Plain-English terms

THE SHORT VERSION

HaulFile is software that helps owner-operators and small fleets prepare IFTA filings and keep compliance records organized. You are still the carrier. You are responsible for the records you enter, the filings you submit, the deadlines you meet, and the tax positions you take. HaulFile is a software tool only. It is not your accountant, lawyer, tax advisor, filing agent, or audit representative.

WHO WE ARE AND WHAT THESE TERMS COVER

HaulFile is operated by Global Electronic Commerce LLC. These Terms of Service govern your access to and use of the HaulFile website, web application, accounts, subscriptions, reports, filing packets, support, and related services. They apply together with our Privacy Policy and any plan, pricing, order, checkout, or in-app subscription terms presented to you when you sign up or change your subscription.

BUSINESS USE ONLY

HaulFile is intended for United States businesses, including owner-operators and small trucking fleets. It is not intended for personal, household, or consumer use. You must be at least 18 years old to use HaulFile. If you create an account or use HaulFile for a business, you represent that you have authority to bind that business to these Terms. References to "you" mean both the person using the service and the business or organization on whose behalf the service is used.

ACCEPTANCE OF THESE TERMS

You accept these Terms when you create an account, click to accept them, start a free trial, subscribe to a paid plan, access or use HaulFile, or authorize payment for the service. If you do not agree to these Terms, do not create an account, start a trial, subscribe, or use HaulFile. If you are presented with a button or checkbox at signup, checkout, renewal, or plan change, the terms shown next to that button or checkbox are part of your agreement with us. We may keep electronic records of your acceptance, including account information, date, time, IP address, user identifier, business name, plan, price, and version of the terms accepted. Anyone you invite to use HaulFile under your account must also accept these Terms to use the service.

WHAT HAULFILE IS

HaulFile is software that helps you organize fuel and mileage records, prepare IFTA-related calculations, track compliance records, store documents, and generate materials that you or your accountant can use to prepare or submit IFTA filings with your base jurisdiction.

WHAT HAULFILE IS NOT

HaulFile does not file returns with any state or jurisdiction for you. HaulFile does not pay taxes for you. HaulFile does not represent you in audits. HaulFile does not provide legal, tax, accounting, compliance, or financial advice. HaulFile does not guarantee that any filing packet, calculation, rate, deadline, report, or record will be accepted by any jurisdiction or prevent penalties, interest, audit findings, or other liability.

Per-jurisdiction IFTA tax rates and rules change, and source data, manual entry, or software updates can contain errors. We work to update rates and tools, but you must verify the current published rate and requirements for your base jurisdiction for the quarter before you file. You are solely responsible for reviewing all records, rates, calculations, reports, filing packets, due dates, filings, payments, and tax positions before you rely on them. If you are unsure about any filing, tax position, deadline, or compliance obligation, consult your accountant, tax advisor, lawyer, or state IFTA office.

YOUR RECORD-RETENTION RESPONSIBILITY

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. In an IFTA audit, the burden of proof is on the licensee. 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.

YOUR ACCOUNT AND USERS

You agree to provide accurate account and business information and to keep it current. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account, including activity by employees, contractors, drivers, invited users, administrators, or anyone else who accesses HaulFile through your account. You are responsible for assigning appropriate access to your users and removing access when someone should no longer use the account. You must promptly notify us at support@haulfile.com if you believe your account has been compromised or used without authorization. We strongly recommend that every account use two-step sign-in.

YOUR DATA

You own your business records, operational records, uploaded documents, filing information, and other content you submit to HaulFile. We call this "Customer Data."

You grant Global Electronic Commerce LLC a limited, non-exclusive license to host, store, copy, process, transmit, display, use, and otherwise handle Customer Data as needed to provide, secure, support, maintain, troubleshoot, bill for, and improve HaulFile; communicate with you; comply with law; enforce our agreements; and protect the service, users, service providers, and our business.

You represent that you have all rights and permissions needed to submit Customer Data to HaulFile, including information about drivers, employees, contractors, vehicles, fuel purchases, mileage, receipts, documents, and other records. You are responsible for the accuracy, legality, completeness, and use of Customer Data.

PRIVACY

Our Privacy Policy explains how we collect, use, disclose, store, and protect information. By using HaulFile, you acknowledge that we will handle information as described in the Privacy Policy.

ACCEPTABLE USE

You agree not to:

• use HaulFile to enter false records, falsify mileage, falsify fuel purchases, alter compliance records, evade tax obligations, or help anyone commit fuel-tax fraud or other unlawful conduct;
• upload content that is illegal, infringing, malicious, misleading, or that you do not have the right to use;
• access or attempt to access another tenant's data, account, systems, or credentials;
• probe, scan, test, attack, bypass, or interfere with the security, authentication, rate limits, access controls, or infrastructure of HaulFile except through a coordinated security process that we have approved in writing;
• reverse engineer, decompile, disassemble, copy, scrape, crawl, harvest, or create derivative works from the service except to the extent applicable law prohibits this restriction;
• use non-public aspects of HaulFile, including its software, workflows, templates, interface, documentation, reports, or confidential information, to develop a competing product or service;
• resell, white-label, sublicense, rent, lease, time-share, or provide service-bureau access to HaulFile unless we agree in writing;
• use bots, scripts, automated tools, or excessive requests in a way that burdens, disrupts, or abuses the service;
• upload malware, harmful code, or materials designed to interfere with systems or data;
• remove, obscure, or alter proprietary notices; or
• use HaulFile in violation of law, these Terms, or instructions we provide in the service.

We may suspend or close accounts that break these rules.

PLANS, PRICING, FREE TRIALS, AND BILLING

Plan and pricing details are shown in the app, checkout flow, order form, or other written subscription terms presented to you. Unless otherwise stated, HaulFile subscriptions are billed monthly, on a per-truck basis, through Stripe or another payment processor we designate.

Free trial. HaulFile may offer a 30-day free trial. A valid payment method is required to start the free trial. UNLESS YOU CANCEL BEFORE THE TRIAL ENDS, YOUR SUBSCRIPTION WILL AUTOMATICALLY CONVERT TO A PAID MONTHLY SUBSCRIPTION at the per-truck monthly rate disclosed to you at signup or in the app, and you authorize us and Stripe to charge your payment method on a recurring monthly basis until you cancel.

Automatic renewal. Paid subscriptions automatically renew each month unless canceled before the next billing date. You authorize recurring charges for subscription fees, active-truck charges, taxes, and other amounts disclosed to you and associated with your account.

Acknowledgment and notices. After signup, we will send an electronic acknowledgment of the trial, subscription terms, price, billing frequency, renewal terms, cancellation method, and support contact. We will send a trial-ending reminder before a free trial converts to a paid subscription. Where applicable law requires a specific timing, content, consent, renewal notice, trial-ending notice, price-change notice, or other pre-charge notice, we will provide the notice or consent required by that law.

Active trucks and per-truck fees. Unless otherwise stated in the app or in a written order, fees are based on the number of active trucks associated with your account. Adding trucks may increase your subscription charges. Removing or deactivating trucks may reduce future subscription charges according to the billing rules shown in the app. You are responsible for keeping your truck count accurate.

Founding-rate accounts. If your account is accepted into a founding-rate plan, the founding rate will apply only as described in the plan terms, checkout terms, offer, or written confirmation provided to you. Unless those terms say otherwise, the founding rate applies only while your subscription remains active, continuous, in good standing, and within the founding-rate eligibility terms disclosed to you. A founding rate may not apply to added products, materially different plan tiers, add-ons, taxes, pass-through charges, or expanded usage beyond the founding-rate offer.

Taxes. Fees are exclusive of taxes unless expressly stated otherwise. You are responsible for applicable sales, use, excise, value-added, or similar taxes, except taxes based on our income.

Payment processor. Payments are processed by Stripe or another payment processor. Your use of payment services may also be subject to that processor's terms. We do not store full card numbers.

Failed payments. If a payment fails, we may retry the charge, ask you to update your payment method, limit account access, suspend the account, or terminate the subscription. You remain responsible for unpaid fees.

Price changes. Except for founding-rate accounts to the extent protected by the founding-rate terms described above, we may change pricing or plan features prospectively. If a price change affects your existing paid subscription, we will provide reasonable notice before the change takes effect. If you do not agree to the price change, you may cancel before the change takes effect.

CANCELLATION

You may cancel your subscription through the account settings page in the app or by emailing support@haulfile.com. If you signed up online, you will be able to cancel online without calling us. Cancellation stops future renewal charges but does not automatically refund fees already charged. Unless otherwise stated in the app or required by law, cancellation takes effect at the end of the then-current billing period, and you may continue using the paid service until that period ends.

REFUNDS

Except where required by law or expressly approved by us, subscription fees are non-refundable. We may consider refunds case by case, but we are not required to provide a refund unless required by law or stated in writing.

CHARGEBACKS AND BILLING DISPUTES

If you believe a charge is incorrect, contact support@haulfile.com promptly so we can review it. You agree not to initiate an improper chargeback for a valid authorized charge. We may suspend or terminate accounts associated with unpaid fees, repeated payment failures, or improper chargebacks.

EARLY ACCESS AND BETA FEATURES

HaulFile may be offered in early access, beta, pilot, or limited-release form. Early-access and beta features may be incomplete, changed, limited, interrupted, or discontinued. They may contain errors. You should independently verify outputs before relying on them for filing, compliance, business, tax, legal, or accounting purposes.

SUPPORT AND AVAILABILITY

We try to keep HaulFile available and accurate, but we do not guarantee uninterrupted access, error-free operation, or that every feature will always be available. We may perform maintenance, modify features, suspend features, or discontinue features. We may provide support through email, in-app messages, documentation, or other channels we choose.

INTELLECTUAL PROPERTY

Global Electronic Commerce LLC and its licensors own HaulFile, including the software, code, application design, user interface, workflows, templates, reports, documentation, trademarks, logos, business methods, and related intellectual property. Except for the limited right to use the service during your subscription, you do not receive any ownership interest in HaulFile or our intellectual property.

Subject to these Terms and your active subscription, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to use HaulFile for your internal business purposes.

FEEDBACK

If you provide ideas, suggestions, requests, comments, or feedback about HaulFile, you grant us the right to use them without restriction or compensation to you. We are not required to use any feedback.

CONFIDENTIALITY

You may receive non-public information about HaulFile, including pricing, product plans, technical information, early-access features, screenshots, workflows, and business information. You agree not to disclose our confidential information except as required for your internal business use of the service or as required by law. Customer Data remains your data and is handled under these Terms and the Privacy Policy.

THIRD-PARTY SERVICES

HaulFile depends on third-party services, including infrastructure, email, and payment providers. We are not responsible for third-party services that we do not control. Service interruptions, changes, or failures by third-party providers may affect HaulFile.

NO WARRANTY

HAULFILE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT ALLOWED BY LAW, GLOBAL ELECTRONIC COMMERCE LLC DISCLAIMS ALL WARRANTIES, EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AVAILABILITY, ACCURACY, COMPLETENESS, RELIABILITY, AND ERROR-FREE OR UNINTERRUPTED OPERATION.

WE DO NOT WARRANT THAT HAULFILE WILL MEET YOUR REQUIREMENTS, THAT CALCULATIONS OR FILING PACKETS WILL BE ACCEPTED BY ANY JURISDICTION, THAT THE SERVICE WILL PREVENT PENALTIES, INTEREST, AUDITS, DISPUTES, OR LOSSES, OR THAT ANY DATA WILL BE ERROR-FREE, COMPLETE, OR RECOVERABLE.

LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT ALLOWED BY LAW, GLOBAL ELECTRONIC COMMERCE LLC'S TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATED TO HAULFILE, THESE TERMS, THE PRIVACY POLICY, A SUBSCRIPTION, A TRIAL, CUSTOMER DATA, BILLING, OR USE OF THE SERVICE IS LIMITED TO THE GREATER OF (A) THE AMOUNT YOU PAID US FOR HAULFILE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) USD $100.

TO THE MAXIMUM EXTENT ALLOWED BY LAW, GLOBAL ELECTRONIC COMMERCE LLC WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY, ENHANCED, OR PUNITIVE DAMAGES; LOST PROFITS; LOST REVENUE; LOST BUSINESS; LOST GOODWILL; LOST DATA; DATA RESTORATION COSTS; SUBSTITUTE SERVICES; TAX PENALTIES; INTEREST; AUDIT FINDINGS; FILING ERRORS; MISSED DEADLINES; OR BUSINESS INTERRUPTION, EVEN IF WE WERE ADVISED THAT SUCH DAMAGES MIGHT OCCUR.

NOTHING IN THESE TERMS LIMITS LIABILITY THAT CANNOT BE LIMITED OR EXCLUDED BY APPLICABLE LAW, INCLUDING LIABILITY FOR FRAUD, WILLFUL MISCONDUCT, OR GROSS NEGLIGENCE. THE LIABILITY CAP ABOVE DOES NOT APPLY TO YOUR PAYMENT OBLIGATIONS OR YOUR INDEMNIFICATION OBLIGATIONS. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS OF LIABILITY, AND IN THOSE JURISDICTIONS OUR LIABILITY IS LIMITED TO THE MAXIMUM EXTENT ALLOWED BY LAW.

INDEMNIFICATION

You will indemnify, defend, and hold harmless Global Electronic Commerce LLC and its owners, officers, employees, contractors, agents, affiliates, service providers, and licensors from and against claims, losses, liabilities, damages, penalties, fines, costs, and expenses, including reasonable attorneys' fees, arising out of or related to:

• Customer Data;
• your filings, tax positions, business records, uploaded content, or use of reports or filing packets;
• your violation of these Terms or applicable law;
• your misuse of HaulFile;
• false, inaccurate, incomplete, or unlawful records entered into HaulFile;
• actions or omissions by users under your account;
• disputes with drivers, employees, contractors, customers, regulators, accountants, tax advisors, or other third parties; or
• allegations that Customer Data or your use of the service infringes, misappropriates, or violates another person's rights.

We will give you prompt notice of an indemnified claim. You will control the defense of the claim with counsel reasonably acceptable to us, except that we may, at our own expense, participate in the defense with our own counsel, and we may assume control of the defense of any claim that names us directly or that we reasonably believe could materially affect our business, reputation, or rights, in which case the claim remains subject to your indemnification. You will not settle any indemnified claim in a way that imposes an obligation or liability on us, admits fault by us, restricts our business, or affects our rights, without our prior written consent. This indemnification obligation survives termination and is not subject to the limitation of liability above.

SUSPENSION AND TERMINATION

You may close your account or cancel your subscription as described above. We may suspend or terminate access if we believe that you or any user under your account has violated these Terms, created security or legal risk, used the service fraudulently or unlawfully, failed to pay amounts owed, or used the service in a way that may harm HaulFile, other users, service providers, or our business. When reasonably possible, we will tell you the reason for suspension or termination. We may act without prior notice if we believe immediate action is needed to protect the service, users, data, or our business.

AFTER TERMINATION

After your subscription ends, your right to access and use HaulFile ends. Because IFTA requires you to keep your records for the period described above, you are responsible for exporting records you need before closing your account, including records needed for IFTA, tax, accounting, audit, legal, and business purposes. We may provide in-app export tools or limited post-termination export assistance at our discretion, but we are not required to maintain your account or provide post-termination access unless required by law or agreed in writing.

We may retain or delete records as described in the Privacy Policy. Sections that by their nature should survive termination will survive, including payment obligations, ownership, restrictions, disclaimers, limitation of liability, indemnification, dispute terms, confidentiality, and general legal terms.

CHANGES TO THESE TERMS

We may update these Terms from time to time. If we make a material change, we will provide reasonable notice, such as by updating the "Last updated" date, posting 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 Terms or notice and will not retroactively reduce your rights for disputes that arose before the effective date. If you do not agree to updated Terms, you must stop using HaulFile and cancel before the changes take effect. Continued use after the effective date means you accept the updated Terms.

GOVERNING LAW AND VENUE

These Terms are governed by the laws of the State of Michigan, without regard to conflict-of-law rules. Subject to any mandatory law that cannot be waived, disputes arising out of or related to HaulFile, these Terms, the Privacy Policy, a trial, subscription, billing, Customer Data, or the service will be resolved in the state or federal courts located in Washtenaw County, Michigan. You and Global Electronic Commerce LLC consent to personal jurisdiction and venue in those courts.

CLASS AND REPRESENTATIVE ACTION WAIVER

TO THE MAXIMUM EXTENT ALLOWED BY LAW, YOU AND GLOBAL ELECTRONIC COMMERCE LLC AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF, CLASS MEMBER, PRIVATE ATTORNEY GENERAL, OR REPRESENTATIVE IN ANY CLASS, COLLECTIVE, CONSOLIDATED, REPRESENTATIVE, OR PRIVATE-ATTORNEY-GENERAL ACTION.

NOTICES AND ELECTRONIC COMMUNICATIONS

You consent to receive electronic communications from us, including account notices, billing notices, trial and renewal notices, security notices, legal notices, and support communications. We may send notices to the email address associated with your account, through the app, or by other reasonable means. You are responsible for keeping your account email address current and for reading messages sent to that address.

ASSIGNMENT

You may not assign or transfer these Terms, your account, or your subscription without our written consent. We may assign or transfer these Terms in connection with a merger, acquisition, reorganization, sale of assets, financing, change of control, or transfer of the HaulFile business.

FORCE MAJEURE

We are not responsible for delay or failure to perform caused by events beyond our reasonable control, including internet or hosting failures, third-party service failures, payment network issues, labor disputes, supply interruptions, power failures, security incidents, natural disasters, war, terrorism, civil unrest, government action, changes in law, or other events beyond our reasonable control.

SEVERABILITY, WAIVER, AND ENTIRE AGREEMENT

If any provision of these Terms is found unenforceable, the remaining provisions will remain in effect, and the unenforceable provision will be modified to the minimum extent necessary to make it enforceable, if allowed by law.

Our failure to enforce a provision is not a waiver of our right to enforce it later.

These Terms, the Privacy Policy, and any plan, pricing, checkout, order, or in-app subscription terms presented to you are the entire agreement between you and Global Electronic Commerce LLC regarding HaulFile and replace any prior or contemporaneous agreements about the service. If there is a direct conflict between these Terms and a specific written order or in-app subscription term you accepted, the more specific term controls for that subject.

CONTACT

HaulFile is operated by Global Electronic Commerce LLC. Questions about these Terms may be sent to support@haulfile.com.