Vasthaul

What this is

These terms are between [legal entity] — “we”, “us” — and the carrier that opens an account, “you”. The person who opens the account accepts them for the carrier and confirms they are allowed to. The Data Processing Addendum is part of these terms; the privacy policy explains how we handle the people’s information in your account.

This is version 2026-09. The product records which version you accepted and when.

The service

Vasthaul is a transportation management system for carriers. It reads rate confirmations into draft loads, dispatches loads to drivers, gives drivers an app to work from, times detention, builds invoices with the delivery paperwork attached, builds driver settlements from your pay rules, tracks the border on a cross-border load, keeps the compliance file, and sends you a briefing each morning.

It prepares; you approve. A model reads documents into drafts, and the software builds statements and flags what looks wrong. It never books a load, sends an invoice, approves a settlement, spends money or files anything with a government. Those are buttons, and a person at your carrier presses them.

Accounts and roles

An account belongs to one carrier. You invite the people who use it and give each a role — owner, dispatcher, accountant or driver — and a role can only ever give another role up to its own level. What each role can see and do is enforced by the database; drivers cannot see what a load pays.

You are responsible for who you invite, for removing people when they leave, and for what is done under their sign-in.
Keep at least one active owner. Only an owner can approve a settlement, and the product will not let the last owner be removed.
Tell us at once if you think a sign-in has been used by someone it should not have been.

Your responsibilities

You are the carrier. We are the software. That divides the responsibilities as follows.

You are the employer, or the contracting carrier, of your drivers. You issue the notices and obtain the consents your province or state requires of an employer — including any electronic-monitoring notice — using the templates we provide or your own.
Pay rules, deductions, advances and chargebacks are your decisions. We compute a statement from the rules you set; we do not pay anyone, and we do not decide what anyone is owed. You approve every statement before it is final, and whether a deduction is lawful for a given driver is yours to know.
You approve every invoice before it is sent, and the tax on it follows the registration numbers and the provinces and states you entered.
Compliance with transport law — hours of service, qualification files, fuel-tax returns, customs filings — is yours. The product keeps documents and warns you about dates; it does not file anything.
What you enter is accurate, you have the right to upload the documents you upload, and you use the product only for your own fleet.

Subscription and fees

The plan is priced by the number of trucks in your fleet, charged monthly in advance by card through Stripe. Every plan includes every office user and every driver. If your truck count moves into another plan’s range, the plan changes from the next month, and we tell you before it does.

The onboarding fee is charged once, at the start. It pays for the hours it takes us to enter your trucks, drivers, customers and pay rules, upload your compliance documents and import the spreadsheet you run on today. It is earned as that work is done, and it is not refundable once the work is done — because the work was done. If we do not deliver the onboarding, we refund the part we did not deliver.

Tax — GST, HST or QST, by your province — is added to every charge. A payment that fails is retried; if it has not gone through after thirty days we may suspend the account, with notice, until it does. Late amounts bear interest at [rate] per cent a year.

Prices can change. We give sixty days’ notice, and the new price applies from your next renewal after that.

Acceptable use

You may not:

Resell the product, or use one account to run another carrier’s fleet.
Copy, take apart or try to reproduce the software, or pull data out of it by any door other than the export.
Probe, load-test or try to get around its security, or another carrier’s wall.
Upload anything you do not have the right to upload, or anything unlawful.
Send messages through it that the law would call spam.

If you do, we may suspend the account while we talk to you about it.

Your data

Everything in your account — loads, documents, pay rules, statements, invoices, the record of what happened — is yours. We use it to provide the service to you and for nothing else. We do not sell it and we do not use it to train a model.

You can export all of it, at any time, from the product, as files you can read without us. Ask and it is delivered within thirty days at the latest.

We may keep figures that describe the product as a whole — how many loads were dispatched this month across every carrier — that cannot be traced to any carrier, driver or customer, and use them to improve it.

Our obligations

We keep the service available and tell you in advance about planned maintenance. When something breaks, we say so on the screen rather than showing you a stale figure, and we tell you when it is fixed.
We protect your data the way the privacy policy describes: your rows walled off in the database, encrypted in transit and at rest, every change on the record, our own access limited to supporting you.
We use the providers listed on the sub-processor page, each under a written agreement, and we tell you thirty days before adding one. If you object on reasonable grounds and we cannot resolve it, you may end the agreement without penalty.
We answer support from people who have read your pay rules.

What the product is not

It is not an electronic logging device and does not record hours of service. The taps a driver makes are pay and dispatch records, not logs.
It is not tax, legal or accounting advice. The tax it applies follows the numbers you entered; whether they are right is a question for your accountant.
It does not file anything with customs, a tax authority or any government. It tells you what is missing before a crossing; a person files.
It does not move money. It builds the statement; you pay the driver. It builds the invoice; your customer pays you.
A draft a model produced is a draft. The product shows you what it read and where; you are the one who confirms it.

Warranty, liability and indemnity

The product is provided as it is. We do not promise it is free of defects or that it fits every carrier’s situation, and a warranty the law would otherwise imply is excluded as far as the law allows.

Our total liability to you for anything arising from these terms, in a year, is limited to what you paid us in the twelve months before the claim. Neither of us is liable to the other for lost profit, lost business or other indirect loss. Nothing in this section limits liability for fraud, for death or personal injury caused by negligence, or for anything the law does not allow to be limited.

You approve every settlement and every invoice before it is final. A figure you approved is yours; where a figure was wrong because the software computed it wrongly, our liability is to correct it and is subject to the cap above.

You will cover us against claims brought by your drivers, your customers or an authority that arise from your pay decisions, your consents and notices, your tax and transport compliance, or your breach of these terms. We will cover you against claims that the product itself infringes someone’s intellectual property.

Term and ending it

The agreement runs month to month. You can end it at any time from the product, effective at the end of the paid period; there is no cancellation fee. We can end it for non-payment after thirty days’ notice, or at once for a breach of acceptable use that you do not fix when told.

When it ends, the account becomes read-only for thirty days. In that window you can sign in, look at everything and take the export. After it, we keep your records for the period the law requires the carrier to keep them — by default seven years — unless you have taken the export and ask us to delete them sooner, in which case we do, except for any record we are legally required to keep. A driver’s compliance file is kept three years after the driver leaves in any case.

Governing law

These terms are governed by the law of [Province/State], and its courts have jurisdiction over any dispute, after we have first tried to resolve it between us in good faith for thirty days.

A carrier in Quebec is offered these terms in French first. The English version binds a Quebec carrier only if it expressly asks for it after seeing the French.

Changes to these terms

We may change these terms. We tell you thirty days before a change takes effect, in the product and by email to the owner, and the version number changes. If you keep using the product after that date you have accepted the new version; if you do not want to, you can end the agreement before it without penalty.

Contact

Questions about these terms: hello@vasthaul.com
Privacy officer: privacy@vasthaul.com
Company: [legal entity]
Address: [postal address]