Privacy Protection Notice:
Hauler AI is committed to protecting your personal information. This policy explains how we collect, use, and protect your data in compliance with PIPEDA (Personal Information Protection and Electronic Documents Act).
Contents
1. Introduction
Hauler AI ("we", "us", "our") operates the Hauler AI platform for fleet management and driver communication.
PIPEDA Compliance: Hauler AI complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal privacy law protecting personal information held by private-sector organizations.
Scope: This policy applies to all vendors, drivers, customers, and users of the Service.
2. What Personal Information We Collect
Dispatcher/Vendor Information
- Name, email address, phone number
- Company name and legal entity information
- Mailing and billing address
- Tax ID or GST/HST number
- Account preferences and settings
Driver Information
- Name, email address, phone number
- Driver's license number and province of issuance
- Date of birth
- Vehicle details (license plate, VIN, make/model)
- Wage rate and payment terms
- Employment status (employee vs. contractor)
- Location data during active jobs (latitude, longitude, timestamp)
- Job history and earnings records
Order Information
- Pickup and drop-off locations
- Vehicle details and job dates
- Price and payment terms
- Special instructions or notes
- Contact information for pickups/drops
Usage Information (Collected Automatically)
- IP address and approximate location
- Browser type, operating system, device type
- Pages visited and features used
- Login/logout times
- Cookies and tracking data
3. How We Use Your Personal Information
Essential (Required for Service)
- Authenticate users and manage accounts
- Process bookings and assign drivers
- Send WhatsApp/SMS notifications
- Track job status (pickup, delivery)
- Generate reports and analytics
- Provide customer support
Optional (With Your Consent)
- Analyze usage patterns for improvements
- Send promotional emails and announcements
- Survey you about your experience
You can opt out anytime by emailing contact@PacificAISystems.com
Legal Compliance (Required by Law)
- Detect fraud and prevent misuse
- Comply with court orders and subpoenas
- Maintain tax and legal records
4. Who Has Access to Your Information
Multi-Party Data Access
Different users see different data based on their role:
Dispatchers/Admins
See all data: bookings, drivers, customers, reports, location data, payments
Drivers
See ONLY their own data: assigned jobs, job history, their location history, their earnings. Cannot see other drivers' data.
Customers
Receive WhatsApp/SMS notifications only. Do NOT have portal access or see full data.
Hauler AI Support & Operations
Our support team can view vendor accounts only for troubleshooting purposes, bound by confidentiality. Access is logged and audited.
Third-Party Service Providers
Your data is shared with the following providers to deliver the Service:
| Provider | Purpose | Data Shared |
|---|---|---|
| Supabase | Database hosting | All account & booking data |
| Twilio | SMS & WhatsApp delivery | Driver phone, booking info, status updates |
| Vercel | Web hosting | App logs, IP addresses, usage data |
We do NOT sell your data. Third-party providers are contractually bound to protect your information.
5. Data Retention & Deletion
| Data Type | Retention Period |
|---|---|
| Order & job data | While account active |
| Driver location data | 30 days after job completion |
| Message logs | 90 days (for troubleshooting) |
| Payment records | 7 years (CRA tax requirement) |
| Backups | Deleted within 90 days after termination |
After Account Termination: All active data deleted within 30 days. You have 30 days to download your data before permanent deletion.
Right to Request Deletion: You can request deletion of your data at any time by emailing contact@PacificAISystems.com. We will respond within 30 days (PIPEDA requirement).
6. Security & Breach Notification
Security Measures
- HTTPS/TLS encryption for all data in transit
- AES-256 encryption for data at rest (in database)
- Password hashing (bcrypt) — we never store plain passwords
- Role-based access controls — users see only their data
- Regular security updates — patches applied monthly
- Access logging — all data access is tracked and audited
⚠️ Security Limitations:
No system is 100% secure. We are not liable for breaches caused by your weak password, phishing attacks, malware on your device, or unforeseeable exploits. You are responsible for password security.
If a Breach Occurs
If we discover unauthorized access to your data:
- We notify you within 30 days by email (PIPEDA requirement)
- We describe what data was accessed and how
- We provide steps you should take (reset password, monitor accounts)
- We notify regulators if required by law
7. Cross-Border Data Transfers
US-Based Infrastructure: Your data is stored on servers in the United States (Supabase uses AWS, Vercel uses US servers).
PIPEDA Compliance: Under PIPEDA, we may transfer data to the US if we ensure equivalent protection. We do this through:
- Standard Contractual Clauses (SCCs) with our service providers
- Data Processing Agreements (DPAs) requiring PIPEDA compliance
- Privacy Shield Framework or successor mechanisms
Your Consent: By using Hauler AI, you consent to transfer and storage of your data in the US.
8. Driver Data & Location Tracking
Driver Information Collection
When a driver is added to your account, we collect: name, email, phone, driver's license, date of birth, vehicle details, wage rate, and employment status.
Location Tracking Details
- When: During active job assignments only (NOT continuous monitoring)
- What: Latitude, longitude, timestamp
- How often: When driver updates job status (picked up, in-transit, delivered)
- Stored: 30 days after job completion, then deleted
- Visible to: Driver (their own history), Dispatcher (during active job)
- Purpose: To track pickup/delivery status and send ETA updates
Employment Classification
Important: Hauler AI does not determine driver employment status. You decide if drivers are employees or independent contractors. We do not withhold taxes, provide benefits, or carry workers' compensation. This is your responsibility.
Driver Rights
Drivers have the right to:
- Access: Request a copy of their personal data
- Correction: Update inaccurate information
- Deletion: Request deletion (30 days after termination)
- Portability: Export data in machine-readable format (CSV, JSON)
9. Your Privacy Rights Under PIPEDA
Your PIPEDA Rights
Right to Access
Request a copy of all your personal data anytime
Right to Correction
Update inaccurate or incomplete information
Right to Deletion
Request deletion of your data (with legal exceptions)
Right to Portability
Get your data in machine-readable format (CSV, JSON)
Right to Withdraw Consent
Opt out of optional uses (marketing, analytics)
How to exercise your rights: Email contact@PacificAISystems.com with:
- Your name and email address
- Type of request (access, correction, deletion, etc.)
- Brief explanation
Response time: We will respond within 30 days (PIPEDA requirement).
11. Contact & Complaints
Privacy Officer Contact
For privacy questions, requests, or complaints:
Email: contact@PacificAISystems.com
Company: PacificAI Systems Inc.
Mailing Address: Beaumont, Alberta, Canada
Response time: Within 30 days (PIPEDA requirement)
If You're Not Satisfied
You have the right to file a complaint with:
Office of the Privacy Commissioner of Canada (OPC)
Phone: 1-800-282-1376
Website: https://www.priv.gc.ca
Online complaint form: https://www.priv.gc.ca/en/report-a-concern/
PIPEDA Compliance: This Privacy Policy is compliant with the Personal Information Protection and Electronic Documents Act (PIPEDA) and has been reviewed by legal counsel.
Last Updated: January 2025 | Next Review: January 2026