HAULBOSS

Privacy policy

Last updated: 11 October 2026

This policy covers the HaulBoss app and website at app.haulboss.net, including navigation, transport operations, driver records, TruckBook, UHF-style communication and optional connected services. In this policy, “HaulBoss”, “we” and “us” refer to the operator of HaulBoss. The information handled depends on the features you use, your permissions and whether you belong to a company workspace.

For privacy questions, access or correction requests, complaints, or account and data deletion requests, contact owner@haulboss.net. See our account and data deletion instructions.

1. Information we handle and why

Account and profile information: name, email address, account identifiers, profile details, company membership and role, sign-in information and preferences. We use these to create and manage accounts, authenticate users, provide workspace access and support the service. Password sign-in uses a salted password hash rather than a stored readable password. Google sign-in supplies account identity information when you choose it.
Transport and business records: driver and company details, vehicle registration and dimensions, jobs, pickup and delivery details, customer contacts, invoices, receipts, permits, maintenance, pre-start checks, incidents, photographs, signatures and other documents you or your company provide. These support the transport, recordkeeping, reporting and business tools you use.
Driver safety and compliance information: licence details and images, medical or training documents if supplied, fitness-for-duty declarations, work/rest diary entries, fatigue information, safety events and associated time, location and audit records. Some of this is sensitive information. We use it for the relevant driver, company, safety and compliance features.
Location and journeys: precise coordinates, accuracy, speed, timestamps, routes, destinations, vehicle information, trip summaries, distance totals and town visits. These support navigation, nearby-place searches, fleet visibility, location sharing, safety functions and travel achievements. Details and choices are below.
Communications and content: TruckBook profile and friendship details, posts, comments, messages, photos and other attachments; voice/video call and UHF connection information; and material you submit to AI or connected services. These support the communication and assistance features you select.
Payments and subscriptions: account/email information, plan, payment and subscription status, renewal dates, and Stripe customer, checkout and subscription identifiers. These enable billing, access and payment support. Payment-card entry is handled by Stripe-hosted checkout; HaulBoss does not store the full card number or card security code in its application database.
Technical and security information: IP-related information, browser/device information, session and device identifiers, permission and push-subscription information, request diagnostics, errors, activity and audit records. We use these to operate the app, deliver requested notifications, troubleshoot problems and protect accounts.

2. Location, navigation and sharing

Location features use device or browser permission. Navigation and nearby searches may send your current coordinates, destination, stops and vehicle details to HaulBoss and the relevant mapping or routing provider. Journey summaries and some route-planning evidence are saved.

When you use fleet location tracking or the company-driver map, location and speed updates, and supported active-route details, are sent to HaulBoss and made available to authorised company managers. TruckBook friend-location sharing has separate controls. Your chosen TruckBook sharing mode controls which eligible friends can see your location; turning that sharing off does not turn off navigation or fleet tracking.

GPS used during navigation can also support town-visit achievements and distance totals. These profile details are shown according to the applicable profile visibility controls. Switching friend sharing off hides that shared location but does not itself erase the last stored location, historical journeys or achievements.

You can change location permission in your device or browser settings and change sharing settings in HaulBoss. Features that need location may stop working. Stopping a feature, signing out or removing permission does not by itself delete information already saved.

3. Microphone, camera, UHF and messages

Microphone access supports UHF-style push-to-talk, voice/video calls and voice input to the assistant. Camera or file access supports video calls and documents or media you choose to capture or upload. Permission can be changed through your device or browser settings.

Live UHF and voice/video calls use WebRTC to transmit audio or video to participants. UHF transmits while you use its talk control. HaulBoss stores call-related information such as participants, connection signalling, time, status and duration. The current live-call feature does not create a saved audio/video recording in HaulBoss. This does not prevent another participant from recording what they receive.

Messages, posts and uploaded attachments are different from live-call audio: they are stored so the relevant users can view them. Content you share is available to its recipients or the audience allowed by the feature and your settings.

4. AI and optional integrations

When you use AI features, HaulBoss sends the relevant content to OpenAI for processing. This can include assistant text, recorded voice input for transcription, route requests and their location/vehicle context, and images or text from licences, receipts, permits or load-request emails you ask the app to process. HaulBoss can retain route investigation records, outputs and usage/diagnostic information. A voice recording sent for transcription is separate from a live UHF call.

If you connect Google or Microsoft email, HaulBoss accesses the authorised mailbox information and selected messages to display email, extract job details or prepare/send communications you request. If you connect Xero, HaulBoss exchanges the accounting, contact, invoice or payroll information used by your enabled integration. Connection information and activity logs are stored. Disconnecting an integration does not automatically remove records already created in HaulBoss or the connected service.

Only submit material you are entitled to use. Review AI-generated results before relying on them, especially driver, safety, routing and financial information.

Your company and other users: authorised company users receive relevant fleet, driver, job and compliance information. TruckBook friends, message recipients, call participants and other permitted audiences receive the information you share through those features.
HaulBoss administration: the operator can access information for account administration, support, security, billing and operational review. Access depends on the feature and role; administrative and other significant actions may be logged.
Infrastructure and communications providers: Cloudflare provides app hosting, database and file storage. Resend supports account email. Push delivery services process notification delivery details. WebRTC uses Cloudflare and Google STUN services, and a configured relay service where available, to establish calls; these services process network connection information.
Maps, routing and place providers: depending on the feature and configuration, these include TomTom, Geoapify, OpenStreetMap-based services such as Photon, Nominatim and Overpass, openrouteservice or a configured routing server, NHVR mapping services, and Australian Bureau of Statistics geographic services for town identification. Requests may contain search text, map area, coordinates, route stops and vehicle characteristics. Providers contacted directly by your device can also receive its IP address and request information.
AI, payment and connected-service providers: OpenAI for the processing described above; Stripe for payments and subscription management; Google, Microsoft and Xero when you use their sign-in or connected features.
Other disclosures: information may be disclosed when you direct an export or sharing action, or where disclosure is required by applicable law.

These services have their own privacy terms. See, for example, the Cloudflare, OpenAI, Stripe and TomTom privacy information. Service providers may process information outside Australia. This policy does not promise that all information stays in Australia.

6. Storage, device data and security

HaulBoss uses server databases and file storage as well as browser/device storage for preferences, cached maps, saved records and offline work. Session cookies keep you signed in. Clearing device storage or uninstalling the app can remove local copies and unsynchronised work, but does not delete your server account or server records.

The service uses HTTPS, account authentication, role and workspace access checks, and audit records for supported actions. Security controls reduce risk, but no service can guarantee absolute security. Keep your sign-in details and devices secure, and contact us if you suspect unauthorised access.

7. Retention and deletion

Account details and saved records remain available for the services you use until removed through an available control or a reviewed deletion request. Retention differs by record type; HaulBoss does not currently apply one fixed automatic deletion period to all information.

The in-app account deletion control removes your HaulBoss login, sessions, profile, fleet membership, latest stored fleet/friend locations, saved vehicle combinations, personal tax-receipt records and saved integration connections linked to your membership. It does not delete another person’s account or your fleet company.

Some associated information remains after this account deletion: historical work/rest, journey, job, safety, compliance and business records; audit and billing history; TruckBook messages, posts, uploaded media and call records; town achievements; and saved AI route-investigation records and prepared journeys. Copies may also remain in backups, exports, recipients’ records or connected services. These categories are not all necessarily subject to the same legal retention requirement.

You can request deletion of remaining associated information by contacting owner@haulboss.net. We review the requested records and any applicable retention needs, including legal recordkeeping, security, fraud prevention and disputes. If information needs to be retained, you can ask which information, the reason and the applicable retention period. Account deletion is not a promise that every historical record is immediately erased.

Read the account and data deletion instructions for the in-app steps and how to make a request without signing in.

8. Your choices, access and complaints

You can update available profile fields, change sharing and device permissions, disconnect supported integrations and use available exports. Company managers can export supported company records. Requests relating to employer-held records may also involve that company.

Contact owner@haulboss.net to request access, correction or deletion, or to raise a privacy complaint. Include enough information to identify your account and request. We may need to verify your identity or authority before releasing, changing or deleting information. Do not email your password, payment-card details or identity documents unless a suitable verification process has first been agreed.

9. Changes to this policy

We may update this policy when HaulBoss features or data practices change. The current policy and its update date are published on this page.