Privacy Policy

This Privacy Policy describes how Safe Haul Claims and Safety Management LLC, a Wyoming limited liability company ("Company," "we," "us," or "our"), doing business as SafeHaul TMS², collects, uses, discloses, and protects personal information in connection with the SafeHaul TMS² platform, website, and related services (collectively, the "Services").

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. This Privacy Policy is incorporated into our Terms of Service by reference.

1. Important: You Are a Data Controller for Your Drivers' Information

SafeHaul TMS² is a multi-tenant platform used by motor carriers to manage their operations. When you enter information about your drivers, employees, contractors, equipment, brokers, and customers into the Platform, you are the "data controller" or "business" with respect to that information, and we are your "service provider" or "processor."

This means:

• You are responsible for obtaining all necessary consents, authorizations, and disclosures from individuals (drivers, employees, contractors) whose personal information you enter into the Platform;
• You are responsible for providing any required notices to individuals about how their information is collected, used, and shared;
• You are responsible for complying with applicable privacy laws, including the California Consumer Privacy Act (CCPA), the Texas Data Privacy and Security Act (TDPSA), and other applicable state and federal privacy laws;
• We process personal information on your behalf as a service provider, solely to provide and maintain the Services you have requested.

2. Information We Collect

2.1 Information You Provide Directly

When you create an account or use the Services, you may provide:

• Account information: Company name, contact name, email address, phone number, billing address, and payment method;
• User credentials: Email address and password for each Authorized User;
• Driver information: Names, addresses, phone numbers, email addresses, dates of birth, CDL numbers, CDL expiration dates, medical card numbers and expiration dates, MVR reports, drug test results, Clearinghouse query results, employment history, road test records, annual review records, and photographs;
• Employee information: Names, addresses, phone numbers, email addresses, Social Security Numbers (SSN), tax identification numbers, I-9, W-4, W-9 forms, banking information for direct deposit, and payroll records;
• Equipment information: VINs, license plate numbers, registration numbers, insurance policy numbers, inspection dates, and permit information;
• Financial information: Invoices, payments, accounts receivable, accounts payable, payroll data, loan information, factoring arrangements, and banking information;
• Compliance information: DOT compliance records, FMCSA SMS data, accident reports, claims records, insurance certificates, and post-accident testing records;
• Operational data: Load information, dispatch records, GPS tracking data (via Samsara or Motive integration), hours of service (HOS) data, DVIR records, and fuel purchase data.

2.2 Information Collected Automatically

When you access the Services, we automatically collect:

• Usage data: IP address, browser type, device type, pages visited, time spent, and access times;
• Technical data: Server logs, error logs, and performance metrics;
• Cookies and similar technologies: Session cookies for authentication and analytics.

2.3 Information from Third-Party Integrations

When you authorize third-party integrations, we may receive:

• From Samsara/Motive: GPS locations, vehicle data, driver HOS data, DVIR records, dashcam footage metadata, and safety event data;
• From QuickBooks Online: Customer records, vendor records, invoice data, payment data, and chart of accounts;
• From DAT/Truckstop: Load board data and rate information;
• From fuel card providers: Fuel purchase transactions and card numbers;
• From factoring companies: Invoice status and payment data.

3. How We Use Information

We use the information we collect to:

• Provide, maintain, and improve the Services;
• Process transactions, manage billing, and collect fees;
• Authenticate users and secure the Platform;
• Provide compliance tracking, alerts, and dispatch blocking features;
• Synchronize data with authorized third-party integrations;
• Provide customer support and respond to inquiries;
• Detect, prevent, and address fraud, security incidents, and violations of our Terms;
• Comply with legal obligations, including DOT/FMCSA record-keeping requirements;
• Generate aggregated, de-identified analytics about Platform usage and performance.

We do NOT:

• Sell your personal information or your drivers' personal information;
• Share your personal information with third parties for their direct marketing purposes;
• Use your data to train artificial intelligence models;
• Access or use your data for any purpose other than providing and improving the Services, except as required by law.

4. How We Share Information

We share information only as described in this Privacy Policy or as required by law:

4.1 Service Providers

We use third-party service providers to deliver the Services, including:

• Cloud hosting: Supabase (database and authentication);
• Web hosting: Netlify (website and application hosting);
• Email delivery: Resend and Google Workspace;
• SMS/Voice: Twilio and Telnyx;
• Messaging: Telegram;
• Payments: Stripe (billing and payment processing);
• Analytics: Web analytics providers.

These service providers have access to personal information only as needed to perform their functions and are bound by confidentiality obligations.

4.2 Authorized Integrations

When you authorize a third-party integration (Samsara, QuickBooks, DAT, fuel card providers, factoring companies), we share your data with that third party as necessary for the integration. The third party's use of your data is governed by their privacy policy, not ours.

4.3 Legal Compliance

We may disclose information if required by law, court order, or government regulation, including DOT/FMCSA requests, audit demands, or law enforcement requests. We may also disclose information to protect the rights, property, or safety of Company, our users, or others.

4.4 Business Transfers

If Company is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email before your information is transferred and becomes subject to a different privacy policy.

4.5 Multi-Tenant Isolation

Your data is isolated from other Subscribers. Each Subscriber's data is segregated by tenant ID, and row-level security (RLS) is enforced at the database level. Other Subscribers cannot access your data, and you cannot access theirs. Super-admin users (Company staff) may access your data only for support, troubleshooting, or as required by law.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: Data in transit is encrypted via TLS. Sensitive data at rest is encrypted where supported.
• Access controls: Role-based access control (RBAC) limits access to authorized users only.
• Row-level security (RLS): Database-level RLS ensures users can only access data within their tenant.
• Authentication: All API routes require authentication. Session tokens are validated on every request.
• Audit logging: Critical actions are logged for security review.
• Regular security reviews: Supabase security advisors are checked, and advisories are remediated.

No security system is perfect. We cannot guarantee absolute security. If a breach occurs, we will notify affected users and applicable regulators as required by law.

6. Sensitive Information

The Platform stores sensitive categories of personal information that require special protection:

• Social Security Numbers (SSN): Used for payroll and tax forms (W-2, 1099). Access is restricted to authorized roles.
• CDL numbers: Used for DOT compliance. Stored with expiration tracking.
• Medical card information: Used for DOT compliance. Stored with expiration tracking.
• Drug test results: Used for DOT compliance. Stored per 49 CFR 382.401 retention requirements.
• MVR reports: Used for driver qualification files. Stored per 49 CFR 391.51 retention requirements.
• FEIN and banking information: Used for payroll, direct deposit, and billing. Access is restricted to billing and admin roles.
• Insurance information: Policy numbers, COIs, and loss runs. Access is restricted to authorized roles.

We do NOT use sensitive personal information for any purpose other than providing the Services you requested. We do not sell or share sensitive personal information with third parties for their marketing purposes.

7. Data Retention

We retain your data as follows:

• Active accounts: Data is retained for the duration of your subscription.
• Cancelled accounts: Data is retained for ninety (90) days after cancellation to allow for reactivation or export.
• After 90 days: Data is permanently deleted, except for DOT compliance records that must be retained per FMCSA regulations.
• Regulatory retention: DOT compliance records (DQ files, drug test records, accident registers, inspection records) are retained per applicable FMCSA regulations regardless of subscription status.

You may request data export or deletion at any time by contacting privacy@safehaultms.com. We will process requests within five (5) business days, subject to regulatory retention requirements.

8. Your Privacy Rights

Depending on your state of residence, you may have the following rights under U.S. state privacy laws:

• Right to know: What personal information we collect, use, share, and sell;
• Right to access: The specific pieces of personal information we hold about you;
• Right to correct: Inaccurate personal information we hold about you;
• Right to delete: Personal information we hold about you (subject to regulatory retention requirements);
• Right to opt out: Sale or sharing of personal information for cross-context behavioral advertising;
• Right to limit: Use of sensitive personal information;
• Right to non-discrimination: Equal service and price whether or not you exercise your privacy rights.

To exercise any of these rights, contact privacy@safehaultms.com. We will verify your identity before processing the request and respond within the timeframes required by applicable law (typically 45 days).

Note: Many of the privacy rights listed above apply to you as an individual, not as a business entity. Information collected about your drivers, employees, and contractors is governed by your own privacy policies and notices, not this Privacy Policy.

9. Cookies and Tracking

We use cookies and similar technologies for:

• Authentication: To keep you logged in and secure your session;
• Preferences: To remember your settings and preferences;
• Analytics: To understand how the Services are used and improve them.

We do not use cookies for cross-context behavioral advertising or third-party advertising. Most browsers allow you to control cookies through settings. Disabling cookies may affect some functionality.

10. Children's Privacy

The Services are intended for business use by motor carriers and transportation companies. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child, contact privacy@safehaultms.com and we will delete it.

11. International Users

The Services are designed for U.S.-based motor carriers. If you access the Services from outside the United States, your information will be transferred to and processed in the United States. By using the Services, you consent to this transfer.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and by posting the updated policy at least thirty (30) days before the effective date. Your continued use of the Services after the effective date constitutes acceptance of the updated policy.

13. Contact Us

This Privacy Policy was last updated September 2026.