Privacy Policy

Information we collect

We collect information in three ways: information you provide, information generated through your use of the Service, and information from third-party sign-in providers.

• Account information such as your name, email address, and authentication credentials when you create or access an account.
• Organization and jobsite information such as company names, jobsite names, crew assignments, roles, goals, and configuration settings entered by you or your organization administrators.
• Operational data such as haul entries, loader moves, ticket numbers, materials, equipment details, timestamps, and related jobsite activity you log in the Service.
• Sensitive operational and workforce data described in the next section, including location, vehicle-related telemetry signals, pre-shift photos, incident records, and employee time logs when those features are used.
• Device and usage information such as browser type, app version, IP address, and general usage patterns needed to operate, secure, and improve the Service.
• Communications you send to us, including support requests sent to our contact email.

Log files

Like most websites, we use log files that record standard hosting and server data when you visit the Service. This can include Internet Protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring and exit pages, and click activity. This information is not linked to any personally identifiable information you may provide, and we use it to analyze trends, administer the site, track visitor movement, and gather broad demographic information.

Sensitive operational and workforce data

Depending on which features your organization enables and which device permissions you grant, the Service may collect, store, and display operational data that can be sensitive under state privacy laws, employment monitoring laws, or workplace policies. This may include:

• Operator and vehicle location via GPS or similar device location services, including points used for weather lookup, work-hub detection, geofenced zone entry and exit logs, and optional location-aware logging.
• Device orientation/compass heading, when you enable the live directional arrow feature on the logging screen, used only on your device to rotate an on-screen arrow toward a foreman's location pin. This heading value is processed locally and is not transmitted to our servers or stored.
• Vehicle or equipment telemetry and related signals that the Service records or associates with an entry, check, speed event, fault code, engine-hours reading, or similar operational event when those features are used.
• Pre-shift and verification photos, including 360 vehicle walk-around images, defect photos, and other images uploaded as part of equipment checks, maintenance tickets, or incident documentation.
• Employee time logs and related work-activity records, such as shift start and end markers, logged hours, paycheck estimates derived from logged activity, and timestamps tied to haul, loader, or safety events.
• Safety and incident history, geofenced zone logs, speed events, and audit-oriented activity histories associated with operators, vehicles, or jobsites.

We process this data to operate the Service for your organization: syncing jobsite records, showing authorized dashboards and reports, supporting maintenance and safety workflows, and maintaining the operational history your administrators configure. We do not use worker location, photos, or time logs to sell advertising profiles.

How worker data is collected, stored, and shared

If you are an employee, contractor, or crew member using the Service through an employer or project organization, that organization typically controls which features are enabled and who can view jobsite records. In that context:

• Collection: data is collected when you sign in, grant device permissions (such as location, camera, or motion/orientation), and use logging, check, photo, geofence, or time-tracking features. Some records are created automatically from enabled sensors or workflows (for example, a location sample used for zone presence); others are entered by you or by supervisors.
• Storage: records are stored in our cloud infrastructure (including Firebase Authentication, Firestore, and Cloud Storage as applicable) and may also be cached on your device for offline use and later sync. Retention follows the Data retention section and your organization's continued use of the Service.
• Access within the organization: authorized roles such as foremen, general foremen, superintendents, project managers, mechanics, and other administrators designated by your organization may view operator locations, zone activity, pre-shift photos, time logs, incident history, and related operational records according to jobsite role permissions.
• Sharing with corporate leadership: organization owners and administrators may grant access to corporate or regional leadership, additional managers, or other authorized members so they can review crew activity, safety records, and operational performance across jobsites. We do not independently disclose worker operational data to unrelated third parties for their own marketing.
• Your organization's responsibility: your employer or organization is responsible for providing any required notice, consent, or policy disclosures to workers about monitoring, location tracking, photo capture, and timekeeping, and for complying with applicable employment and privacy laws.

State privacy and employment monitoring laws

Certain U.S. state privacy laws and employment monitoring or workplace surveillance laws may apply to personal information and to monitoring of employees or contractors, depending on where you work and how your organization uses the Service. Where those laws apply, this policy is intended to describe the categories of operational and workforce data we process as a service provider / processor for your organization, and the business purposes for that processing.

• We process worker operational data on behalf of the organization that invites you to the Service, according to that organization's configuration and instructions.
• Your organization determines the purposes for using location, telemetry, photos, time logs, and safety records within its account (for example, jobsite coordination, equipment readiness, payroll support, or internal safety review).
• Depending on your jurisdiction and role, you may have rights to access, correct, delete, or obtain a copy of certain personal information, or to appeal a denial of a privacy request. Submit requests to us at the contact email below; we may need to coordinate with your organization when it controls the relevant records.
• If your organization is required to give advance notice before electronic monitoring, location tracking, or similar workplace practices, that notice obligation belongs to your organization, not to HaulTrack as the software vendor.

Phone numbers and SMS

HaulTrack may use SMS messaging through Twilio for transactional security and operational alerts directed to designated platform contacts. We do not use SMS for marketing purposes unless you separately opt in where that option is offered.

• If you provide a phone number for account, security, or alert purposes, we use it only for the purposes described at the time of collection.
• Security alert messages may include information about suspicious activity, account events, or system status related to protecting the Service.
• Message frequency varies based on activity and security events.
• Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
• You can stop SMS alerts by replying STOP to a message where that option is supported, or by contacting us at the email below.

How we use information

We use the information we collect to:

• Provide, maintain, and improve the Service, including syncing jobsite data across authorized users.
• Authenticate users and enforce organization access controls.
• Display operational dashboards, reports, and team statistics, including location, zone, photo, time, and safety records to authorized roles.
• Support pre-shift checks, maintenance workflows, geofencing, material reconciliation, and related jobsite operations your organization enables.
• Detect, prevent, and respond to fraud, abuse, and security incidents.
• Send transactional email or SMS notifications related to security events or Service operations.
• Comply with legal obligations and enforce our User Agreement.

How we share information

We do not sell your personal information. We may share information in the following situations:

• With your organization: data you enter or that is generated on a jobsite (including location samples, geofence events, pre-shift photos, time logs, and incident records) is visible to other authorized members of that organization according to role permissions, which may include project managers and corporate or regional leadership.
• With service providers that help us operate the Service, such as cloud hosting, authentication, email delivery, SMS delivery, and security monitoring. These providers process data on our instructions.
• For legal reasons when required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of users or the public.
• In connection with a merger, acquisition, financing, or sale of assets, subject to appropriate confidentiality protections.

Service providers

The Service is built on third-party infrastructure. Depending on how you use the Service, information may be processed by providers such as Google Firebase (hosting, authentication, database, and Analytics services), Google Tag Manager when configured, Google AdSense (advertising, on the public marketing site only, when enabled), Twilio (SMS delivery), email delivery providers, and public weather data services. Their handling of information is also governed by their own privacy policies.

Advertising and third-party ad cookies

The public marketing pages of the Service (haultrack.org) may display advertisements served by Google and other third-party advertising vendors, including through Google AdSense. Google, as a third-party vendor, uses cookies to serve ads on this site based on a visitor's prior visits to this website and other websites across the internet. Advertising cookies enable Google and its partners to serve ads based on those visits. Advertising and cookies described in this section apply only to the public marketing pages, not to the authenticated jobsite application.

• Ad vendors and their partners may use cookies, web beacons, and similar technologies to collect information about visits to this and other websites in order to provide advertisements about goods and services that may be of interest.
• We do not control the specific ads shown by these vendors and are not responsible for their content.

You may opt out of personalized advertising from Google by visiting Google Ads Settings, and you may opt out of participating third-party vendors' use of cookies for personalized advertising by visiting the Network Advertising Initiative opt-out page.

Third-party ad vendors' collection and use of information through advertising cookies is governed by their own privacy policies, not this one.

Analytics and cookies

We use Google Firebase Analytics (Google Analytics 4) on the marketing site and application to understand page views, demo starts, request-access submissions, and related product usage. Firebase Analytics may set cookies or use local storage identifiers. When a Google Tag Manager container ID is configured for a deployment, GTM may load additional tags you approve in that container (for example advertising conversion tags). We do not use analytics for cross-site advertising profiles beyond what those configured tags require.

• You can limit analytics through browser settings that block third-party cookies or storage, or through industry opt-out tools where available.
• Signed-in product use still requires account and jobsite data described elsewhere in this policy, separate from marketing analytics events.
• Access-request form submissions are stored so we can respond to your inquiry and are not sold.

Data retention

We retain information for as long as needed to provide the Service, support your organization, comply with legal obligations, resolve disputes, and enforce our agreements. This includes operational and workforce records such as location samples, geofence events, pre-shift photos, time logs, and incident history associated with an active organization or jobsite account. Retention periods may vary based on the type of data and your organization's continued use of the Service. When an organization deletes data or closes its account, we delete or de-identify associated records within a commercially reasonable period, except where retention is required for security, legal, or dispute-resolution purposes.

Security

We use administrative, technical, and organizational measures designed to protect information, including access controls, monitoring, and encryption in transit where supported by our providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your choices

Depending on your role and jurisdiction, you may have rights to access, correct, delete, or export certain personal information, or to object to or restrict certain processing. You can control location, camera, and motion/orientation permissions through your device settings; disabling them may limit features such as geofencing, weather lookup, photo capture, or the live directional compass arrow. Workforce operational records controlled by your organization may need to be addressed with your employer or organization administrators in addition to contacting us. To make a privacy request, contact us at lepperj@haultrack.org.

Children's privacy

The Service is intended for business and jobsite use and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

International users

If you access the Service from outside the United States, your information may be transferred to, stored in, and processed in the United States or other countries where we or our service providers operate.

Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy on this page and update the effective date above. Your continued use of the Service after changes become effective means you accept the revised policy.

Contact us

For privacy questions or requests, email lepperj@haultrack.org.