Privacy Policy

What this covers

This policy describes how HaulBooks ("we," "us") collects, uses, and protects your information when you use our lease-purchase and owner-operator bookkeeping tool.

What we collect

• Account information: name and email address, from your Google account or the email address you sign in with.
• Financial records you upload or enter: settlement statements, receipts, expense records, per diem logs, and truck information.
• Usage data: basic technical logs (timestamps, error reports) needed to operate and secure the service.

How AI processing works

When you upload a settlement statement or receipt, we may use a third-party AI service (accessed via OpenRouter, which may route the request to different underlying AI model providers over time) to extract structured data from it. This processing:

• Only ever acts on your own uploaded documents, to populate your own account.
• Is never used to train AI models on your data or any other customer's data.
• Always shows you what was extracted before it's saved — nothing is auto-booked to your records without your confirmation.

Staff access to your data

Our staff cannot view your settlements, expenses, receipts, bank data, or per diem records unless you explicitly grant temporary access for a specific support request, using a one-time code you generate yourself. Every such access is logged and visible back to you. There is no staff "impersonation" feature of any kind.

Third parties we use

• Google and Resend — for signing in to your account.
• OpenRouter — for AI-assisted document extraction (see above).
• Stripe — for subscription billing (once enabled).
• Plaid — for optional bank/fuel card sync (once enabled).

We do not sell your data to anyone.

Data retention

Financial records are retained even after account closure where required for recordkeeping purposes, consistent with standard bookkeeping practices. Records with no such requirement are deleted when you close your account.

Your rights

You can request a copy of your data or request deletion of your account by contacting us at the email below.

Contact

Questions about this policy: [email protected]

This is a starting draft and has not yet been reviewed by an attorney.