Privacy Policy

Last updated: October 4, 2026 (version 2026-10-04)

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This policy explains how Smart Haul LLC ("we", "us") handles personal information in Transload Ops (the "Service"), a web application that warehouse companies use to run their operations. It covers the people who use the Service: warehouse staff, the warehouses' customers who use the customer portal, and truck drivers who use appointment links.

Two roles we play

For the warehouse company's data (its staff, customers, drivers, freight and documents), the warehouse company decides what is collected and why. We process that information on its behalf and on its instructions, as its service provider. If you are a warehouse's customer, driver or employee, the warehouse is your first point of contact for questions about your information, and its own privacy notice applies too.
For sign-up, billing and our own business contact with account holders, we decide how the information is used, and this policy describes it.

What we collect

Account information

Name, work email, phone number (if entered), role, company and language.
Password (stored only as a one-way hash, never in readable form), two-step verification settings and backup codes (also stored as hashes).
Sign-in records: time, IP address and browser type, and a log of changes made in the account (who did what and when, with the IP address).

Operational information entered by the warehouse

Customer company contacts; appointments; truck, trailer, container and seal numbers; driver names and phone numbers.
Receipts, inventory, shipments and invoices; photos of freight and damage; signatures captured on screen (for example a driver's signature at receiving or departure); and uploaded documents.

Billing information

If a company subscribes, Stripe processes the payment. We receive and keep only Stripe's references for the customer and subscription and the subscription's status and renewal date. We never receive or store full card numbers.

The camera

Barcode scanning uses your device's camera only while the scanner is open, and the images are read on your device. A photo is uploaded only when you take one on purpose and save it.

How we use it

To run the Service: sign people in, show each person what their role allows, produce documents and invoices, and send the emails the app sends (such as password links and confirmations).
To keep the Service secure: detect and stop misuse, investigate problems, and keep audit records.
To manage trials and subscriptions and to contact account admins about the account, the Service or changes to these policies.
To comply with the law.

We do not sell personal information, share it for advertising, or use it to build marketing profiles. The Service has no advertising and no third-party analytics or tracking.

Who receives it

Hosting: the Service runs on servers we rent from our hosting provider in the European Union (Lithuania). Daily backup copies are also kept on equipment we control in the United States.
Stripe: payments for subscriptions.
Email delivery: the provider we use to send the app's emails receives the recipient's address and the message.
Cloudflare: provides the domain name service and, where it is switched on, the security check on sign-in and sign-up pages.
Systems the warehouse connects: if a warehouse switches on the link to the Smart Haul transportation management system (also operated by us), or sets up API keys or webhooks, the related shipment information goes to those systems. The warehouse controls these connections.
Within an account: a warehouse's customers see only their own freight and documents in the customer portal. Drivers see only their own appointment.
When required: to comply with the law or a valid legal request, to protect the rights and safety of people or the Service, or to a company that takes over our business (which would remain bound by this policy).

Cookies

The Service uses two cookies, both needed for it to work: one keeps you signed in (it ends after 8 hours, or 60 minutes without activity), and one remembers the language you picked on the sign-in pages (one year). If the security check is switched on, Cloudflare may set its own cookie for it.

How long we keep it

Operational and account information is kept while the warehouse's account is open, or for as long as the warehouse chooses to keep it.
After an account closes, we delete its data from the live system within 60 days, after a 30-day period in which the warehouse can ask for an export.
Backup copies are overwritten on their normal schedule, which is about 15 days on the server.
Billing records may be kept longer where tax or accounting law requires it.

Security

Connections are encrypted (HTTPS). Two-step verification is required for every role except floor staff, where the warehouse may switch it off. Each company's data is kept separate in the database, and people see only what their role allows. Passwords, codes and API keys are stored as hashes, and API keys are shown only once. No system is perfectly secure. If a security incident affects your personal information, we will notify the affected warehouse, and you where the law requires it.

Your choices and rights

You can correct your own name, phone, language and password under My account; your company admin can change your email.
Depending on where you live (for example in the European Union, the United Kingdom, or a US state with a privacy law), you may have the right to access, correct, delete or receive a copy of your personal information, or to object to or restrict how it is used. You also have the right to complain to your data-protection authority.
If your information is in a warehouse's account, send your request to that warehouse; we will help it respond. For anything else, write to us at info@smarthaul.net. We will reply within 30 days and will not treat you differently for using these rights.

International transfers

We are based in the United States, our servers are in the European Union, and our backups are in the United States. Personal information may therefore be handled in both. Where the law requires safeguards for such transfers, we use them, such as the European Commission's standard contractual clauses.

Children

The Service is for businesses and is not meant for anyone under 16. We do not knowingly collect information from children.

Changes

If we change this policy in a material way, we will tell account admins by email or in the app before the change takes effect. The current version is always at this address.

Contact

Smart Haul LLC, Addison, Illinois, USA · info@smarthaul.net