Privacy Policy

Haulboard by PlanSync · Last updated: July 31, 2026

1. Who We Are

Haulboard is a product of PlanSync ("we," "us," or "our"). PlanSync provides business productivity software for small and mid-sized teams.

For any privacy-related questions, contact us at: privacy@plansync.store

2. What Data We Collect

2.1 Account Information

• Email address — used as your login identifier
• Name — displayed to your dispatcher and team members
• Phone number — used for SMS alerts (load assignments, urgent updates)
• Password — stored using one-way bcrypt hashing (we cannot see it)

2.2 Location Data

• GPS coordinates while you're on duty (driving loads) — used to share your location with your dispatcher and to calculate actual driven distance for mileage reports
• Location is captured only when:
  • You are logged in and assigned to an active load, OR
  • You tap "Start" on a load and accept it
• Location is not collected when you're off duty or logged out

2.3 Work Activity Data

• Load assignments — pickup/delivery addresses, dates, mileages, weights
• GPS at pickup/delivery — captured when you tap "Accept Load" or "Mark Delivered" to verify you were actually on site
• Fuel and expense records — amounts, types, dates, photos of receipts
• Driving distance — calculated using GPS coordinates (Haversine formula, not network provider)

2.4 Communications

• Chat messages between you and your dispatcher (1-to-1, no group chats)
• Voice messages — audio recordings sent in chat
• Push notification tokens — to deliver alerts to your device

2.5 Device Information

• App version — used to notify you when updates are available
• Device ID — to associate push notification tokens with your account

3. What We Do NOT Collect

• ❌ Contacts — we never read your address book
• ❌ Photos outside the app — only receipt photos you take inside Haulboard
• ❌ Browsing history — Haulboard has no web browser
• ❌ Microphone outside voice messages — only when you tap record in chat
• ❌ Advertising identifiers (GAID/IDFA) — we have no ads
• ❌ Social media profiles — no Facebook/Google sign-in

4. How We Use Your Data

We use the data we collect only to:

• Operate the fleet management service for your company
• Show your dispatcher where you are during working hours
• Verify load pickup and delivery
• Calculate mileage for fuel tax and reimbursement reports
• Deliver push notifications (new loads, messages, updates)
• Provide customer support when you contact us

We do not: sell your data, share it with advertisers, or use it for marketing.

5. Who We Share Data With

5.1 Your Company / Dispatcher

Your location, loads, expenses, and chat messages are visible to your company's dispatcher(s) and administrators. This is the core purpose of the service.

5.2 Service Providers (Sub-processors)

We share minimal data with the following service providers to operate Haulboard:

• Twilio (optional) — if your company enables SMS alerts, your phone number is sent to Twilio for delivery
• Google Play Services — for push notifications and Android system integration
• Hosting provider — our servers are hosted at Contabo (Germany/UAE regions)

These providers are contractually bound to use data only for the services we request.

5.3 Legal Requirements

We may disclose data if required by law (court order, valid subpoena). We will notify you if legally permitted to do so.

6. Data Storage & Security

• Where: Data is stored on secure servers in Germany (Contabo) with daily backups retained for 30 days
• In transit: All connections use HTTPS (TLS 1.3) — no plain HTTP
• At rest: Passwords are bcrypt-hashed; database is on encrypted volumes
• Access: Only authorized PlanSync employees can access production data, with audit logs

7. Data Retention

• Active accounts: Data is kept as long as your account is active and your company has an active subscription
• Inactive accounts: After 90 days of inactivity, we delete your location history, photos, and chat messages; account credentials are retained for re-activation
• Deleted accounts: When you (or your company admin) delete your account, we delete all personal data within 30 days, except where retention is required by law (e.g., tax records for fuel expenses — 7 years)
• Backups: Backups are purged on a 30-day rolling window

8. Your Rights

You have the right to:

• Access — request a copy of all data we have about you
• Correct — fix inaccurate data via the app or by contacting us
• Delete — request account deletion; we delete within 30 days
• Export — receive your data in a portable format (JSON/CSV)
• Opt out of location tracking — turn off location in device settings; however, this may prevent the app from functioning for load tracking
• Opt out of push notifications — disable in device settings

To exercise any of these rights, email privacy@plansync.store from the email associated with your account. We respond within 30 days.

9. Children's Privacy

Haulboard is a business tool for adult drivers (18+). We do not knowingly collect data from children under 16. If you believe a child has created an account, contact privacy@plansync.store and we will delete the account.

10. International Data Transfers

PlanSync is based in the UAE. If you are in the EEA, UK, or another region with cross-border data laws, your data may be transferred to and processed in the UAE. We use Standard Contractual Clauses (SCCs) where required for these transfers.

11. Changes to This Policy

We may update this policy from time to time. When we do, we will:

• Update the "Last updated" date at the top
• Notify you via in-app banner for material changes (e.g., new data collection, new sharing)
• Request your re-consent if a change expands data use

Continued use of Haulboard after a change indicates acceptance of the updated policy.

12. Contact Us

For any questions, concerns, or to exercise your rights:

• Email: privacy@plansync.store
• Website: plansync.store
• Support: support@plansync.store

We aim to respond to all privacy requests within 30 days.