Who we are
Vasthaul is made by [legal entity]. It is a transportation management system sold to trucking carriers and used by their office staff and their drivers.
Our privacy officer — the person in charge of personal information, in the words of Quebec’s law — can be reached at privacy@vasthaul.com. Write there with any question, request or complaint about personal information. We answer within thirty days.
Who is responsible for what
The carrier that opened the account is the organization in control of the information in it. It is the employer or the contracting carrier of its drivers. It decides what is collected and why, it issues the notices and obtains the consents its province or state requires, and it answers to its drivers for how their information is used.
Vasthaul is the carrier’s service provider. We process the information on the carrier’s written instructions, under an agreement with the carrier, and for no purpose of our own. We do not sell it, we do not use it for advertising, and we do not use it to train a model.
If you are a driver, your carrier’s own privacy notice and monitoring policy also apply, and your first request should go to your carrier. We help the carrier answer it, and you can always write to us directly.
What we collect
From office users — owners, dispatchers, accountants:
- Your name, email address, phone number and role in the carrier.
- What you do in the product. Every change to a load, an invoice or a statement is written down with who made it and when. That record is how a dispute is settled, and it is not optional.
From drivers:
- Your name, email address and phone number.
- Your licence number, class, jurisdiction and expiry, and the compliance documents the carrier uploads to your file: medical certificate, licence abstract, and the rest of what transport law makes a carrier keep. Some of these are sensitive; they are readable only by the carrier’s office, and never by other drivers.
- An emergency contact, if the carrier records one.
- Your location at the moment you tap a load status — and only then. See the next section.
- The photos you take of paperwork and receipts: bills of lading, proof of delivery, fuel and expense receipts.
- The loads you are assigned, the times you record at each stop, the receipts you submit, and your pay: the rules it is built from, each statement, and the balances behind it.
From documents the carrier handles:
- The names, phone numbers and email addresses of customer and broker contacts as they are printed on rate confirmations and delivery paperwork.
From this website: nothing. It sets no cookies, runs no analytics and holds no form.
Location
The driver app asks for your location only when you tap Arrived, Loaded, Departed or Delivered. The phone asks your permission first, and if you refuse, the tap still records the time. The app never tracks in the background, never asks for background location permission, and cannot see where you are between taps. Two hours after you tap Delivered, it has no idea where you are.
The pin is used for one thing: to show the carrier where and when a stop happened. That is how time spent waiting on a dock gets billed to the customer as detention instead of being written off, and it is what the load’s timeline is built from.
Some places require the employer to give drivers a written notice of electronic monitoring — Ontario for a provincially regulated carrier with twenty-five or more employees, and New York, Connecticut, Delaware, New Jersey and Maine among the states. We give every carrier a template at onboarding; the carrier dates it and issues it.
Why
- Running loads
- Dispatching a load to a driver, showing the driver the next stop, recording what happened at each one.
- Paying and billing
- Building each driver’s statement from the carrier’s pay rules, and each invoice from the load and its paperwork.
- The compliance file
- Keeping the documents transport law requires a carrier to keep, and warning the carrier before one expires.
- Reaching you
- A sign-in code, a load assignment, a statement, the morning briefing. Nothing promotional.
- Keeping it safe
- Knowing who did what, spotting a sign-in that should not have happened, and keeping one carrier’s data out of another’s reach.
- The law
- Meeting a legal obligation, or answering a lawful request, and telling the carrier when we do.
The reader that drafts
Rate confirmations, receipts and delivery paperwork are read by an automated document reader run by an AI provider in the United States — Anthropic, or an OpenAI-compatible provider the carrier has configured. The reader turns the document into a draft: the fields it read, each shown beside the text it read them from.
A dispatcher or the office checks the draft and confirms it. No decision about you — what you are paid, whether a receipt is reimbursed, whether a load is booked — is made by the model alone. Every one of them is made by a person, and the reader has no way to book, pay or send anything.
Under our agreement with the provider, the documents are not used to train its models and are not kept once they have been read.
Where it is stored, and who else touches it
The database and the files in it are in Canada, in the ca-central-1 region, run by Supabase. Some of the work is done by providers in the United States, each under a written agreement, each for one job:
- Supabase
- Where
- Canada (ca-central-1)
- What it does for us
- The database, file storage and sign-in. This is where a carrier’s records and documents live.
- Anthropic, or an OpenAI-compatible provider where a carrier has configured one
- Where
- United States
- What it does for us
- Reads rate confirmations, receipts and delivery paperwork into drafts that a person checks before anything is booked or paid.
- Resend
- Where
- United States
- What it does for us
- Sends email: sign-in codes, invoices with their paperwork, settlement statements, the morning briefing.
- Vercel
- Where
- United States
- What it does for us
- Hosts the office application and the driver app. Serves pages; holds no database of its own.
- Stripe
- Where
- United States
- What it does for us
- Subscription billing for the carrier’s plan. Card numbers go to Stripe directly; we never see them.
- Twilio
- Where
- United States
- What it does for us
- Text messages to drivers — load assigned, appointment reminders — only when a carrier turns SMS on.
That list is kept current on its own page, and a carrier is told before a provider is added. Sub-processors.
Because some of these providers are outside Canada, three things need saying plainly. Information they hold can be reached by United States authorities under United States law. If you are in Quebec, this section is the disclosure Law 25 requires, and a privacy impact assessment of these transfers is on file and available to your carrier. If you are in Alberta, the Personal Information Protection Act requires us to tell you that we use service providers outside Canada: the privacy officer named above will give you our policies on that and answer questions about them.
How long we keep it
Work records are kept for as long as tax and transport law require the carrier to keep them, because the carrier is the one the law asks.
- Loads, invoices, statements, receipts, fuel
- Six years from the end of the tax year, which is what the Canada Revenue Agency requires. Where a longer rule applies to a specific record — four years for fuel-tax records under IFTA, five years for drug-and-alcohol records — the longer one wins.
- A driver’s compliance file
- While the driver works for the carrier and for three years after, which is what the FMCSA requires of a US carrier; four years under Canada’s National Safety Code.
- Location pins
- Deleted after twenty-four months. The timestamps stay; the coordinates go.
- A driver’s profile
- Name, phone, email, emergency contact and licence images are deleted when the retention period for the records that name you ends. After that a statement names a driver number, not you.
- Sign-in codes
- Minutes.
- Email to the privacy officer
- Two years, so a request and its answer can be shown.
A carrier can export everything in its account at any time, and can ask us to delete it. A driver can close their own account from the app. What happens in each case is written down on one page. Account deletion.
Your rights
Wherever you are, you can ask to see the personal information we hold about you, ask us to correct it, withdraw a consent you gave, and ask for it to be deleted. Write to your carrier or to the privacy officer; either way we answer within thirty days. A deletion request is honoured except for the records the law makes the carrier keep, and we tell you which those are and for how long.
Withdrawing consent has a consequence worth stating: a driver who withdraws permission for the app to record stops cannot be dispatched through it, and the carrier will need another way to work with you.
If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada; to the Information and Privacy Commissioner of Alberta or of British Columbia if you are there; or, in Quebec, to the Commission d’accès à l’information.
If you are a driver in the United States, your carrier decides what rights its state gives you. Where the California Consumer Privacy Act applies to your carrier, we act as its service provider and help it answer your request within the time the Act allows.
If something goes wrong
If personal information is lost, stolen or exposed, we tell the carrier within seventy-two hours of learning of it: what happened, whose information was affected, and what we are doing about it. We help the carrier notify the people affected and the commissioner where the law requires it, as soon as feasible. We keep a register of every incident for at least five years.
How it is protected
- Each carrier’s rows are walled off from every other carrier’s by the database itself, not by the application. A query from one carrier cannot return another carrier’s row.
- A driver’s account can reach the stops, the times, the references and its own pay, and nothing about what the load is worth. That rule lives in the database too.
- Data is encrypted on the wire and at rest. Sign-in is by a one-time code sent to your email; there is no password to leak.
- Every change is written down with who made it and when, and cannot be edited afterwards.
- Our own staff reach a carrier’s data only to support that carrier, and only when asked.
Children
The product is a work tool for licensed commercial drivers and office staff. It is not for anyone under eighteen, and we do not knowingly collect information about anyone under eighteen. If we learn that we have, we delete it.
Changes to this policy
When this policy changes, the new version is posted here with its date and the carrier is told in the product. A change that widens what we collect or who we share it with is announced thirty days before it takes effect.
Contact
- Privacy officer
- privacy@vasthaul.com
- Company
- [legal entity]
- Address
- [postal address]