Privacy Notice

HaulBooks is operated by LIBERTY HAUL LOGISTICS LLC, trading as HaulBooks. We are the data controller for the personal data described here, which means we decide why and how it is processed. Contact us at haulbookspro@gmail.com.

Account data — name, email address, login credentials and company details, so we can create and secure your account and provide the service (performance of our contract with you).

Business records you enter or upload — trucks, drivers, receipts and receipt images, fuel purchases, expenses, recurring bills, mileage records and documents such as registrations or insurance certificates. We process these to provide bookkeeping, scanning, IFTA preparation and reporting (performance of our contract).

Support messages — what you send us when you ask for help, so we can answer (legitimate interests).

Usage and device data — log entries, IP address, device and browser identifiers, and error reports, used for security, fraud prevention and product improvement (legitimate interests).

Marketing preferences — if you opt in to our newsletter we use your email to send it, and you can unsubscribe at any time (consent).

We also process data where we must to comply with a legal obligation, such as accounting and record-keeping duties.

Records belong to your company. Only members you invite can access them, and each member's role limits what they can see. Drivers see only their own truck and their own uploads. Accountants receive read-only access to financial records and exports.

Service providers and subprocessors — cloud hosting, database and file storage, email delivery, error monitoring, and the automated receipt-scanning provider that processes uploaded receipt images.

Paddle.com, our Merchant of Record, for the sale of subscriptions, payments, subscription management, invoicing and tax compliance.

Professional advisers (legal, accounting) and authorities where we are required to disclose by law. We do not sell your personal data.

Receipt photos and documents are kept in private storage. They are never publicly accessible; the app generates short-lived links when an authorized member views a file.

We retain your records for as long as your account is active so you can meet the multi-year retention periods that apply to IFTA and tax records, and afterwards only as long as needed for legal, accounting or dispute-resolution purposes. Data is then deleted or anonymised. You may export or delete your data at any time from the app.

Depending on where you live, you may ask us to access, correct, delete, restrict or port your personal data, object to processing based on legitimate interests, or withdraw consent for marketing. Signed-in customers can do this themselves in the Privacy Center: request a machine-readable copy of your data (delivered as a downloadable JSON package) or submit an account deletion request, confirm it, and see its processing status. Otherwise email haulbookspro@gmail.com and we will respond within one month. If you are in the UK or EEA you may also complain to your local supervisory authority. Where data is transferred outside the UK/EEA we rely on appropriate safeguards such as Standard Contractual Clauses or an adequacy decision.

We may run Google Ads campaigns. When advertising tags are enabled, Google sets cookies to measure ad performance and conversions such as sign-ups and subscriptions. You can opt out of personalised advertising in your Google Ads settings, and blocking cookies in your browser prevents the tag from measuring your visit.

We use appropriate technical and organisational measures, including encryption in transit, row-level access controls that isolate each company's data, private file storage and role-based permissions. No system is perfectly secure, so please use a strong, unique password.

We use only essential cookies and similar local storage needed to keep you signed in and to keep the app secure. We do not use advertising cookies. You can clear or block cookies in your browser, but the app will not work while signed out.

See our Terms of Service and Refund Policy, and the list of subprocessors who process data on our behalf.