Privacy Policy

Last Updated: March 2026

1. Introduction & Scope

Welcome to SafeHaul. We provide a next-generation Applicant Tracking System (ATS), HR, and compliance suite, built exclusively for modern trucking fleets. The security and privacy of the highly sensitive Personally Identifiable Information (PII) handled via our platform is paramount.

This Privacy Policy explains how SafeHaul ("we", "us", or "our") collects, uses, protects, and discloses information. This scope encompasses data provided directly to us, data we collect automatically, and data uploaded by our partnered fleets across our applications and related services.

2. Information We Collect

User Data (Company & Admin)

When fleet managers, administrators, or users engage with our platform or subscribe to our services, we record certain foundational data to manage your account and billing. This entails:

  • First and last names
  • Professional email addresses
  • Company names and physical addresses
  • Billing and payment processing information

Sensitive Fleet & Driver Data

Given the regulatory nature of our industry (FMCSA and DOT compliance), SafeHaul systems receive, process, and secure highly sensitive data points. These include, but are not limited to:

  • Commercial Driver's Licenses (CDLs) arrays and metadata
  • Medical Examiner's Certificates (Medical Cards)
  • Motor Vehicle Records (MVRs)
  • Driver Qualification (DQ) file aggregates
  • Background checks and Clearinghouse results

Automated Data Collection

We automatically collect certain technical and usage information when you access our cloud infrastructure. This helps us ensure application security and optimize latency mapping. Captured information includes:

  • Device identifiers and IP addresses
  • Browser types, session analytics, and timestamps
  • Security cookies and cryptographic tokens

3. How We Use Your Information

SafeHaul processes the aforementioned collected data strictly to empower the logistics and hiring operations of our clientele. Uses include:

  • ATS Execution: Pipeline progression, application sorting, and candidate communications.
  • FMCSA/DOT Verification: Automating expiration tracking (DQ files) and executing essential compliance dashboards to audit fleet viability.
  • PEV Automations: Executing completely digital and verified Previous Employment Verification requests with automated certificates.
  • Platform Enhancement: General security auditing and aggregate analytic improvements across servers.

4. Data Sharing & Third-Party Disclosure

SafeHaul operates as an active custodian of compliance and hiring records in the transportation sector. Consequently, strict controls guide cross-entity data transmission:

PEV Execution Disclosure

A core feature of SafeHaul involves digitizing Previous Employment Verifications (PEV). In this highly regulated workflow, designated data parameters regarding a driver applicant are electronically bundled and shared explicitly between prospective employers and authorized historical employers. Electronic signatures act as digital authorizations enabling the compliant release and sharing of such sensitive historical employment details.

Outside of direct functionality (like PEV flows) or legal subpoenas/warrants, SafeHaul does not sell, distribute, or broker driver data files to unauthenticated third parties.

5. Data Retention & Security

At SafeHaul, trust is absolute. Security is baked into the fundamental database hierarchy.

  • Encryption: All PII transit occurs via industry-grade TLS encryption, with sensitive assets (CDL images, signatures) partitioned securely at rest in compliant buckets.
  • Audit Logs: Actions regarding DQ file manipulation or PEV signatures are tracked utilizing cryptographically verifiable logs.
  • Compliance Ready: Infrastructure is structured to rapidly assist in organizational GDPR/Clean compliance.

Data is retained so long as a fleet maintains an active partnership, or as mandated under prevailing DOT employment retention schedules. Granular data purging is accommodated upon verified, administrative request.

6. User Rights

Subject to verifying your identity and respecting corresponding laws (such as GDPR or CCPA standards), users or associated individuals reserve the right to:

  • Request granular access to personal data snapshots held within the application.
  • Correct, amend, or restrict the further processing or modeling of factually inaccurate data.
  • Request the deletion of irrelevant profiles ("Right to Be Forgotten"), mindful of conflicting Federal DOT requirement hold-over periods binding your employer.

7. Contact Information

Ongoing privacy or data protocol concerns can be directed immediately to our internal privacy team. An officer will route and address requests rapidly and systematically.