewals, cancellations, refunds, disputes, and chargebacks;
• send transactional and account-related communications, such as password resets, security notices, billing notices, trial and renewal notices, account notices, and support responses;
• detect, prevent, and investigate abuse, fraud, unauthorized access, security events, and violations of our Terms of Service;
• maintain audit history of significant account actions;
• debug, maintain, protect, and improve the service;
• comply with legal, tax, accounting, regulatory, law-enforcement, and dispute-resolution obligations; and
• enforce our agreements and protect our rights, users, service providers, and business.

WHERE INFORMATION LIVES AND WHO PROCESSES IT

HaulFile runs on Cloudflare infrastructure. Application data may be stored in Cloudflare D1 database, Cloudflare R2 object storage, Cloudflare KV, Cloudflare Workers, and related Cloudflare services. Transactional email is sent through Resend. Payment and subscription billing are processed through Stripe.

Our current core service providers include:

• Cloudflare, for application hosting, database, object storage, session storage, security, and related infrastructure;
• Resend, for transactional email; and
• Stripe, for payment processing, subscription billing, invoices, payment records, and related billing services.

We may use replacement, additional, or supporting service providers as reasonably needed to operate, secure, support, bill for, or improve the service. We require service providers to use information only for the services they provide to us and to protect information in a commercially reasonable manner.

WHAT WE DO NOT DO

• We do not sell your data.
• We do not share your data with advertisers.
• We do not use your IFTA records to train AI models.
• We do not track you across other websites for advertising.
• We do not file tax returns or IFTA reports with any jurisdiction on your behalf.

SECURITY

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, disclosure, alteration, and destruction. These safeguards may include encrypted connections, access controls, password hashing, audit logs, session controls, two-step sign-in features, and encryption of certain sensitive authentication data at rest.

No internet service can be guaranteed to be completely secure. You are responsible for keeping your login credentials confidential, using strong passwords, limiting account access to authorized users, reviewing account activity, and promptly notifying us if you believe your account has been compromised.

DATA RETENTION AND DELETION

While your account is active, we retain your records so the service can function and so you can access your compliance history.

IMPORTANT - YOUR RECORD-RETENTION OBLIGATIONS. Under current IFTA procedures, licensees generally must retain records of operations to which IFTA reporting requirements apply for four years following the date the IFTA tax return for those operations was due or was filed, whichever is later, plus any period covered by waivers or jeopardy assessments. Records may also need to be preserved for periods under audit, refund requests, or other base-jurisdiction requirements. HaulFile is a preparation tool, not your official books-and-records system, tax archive, or audit-retention system. You are responsible for retaining your own IFTA records for the period the law requires.

Before closing your account or requesting deletion, you should export and independently retain the records you need for IFTA, tax, accounting, audit, legal, and business purposes. Export and report-print features are available in the app for records and filing packets; for a full export of your account data, contact us at support@haulfile.com. Automated export at the moment of account closure may not be available, so you should not rely on HaulFile as your only copy of records you are legally required to keep.

If you close your account and request deletion by contacting support@haulfile.com, we will delete or de-identify account records within 30 days unless we need to retain limited information for billing, tax, accounting, fraud prevention, security, legal compliance, dispute resolution, backups, or enforcement of our agreements. Backups, logs, billing records, audit records, and security records may persist for a limited period after account closure before routine deletion or de-identification. We do not retain customer operational records longer than reasonably necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law or needed for a legal dispute, investigation, or compliance matter.

YOUR CHOICES AND REQUESTS

You may access and correct many account records directly in the app. Export and report-print features are available in the app for your records and filing packets; for a full export of your account data, contact us at support@haulfile.com. You may also contact us at support@haulfile.com to request access, correction, export, or deletion of information associated with your account.

We may need to verify your identity and authority before responding to a request. If the request relates to a business account, we may also verify that you are authorized to act for that business. We will respond within 30 days where reasonably possible, unless a different period is required or permitted by law.

You may turn on two-step sign-in in account settings. We recommend this for every account.

CALIFORNIA AND OTHER US PRIVACY RIGHTS

HaulFile is designed as a business-to-business service for United States businesses. Some privacy laws, including California privacy laws, apply only if specific legal thresholds or conditions are met. Based on our current understanding of our operations, some of those laws may not apply to HaulFile unless those thresholds or conditions are satisfied. Where an applicable privacy law gives you rights to access, correct, delete, port, restrict, or opt out of certain uses of personal information, you may contact us at support@haulfile.com and we will evaluate and respond as required by applicable law.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not knowingly collect personal information from anyone under 18. We do not use sensitive personal information to infer characteristics about users.

EUROPEAN UNION, UNITED KINGDOM, AND INTERNATIONAL USERS

HaulFile is intended for businesses located in the United States and is not intentionally offered to users or businesses located in the European Economic Area, the United Kingdom, or Switzerland. If you are located outside the United States, do not use HaulFile unless we have expressly approved that use in writing.

HaulFile is operated from the United States, and information may be processed in the United States and in other locations where our service providers operate. If an international privacy law applies to a particular use of HaulFile, we will handle requests and transfers as required by that law.

CHILDREN

HaulFile is a business tool. It is not intended for anyone under 18, and we do not knowingly collect information from anyone under 18. If you believe a person under 18 has provided information to HaulFile, contact us at support@haulfile.com.

SECURITY INCIDENTS

If we determine that a security incident requires notice under applicable law or contractual obligations, we will notify affected account owners and regulators as required by law and within the timelines those laws require. We may also notify account owners about security events when we believe notice is appropriate to help protect the account or the service.

CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. If we make a material change, we will provide reasonable notice, such as by updating the "Last updated" date, posting a notice in the service, or emailing account owners before or when the change takes effect. Changes apply prospectively from the effective date stated in the updated policy or notice. If you do not agree with an updated policy, you should stop using HaulFile and close your account.

CONTACT

HaulFile is operated by Global Electronic Commerce LLC. For privacy questions, data requests, or security notices, contact support@haulfile.com.