Last updated: January 1, 2025
HaulCortex, Inc. ("HaulCortex," "we," "our," or "us") is committed to protecting the privacy of individuals and organizations who use our freight route optimization and carrier matching platform. This Privacy Policy describes how we collect, use, disclose, retain, and protect personal information and business data when you access or use our website at haulcortex.com (the "Website") and our software platform (collectively, the "Services").
This Privacy Policy applies to all users of our Services, including logistics brokers, freight dispatchers, administrators, and any other individuals or entities who interact with our platform in connection with their brokerage operations. By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy and consent to the data practices described herein.
If you have questions about this Privacy Policy or our data practices, please contact us at hello@haulcortex.com or by mail at HaulCortex, Inc., 200 S Wacker Dr, Chicago, IL 60606.
We collect several categories of information in connection with the provision of our Services. The nature of what we collect depends on how you interact with us and what information is necessary to deliver our platform capabilities.
When you register for a HaulCortex account or request a demo, we collect identifying information including: full name, business email address, company name, job title, phone number, and the address of your brokerage or logistics operation. We also collect account credentials (username and hashed password) and account configuration preferences you establish when setting up the platform.
For brokerage customers who proceed to a paid subscription, we collect additional business information including federal tax identification numbers, billing contact information, authorized signatories for service agreements, and payment method information processed through our payment processor (Stripe). We do not store complete payment card numbers on our systems; payment processing is handled by Stripe pursuant to their PCI-compliant infrastructure.
HaulCortex's core functionality requires access to freight operational data from your transportation management system (TMS). Through TMS integrations (REST API, EDI, or data export), we process load-level freight data including: shipper and consignee information, origin and destination locations, freight commodity descriptions, equipment type requirements, load weights and dimensions, scheduled and actual pickup and delivery timestamps, carrier assignment records, carrier cost and shipper rate data, and tender acceptance and rejection records.
This operational data may contain business-confidential information about your shipper relationships, carrier network, lane pricing, and operational performance. We treat this data as commercially sensitive and subject to the confidentiality terms in our Master Service Agreement.
We process carrier-related data including FMCSA registration information (MC/DOT numbers, operating authority status, safety ratings), carrier contact information, insurance certificate data, carrier performance records derived from your load history, and carrier geographic zone and capacity information. Much of this carrier data is derived from publicly available FMCSA records and third-party data providers. We combine publicly available carrier data with your proprietary carrier performance data to generate carrier scoring and matching recommendations.
When you use the HaulCortex platform, we automatically collect technical and usage information including: IP address, browser type and version, operating system, device identifiers, pages accessed and features used, search queries within the platform, load matching actions, session duration, and error logs. We collect this data through server logs, cookies, and similar tracking technologies as described in our Cookie Policy.
When you contact HaulCortex's support team, sales team, or customer success team, we retain records of those communications including email correspondence, support ticket contents, call notes, and any attachments you provide. This includes communications through our Website contact form, email at hello@haulcortex.com, and our in-platform support interface.
We use the information we collect for the following purposes, each of which constitutes a legitimate basis for processing under applicable data protection law:
The primary purpose for which we collect and process data is delivering our freight optimization and carrier matching Services. This includes: generating carrier scoring and matching recommendations based on your load history and carrier performance data, building and training lane optimization models from your TMS data, providing the margin intelligence dashboard with load-level profitability analysis, maintaining TMS integrations and processing load data through those integrations, and delivering the carrier risk monitoring and compliance alerting features of the platform.
We use account information to create and maintain your HaulCortex account, authenticate your identity when you log in, communicate important account and service notifications, process billing and subscription management, provide customer support, and comply with contractual obligations under our Master Service Agreement.
We use aggregated and de-identified usage data, model performance data, and platform analytics to improve the accuracy of our carrier matching algorithms, develop new platform features, diagnose and fix technical issues, and optimize platform performance. We do not use your proprietary freight operational data to train models that benefit other customers without your explicit consent.
We may use and disclose information as necessary to comply with applicable law, respond to legal process (subpoenas, court orders, regulatory inquiries), protect the rights and safety of HaulCortex, our customers, and third parties, enforce our Terms of Service, investigate potential fraud or security incidents, and fulfill our obligations under contracts with customers and partners.
With your consent or as otherwise permitted by applicable law, we use your contact information to send service-related communications (account notifications, security alerts, billing notices), respond to your inquiries, send product updates and feature announcements, and, where you've opted in, send educational content about freight optimization and logistics technology relevant to your operations.
We do not sell your personal information or proprietary freight data to third parties. We share information only as described in this section.
We engage third-party vendors and sub-processors who assist us in delivering our Services. These include: cloud infrastructure providers (Amazon Web Services, for platform hosting and data storage), payment processors (Stripe, for billing and subscription management), customer relationship management software (for sales and support operations), email service providers (for transactional and operational communications), monitoring and observability tools (for platform reliability), and data providers (FMCSA data feeds, DAT and Truckstop rate data, insurance monitoring services including RMIS).
These sub-processors have contractual obligations to protect information shared with them and to use it only for the purposes we've specified. We maintain an up-to-date list of our sub-processors available upon request.
If HaulCortex is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will provide notice before your personal information is transferred and becomes subject to a different privacy policy, where required by applicable law.
We may disclose information when required by law, court order, or government authority, or when we believe in good faith that disclosure is necessary to protect the safety of any person, address fraud or security concerns, or protect the rights and property of HaulCortex.
We may share information in ways not described in this Privacy Policy with your prior written consent.
We retain personal information and freight operational data for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by applicable law or contract. Our standard retention periods are as follows:
Account and registration data: Retained for the duration of the active subscription plus 7 years following account termination, to support any post-termination billing disputes, legal requirements, or audit obligations.
Freight operational data: Retained for the duration of the active subscription plus 3 years following account termination, to support model continuity for customers who may reactivate, and to comply with potential legal hold obligations in freight liability matters.
Communications records: Support tickets and customer communications retained for 3 years following account termination. Sales and prospecting communications retained for 2 years following last contact.
Usage and technical logs: Server logs and platform usage data retained for 12 months for security and performance purposes, then deleted or de-identified.
Upon account termination, customers may request a data export of their freight operational data within 30 days of termination. After 30 days from termination notice, we will begin the deletion process for operational data in accordance with our retention policy. De-identified, aggregated data may be retained indefinitely for platform improvement purposes.
Depending on your location, you may have certain rights regarding your personal information. HaulCortex is headquartered in Chicago, Illinois, and primarily serves customers in the United States. We also serve customers in the European Union and other jurisdictions with specific data protection requirements.
California residents have rights under the California Consumer Privacy Act (CCPA), including: the right to know what personal information we collect and how it is used and shared, the right to request deletion of personal information we hold about you (subject to certain exceptions), the right to opt out of the sale of personal information (we do not sell personal information), and the right not to be discriminated against for exercising your privacy rights. To submit a CCPA request, contact us at hello@haulcortex.com with the subject line "CCPA Privacy Request."
If you are located in the European Union or European Economic Area, you have the following rights under the General Data Protection Regulation (GDPR): the right to access your personal data and receive a copy of the data we process about you, the right to rectify inaccurate or incomplete personal data, the right to erasure ("right to be forgotten") of personal data where processing is no longer justified, the right to restrict processing in certain circumstances, the right to data portability (receive your data in a structured, machine-readable format), the right to object to processing based on legitimate interests, and rights related to automated decision-making and profiling. To exercise these rights, contact us at hello@haulcortex.com. We will respond to verifiable requests within 30 days.
The legal bases under which HaulCortex processes personal data include: contract performance (to deliver the Services you have contracted for), legitimate interests (platform security, fraud prevention, service improvement), consent (marketing communications, where applicable), and legal obligation (tax records, regulatory compliance).
HaulCortex's data processing activities are primarily conducted in the United States. For EU/EEA customers, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission as the legal mechanism for transferring personal data from the EU/EEA to the United States.
We use cookies and similar tracking technologies on our Website and within the HaulCortex platform. Cookies are small data files placed on your device that help us recognize you, maintain your session, analyze platform usage, and improve the Services. For detailed information about the cookies we use, their purposes, and your choices, please see our Cookie Policy.
You can control cookies through your browser settings and through the cookie preference controls available on our Website. Note that disabling certain cookies may affect the functionality of the HaulCortex platform.
HaulCortex implements technical and organizational security measures designed to protect your personal information and freight operational data against unauthorized access, disclosure, alteration, and destruction. Our security measures include: encryption of data in transit using TLS 1.2 or higher, encryption of sensitive data at rest using AES-256, role-based access controls limiting data access to authorized personnel, multi-factor authentication requirements for platform administrative access, regular security assessments and penetration testing, incident response procedures for security events, and vendor security assessments for sub-processors who handle customer data.
No security measures are perfect or impenetrable. While we work to maintain appropriate safeguards, we cannot guarantee the absolute security of your information. If you become aware of any security incident or unauthorized access, please notify us immediately at hello@haulcortex.com.
The HaulCortex Services are designed for and directed to businesses and professionals in the freight logistics industry. We do not knowingly collect personal information from individuals under 18 years of age. If you believe we have inadvertently collected information from a minor, please contact us at hello@haulcortex.com and we will take steps to delete that information.
Our Website and platform may contain links to third-party websites, including TMS vendors, industry data providers, and logistics technology resources. These third-party sites have their own privacy policies that govern their data practices. HaulCortex is not responsible for the privacy practices or content of third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.
We may update this Privacy Policy from time to time to reflect changes in our data practices, applicable law, or our Services. When we make material changes, we will provide notice by updating the "Last updated" date at the top of this policy and, for significant changes, by sending an email to the account administrator address on file or displaying a prominent notice within the platform. Your continued use of the Services following notice of changes constitutes acceptance of the updated Privacy Policy.
We encourage you to review this Privacy Policy periodically to stay informed about how we handle your information.
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through any of the following channels:
Email: hello@haulcortex.com
Mail: HaulCortex, Inc., 200 S Wacker Dr, Chicago, IL 60606
Phone: +1 (312) 847-2193
For EU/EEA residents with data protection concerns that we have not resolved to your satisfaction, you also have the right to lodge a complaint with your local data protection authority.