At HaulPass, we believe your data belongs to you. This document explains exactly what data we collect, how we use it to improve your experience, how we protect it, and how you control it.
Data Type: Email, Password
Collection Point: Sign-up form
Purpose: Account authentication and communication
Retention: Until account deletion
User Control: Editable, deletable
Data Type: Full Name, Truck Number, Company
Collection Point: Profile setup
Purpose: Professional identification, elevator check-in
Retention: Until account deletion
User Control: Editable, optional
Data Type: Default grain types, preferred routes
Collection Point: Profile settings
Purpose: Personalization and recommendations
Retention: Until account deletion
User Control: Editable, optional
Privacy Impact: ⭐⭐ (Low) - Basic profile information Business Value: Essential for app functionality Compliance: Standard privacy policy coverage
Data Type: GPS coordinates (latitude, longitude)
Collection Frequency: Every 30 seconds during active hauling
Purpose: Route optimization, arrival detection, timer automation
Storage: Local device + encrypted cloud backup
Retention: 90 days (configurable)
User Control: Pause tracking, delete history, location permissions
Data Type: Speed, direction, accuracy
Collection Frequency: With GPS coordinates
Purpose: Distinguish driving vs stationary, route validation
Storage: Local device + encrypted cloud backup
Retention: 90 days
User Control: Same as GPS data
Data Type: Known locations (elevators, farms, delivery points)
Collection Frequency: When user visits frequently
Purpose: Smart location detection, address completion
Storage: Local device only
Retention: Until manually cleared
User Control: Clear location history, disable place learning
Privacy Impact: ⭐⭐⭐⭐ (High) - Detailed movement patterns Business Value: Core app functionality, route optimization Compliance: Requires explicit consent, clear privacy policy
Data Type: Start time, end time, duration, elevator visited
Collection Method: Automatic (GPS-based) + Manual confirmation
Purpose: Performance tracking, route optimization, billing support
Storage: Encrypted cloud database
Retention: 7 years (business record requirement)
User Control: View, export, delete (with data export)
Data Type: "Arrived", "In Line", "Loading Started", "Complete"
Collection Method: One-tap buttons, voice commands
Purpose: Detailed operational tracking, wait time analysis
Storage: Encrypted cloud database
Retention: 7 years
User Control: Edit event descriptions, delete individual events
Data Type: Grain type, load weight, quality notes
Collection Method: Dropdown selection, voice-to-text
Purpose: Elevator compatibility, market analytics
Storage: Encrypted cloud database
Retention: 7 years
User Control: Edit, delete, mark as sensitive
Privacy Impact: ⭐⭐⭐ (Medium) - Business operational data Business Value: Core value proposition, market intelligence **Compliance: Business records, industry requirements
Data Type: Screen views, feature usage, session duration
Collection Frequency: Every app interaction
Purpose: UX improvement, feature prioritization
Storage: Anonymous aggregated analytics
Retention: 26 months
User Control: Opt-out of analytics, GDPR compliant
Data Type: Device type, OS version, app version
Collection Frequency: App launch
Purpose: Compatibility testing, performance optimization
Storage: Anonymous analytics
Retention: 12 months
User Control: Cannot be disabled (necessary for functionality)
Data Type: Load times, crash reports, error logs
Collection Frequency: As needed for debugging
Purpose: App stability and performance improvement
Storage: Anonymous crash reporting service
Retention: 90 days
User Control: Cannot be disabled (security requirement)
Privacy Impact: ⭐ (Minimal) - Anonymous, aggregated data Business Value: Essential for app improvement Compliance: Standard analytics privacy policy
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ User Device │ │ User Device │ │ User Device │
│ │ │ │ │ │
│ • GPS Tracking │────│ • Local Storage │────│ • App Interface │
│ • Manual Input │ │ • Offline Cache │ │ • Notifications │
│ • Voice Notes │ │ • Settings │ │ • Background │
└─────────────────┘ └─────────────────┘ └─────────────────┘
User Device → Internet → HaulPass Cloud → Processing → Storage
↓ ↓ ↓ ↓ ↓
Raw GPS Encrypted Firewall & AI/ML Database
Manual TLS 1.3 WAF Analysis Encryption
Voice Requests Protection Engines at Rest
┌─────────────────────────────────────────────────────────────┐
│ HaulPass Cloud Platform │
├─────────────────┬─────────────────┬─────────────────────────┤
│ API Gateway │ Load Balancer │ Security Layer │
│ │ │ │
│ • Rate Limiting │ • Auto-scaling │ • DDoS Protection │
│ • Authentication│ • Health Checks │ • Intrusion Detection │
│ • Request Logic │ • Failover │ • Data Validation │
└─────────────────┴─────────────────┴─────────────────────────┘
↓ ↓ ↓
┌─────────────────────────────────────────────────────────────┐
│ Data Processing Pipeline │
├─────────────────┬─────────────────┬─────────────────────────┤
│ Real-time │ Batch │ Machine Learning │
│ Processing │ Processing │ Models │
│ │ │ │
│ • Live Updates │ • Daily Reports │ • Route Optimization │
│ • Notifications │ • Analytics │ • Wait Time Prediction │
│ • Status Sync │ • Data Mining │ • Pattern Recognition │
└─────────────────┴─────────────────┴─────────────────────────┘
↓ ↓ ↓
┌─────────────────────────────────────────────────────────────┐
│ Secure Data Storage │
├─────────────────┬─────────────────┬─────────────────────────┤
│ Primary DB │ Analytics DB │ Backup & Archive │
│ │ │ │
│ • User Data │ • Aggregated │ • Disaster Recovery │
│ • Sessions │ • Anonymized │ • Long-term Storage │
│ • Real-time │ • Statistical │ • Compliance Archive │
└─────────────────┴─────────────────┴─────────────────────────┘
┌─────────────────────────────────────────────────────────────┐
│ User Data Access │
├─────────────────┬─────────────────┬─────────────────────────┤
│ User │ HaulPass Staff │ Third Parties │
│ │ │ │
│ • Own Data │ • Support Only │ • Elevator Operators │
│ • Full Export │ • Debug Access │ (limited to status) │
│ • Deletion │ • Aggregated │ • Analytics Partners │
│ • Anonymization │ Analytics │ (anonymized only) │
└─────────────────┴─────────────────┴─────────────────────────┘
Right to Access ✓ Users can download all their data
Right to Rectification ✓ Users can correct any data
Right to Erasure ✓ Users can delete their account
Right to Portability ✓ Users can export data in standard formats
Right to Object ✓ Users can opt-out of processing
Your Data Used:
• Historical routes and timing
• Elevator wait times you've experienced
• Grain type compatibility preferences
• Load patterns and delivery schedules
How It Helps You:
• Suggests optimal pickup/delivery sequences
• Predicts best departure times
• Avoids historically busy elevators
• Minimizes total trip time and fuel costs
Your Data Used:
• Your reported wait times
• Real-time elevator status updates
• Similar haulers' experiences
• Seasonal and time-of-day patterns
How It Helps You:
• More accurate wait time estimates
• Better elevator selection
• Improved trip planning
• Reduced waiting at elevators
Aggregated Data Used:
• Regional grain movement patterns
• Seasonal hauling trends
• Elevator capacity utilization
• Supply chain bottlenecks
How It Helps the Industry:
• Better infrastructure planning
• Improved supply chain efficiency
• More accurate market forecasting
• Enhanced elevator operations
Your Data (Anonymized):
• Hauling efficiency metrics
• Route optimization success rates
• Seasonal performance variations
• Technology adoption patterns
How It Helps You:
• Compare performance with industry averages
• Identify improvement opportunities
• Benchmark against similar operations
• Data-driven business decisions
How It Helps Others:
• Aggregate industry insights
• Technology improvement priorities
• Policy and infrastructure recommendations
Browser → HaulPass Cloud → Database
• Session-based authentication
• Real-time WebSocket connections
• Offline-first PWA capabilities
• Automatic data synchronization
Native App → Local Storage → Sync → Cloud
• Background GPS tracking
• Offline operation support
• Push notification delivery
• Secure local data encryption
┌─────────────────────────────────────────────────────────────┐
│ Multi-Device Synchronization │
├─────────────────┬─────────────────┬─────────────────────────┤
│ Real-time │ Periodic │ Conflict │
│ Sync │ Sync │ Resolution │
│ │ │ │
│ • Status Updates│ • Daily Backup │ • Last-write-wins │
│ • Notifications │ • Analytics │ • User notification │
│ • Quick Changes │ • Bulk Updates │ • Manual override │
└─────────────────┴─────────────────┴─────────────────────────┘
Location Sharing Levels:
┌─────────────────────────────────────────────────────────────┐
│ OFF │ BASIC │ ENHANCED │ FULL │ CUSTOM │
│ │ │ │ │ │
│ No GPS │ Route │ Route + │ All data │ User │
│ tracking │ only │ Elevator │ collection│ selects │
│ │ │ proximity │ │ specific │
└─────────────────────────────────────────────────────────────┘
Retention Period Options:
• 30 days: Minimal storage, maximum privacy
• 90 days: Balanced approach (default)
• 1 year: Extended analytics, better recommendations
• Business records: 7 years (required for tax/compliance)
• Custom: User-defined periods
Data Sharing Controls:
☐ Anonymous usage analytics (helps improve app)
☐ Aggregated industry insights (helps industry)
☐ Route optimization data (helps all users)
☐ Performance benchmarking (anonymized)
☐ Marketing communications (optional)
Export Formats Available:
• JSON: Machine-readable complete dataset
• CSV: Spreadsheet-compatible format
• PDF: Human-readable summary report
• XML: Structured data format
Export Includes:
• All personal profile information
• Complete hauling history
• Location and route data
• Performance analytics
• App usage statistics
Deletion Options:
• Account deletion (removes everything)
• Specific data types (e.g., location history only)
• Date range deletion (remove old sessions)
• Feature-specific deletion (remove timer data)
• Anonymization (remove personal identifiers)
"What happens when I open the app?"
1. Location permission check (if enabled)
2. GPS coordinate collection (if enabled)
3. Nearby elevator search using your location
4. Real-time status updates from elevator network
5. Personal recommendations based on history
6. Session tracking begins (if timer active)
Duration: <5 seconds for basic features
Data Shared: Location only (with elevators for status)
Retention: Location cached for 1 hour
"What happens while I'm hauling?"
1. GPS tracking every 30 seconds (if enabled)
2. Automatic elevator detection via proximity
3. Session timer starts/stops based on location
4. Event logging when you tap buttons
5. Data sync when internet connection available
6. Battery optimization to minimize drain
Data Shared: Only elevator status (for real-time updates)
Retention: 90 days (configurable)
Data Shared:
• Destination coordinates when navigating
• Real-time traffic data (anonymized)
• No personal information beyond routing
Why Necessary: Core navigation functionality
User Control: Can use external navigation apps instead
Data Shared:
• Anonymous usage patterns
• Feature adoption metrics
• Performance data
• No personal identifiers
Why Necessary: App improvement and optimization
User Control: Can opt-out in privacy settings
Data Shared:
• Anonymous crash reports
• Performance metrics
• Device compatibility data
• No personal information
Why Necessary: App stability and reliability
User Control: Cannot be disabled (security requirement)
“Can I use HaulPass without sharing my location?” Yes, but with limitations. You can manually enter locations and use basic features. Full route optimization requires location data.
“Who can see my hauling routes and schedules?” Only you and people you explicitly share with. Fleet managers can see their drivers’ data if granted permission. Elevators see anonymous status only.
“Can elevator operators see my personal information?” No. Elevators receive anonymous status updates and arrival notifications only. Your personal data is never shared with third parties.
“How do you protect my data from hackers?” Multiple layers: encryption in transit and at rest, secure cloud infrastructure, regular security audits, and compliance with industry standards.
“What happens to my data if HaulPass goes out of business?” Your data is backed up and can be exported. We provide 90 days notice before any data deletion, with export options available.
Data Protection Officer: Sarah Johnson
Email: privacy@haulpass.com
Phone: 1-800-HAUL-PASS
Address:
HaulPass Data Protection
123 Agriculture Way
Des Moines, IA 50309
This documentation is updated regularly to reflect changes in our data practices. Last updated: November 2024
Remember: Your data belongs to you. We’re just the custodians, and we take that responsibility seriously.