Privacy Policy

1. Introduction

HAULVANA INC. ("Haulvana Inc.", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share personal data collected from users of our platform. It also outlines your rights and choices regarding your data. By accessing or using the Haulvana Inc. platform, you agree to the terms outlined in this Privacy Policy.

Haulvana Inc. provides a cloud-based Software-as-a-Service (SaaS) platform designed for residential and commercial waste management providers, including roll-on/roll-off hauling services. We offer features such as service booking, real-time dispatch, GPS tracking, customer relationship management (CRM), and more.

2. Data Collection

a. Types of Personal Data Collected

We collect the following categories of personal data from users based on the services they access and their role, including but not limited to administrator, driver, dispatcher, or customer:

• Contact Information:
  • Full name
  • Email address
  • Phone number
  • Business name and address (for commercial clients)
• Account & Profile Data:
  • Username and password
  • Company role or job title
  • Service preferences and subscription details
• Payment Information:
  • Billing address
  • Credit/debit card or ACH transaction data, processed via a secure third-party payment processor (Haulvana Inc. does not store raw financial data)
• Usage & Technical Data:
  • IP address
  • Browser type and version
  • Operating system
  • Device type
  • Location data
  • Access times and pages viewed
• Operational Data (for business users):
  • Hauling schedules and routes
  • Customer job records, which may include, but are not limited to, customer addresses and contact information
  • Uploaded photos or documents

b. Methods of Data Collection

• User-Provided Data:
  • During account registration
  • When users fill out forms, request support, or update their profiles
  • When customers request services through integrated web portals or booking widgets
• Automated Data Collection:
  • Through cookies and similar technologies, including but not limited to session cookies, persistent cookies
  • Using analytics tools like Google Analytics for user behavior tracking
  • Via log files and mobile SDKs for mobile app usage
• Third-Party Integrations:
  • If users connect third-party services, including but not limited to payment processors, CRM tools, or map services (Haulvana Inc. may receive limited profile or transactional data from those platforms).

3. Purpose of Data Use

Haulvana Inc. collects and uses personal and operational data for the following purposes:

a. Service Provision & Platform Operations

• To register and authenticate users
• To process service bookings, manage job dispatching, and plan routes
• To facilitate customer communications, including but not limited to service reminders, job status updates, confirmations
• To enable GPS-based tracking and live service updates especially for roll-on/roll-off and scheduled pickups
• To process payments, generate invoices, and manage billing through secure third-party systems
• To allow real-time platform functionality through web and mobile applications

b. Customer & Technical Support

• To respond to technical issues, customer inquiries, and support tickets
• To send service notices and troubleshoot technical problems
• To ensure platform uptime, data integrity, and user satisfaction

c. Analytics, AI/ML Personalization & Platform Improvement

• To analyze platform usage and operational trends for product enhancement
• To personalize the user interface and workflow based on user behavior and preferences
• To predict service needs, including but not limited to container pickups, job duration, by using machine learning
• To conduct internal diagnostics and testing of new features

d. Marketing, Sales & Communication

• To send newsletters, promotions, and product updates with opt-in consent, where applicable
• To conduct digital marketing campaigns and measure engagement
• To retarget ads across platforms using cookie-based data

e. Data Sharing with Vendors and Integrations

• To connect with third-party platforms, including but not limited to CRM systems, route optimization tools, SMS/email providers
• To exchange operational data with integrated vendors for workflow automation and efficiency
• To collaborate with authorized service providers for data storage, hosting, analytics, or customer communication

f. Legal, Security & Regulatory Compliance

• To comply with legal obligations such as financial reporting, tax filings, or data retention rules
• To detect, investigate, and prevent fraud, abuse, or platform misuse
• To enforce our Terms of Service and protect the rights, property, and safety of Haulvana Inc., its users, and the public

4. Data Sharing

Haulvana Inc. shares user data with third parties only to the extent necessary to provide services, enhance platform functionality, comply with legal requirements, and support business operations. We do not sell personal data. For more details on how we handle data with our processors, please refer to our Data Protection Agreement.

a. Categories of Third Parties We Share Data With

1. Service Providers:
   • Cloud infrastructure providers
   • Payment processors and billing platforms
   • Email and SMS communication vendors
   • Customer support and ticketing platforms
   • Analytics and user behavior tools
2. Business Partners and Integration Tools:
   • CRM and ERP systems
   • Accounting and invoicing software
   • Route optimization or GPS tracking solutions
   • Marketing and retargeting platforms
3. Operational and Logistics Vendors:
   • For roll-on/roll-off services and dispatch support, data may be shared with logistics and delivery vendors, including but not limited to subcontracted haulers, fleet support providers
4. Legal and Regulatory Entities:
   • We may disclose data to public authorities, government agencies, or legal representatives to comply with applicable laws and legal processes, respond to valid subpoenas or court orders, or prevent fraud or abuse.
5. Other Third Parties (as part of business operations or transactions):
   • In the event of a merger, acquisition, reorganization, or asset sale, user data may be shared or transferred as part of that transaction, subject to confidentiality obligations and applicable law.

b. Dynamic Vendor Relationships

Because Haulvana Inc. continuously improves its platform and infrastructure, we may engage new third-party processors or integrations over time. We maintain contracts and data processing agreements with all critical vendors to ensure they uphold data protection standards consistent with this policy.

c. User Control & Opt-Out

Where legally required, users will be given the option to opt out of non-essential third-party data sharing, particularly for marketing or analytics purposes.

5. Data Storage

a. Data Storage Locations

Haulvana Inc. stores user data securely using cloud-based infrastructure provided by industry-leading providers.

• Cloud Providers:
  User data is primarily stored on secure servers hosted by industry-leading cloud service providers such as Amazon Web Services (AWS), Google Cloud Platform (GCP) or Microsoft Azure Cloud These providers offer robust encryption, physical security, and scalability.
• Geographic Considerations:
  • User data is primarily stored in the United States, though certain sub-processors or integrations may process data in other jurisdictions. We ensure compliance with applicable privacy regulations when transferring data internationally.
• Mobile and Local Storage (Limited):
  • Some data, including but not limited to cached credentials or route data, may be temporarily stored locally on user devices through our mobile application, with encryption and limited access.

b. Data Retention Periods

Haulvana Inc. retains personal and operational data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Key retention periods are as follows:

• Account Data: Retained for the duration of the user's account and service relationship, plus a grace period of 180 days following account termination.
• Inactive Accounts: After 18 months of inactivity, we may delete or anonymize associated personal data.
• Operational and Dispatch Data: Retained for 3–5 years for internal analytics and service logs.
• Marketing & Analytics Data: Retained for 12–24 months, depending on consent and cookie settings.
• Legal Compliance Records: Some financial or transactional data may be retained for up to 7 years to meet accounting, tax, and audit obligations.

Data is securely deleted or anonymized once the retention periods expire, using industry-standard deletion protocols.

6. User Rights and Control

Depending on your location and applicable laws (such as GDPR, CCPA, or other privacy regulations), you may have the following rights:

• Right to Access: You can request a copy of the personal data Haulvana Inc. holds about you.
• Right to Rectification: You may request correction of inaccurate or incomplete personal data.
• Right to Deletion: You can request deletion of your personal data, subject to legal retention obligations.
• Right to Data Portability: You may request a copy of your data in a machine-readable format.
• Right to Object or Restrict Processing: You can object to certain data uses or request temporary restrictions.
• Right to Withdraw Consent: You may withdraw consent for processing.
• Right Not to Be Subject to Automated Decision-Making: You can opt out of decisions made solely by automated means.

To exercise these rights, please contact us at privacy@haulvana.com or through the contact details provided in this policy.

We may require users to verify their identity before processing requests. We aim to respond within 30 days of receiving a valid request (or as otherwise required by law). Some requests may be limited or denied where we are required to retain data under legal or contractual obligations.

7. Cookies and Tracking Technologies

Cookies are small text files that are placed on your device by a website or its service provider when you visit the site, provided you allow it. These cookies enable the site's or service provider's systems to recognize your browser and gather certain information.

a. We use cookies for the following purposes:

• Essential Cookies (Strictly Necessary): These cookies are required for core platform functionality, such as login authentication, security, and account management. They cannot be disabled as they are essential for the operation of the platform.
• Performance and Analytics Cookies: These cookies track usage patterns to help us improve platform functionality. They allow us to measure traffic sources, user engagement, time spent on site, and navigation paths. We use tools like Google Analytics, Hotjar, and FullStory to gather and analyze this data.
• Functionality Cookies: These cookies remember user preferences, such as location settings, service selections, and language choices, enhancing personalization and ease of use on the platform.
• Third-Party Cookies: We may use cookies set by integrated third-party partners for advertising, retargeting, or external analytics. Platforms such as Google Ads, Facebook Pixel, and LinkedIn Ads may place these cookies to build user profiles or display relevant advertisements on other websites.
• Mobile Tracking Technologies: Our mobile application may use SDKs and similar tools to track usage behavior, monitor crash logs, and gather performance data to enhance the mobile experience.

Additionally, we may utilize trusted third-party services that assist us in tracking and analyzing this information on our behalf.

b. User Consent and Control

• Consent Mechanism:
  When you first visit the Haulvana Inc. platform, you will be presented with a cookie consent banner that clearly outlines the categories of cookies used on the platform. The banner provides you with the option to accept all cookies, reject all cookies (where legally required), or manage your cookie preferences. This mechanism ensures compliance with applicable regulations, including the General Data Protection Regulation (GDPR) for users in the European Union and the California Consumer Privacy Act (CCPA) for users in California.
• Managing Preferences:
  Users have the ability to adjust their cookie settings at any time through the "Cookie Settings" link available on the platform or mobile app. This gives users full control over their cookie preferences.
• Browser Controls:
  Most browsers allow you to refuse or delete cookies through their settings. However, please note that disabling cookies may impact the functionality and performance of the platform, and some features may not work as intended.

c. Third-Party Disclosure

We do not sell, trade, or transfer your personal information to third parties.

Our platform may contain links to external websites not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly recommend reviewing the privacy policies of any site you visit, as we have no control over, and assume no responsibility for, the content, privacy policies, or practices of those sites.

8. Data Security

At Haulvana Inc., we take data security seriously and have implemented a wide range of technical, administrative, and organizational safeguards to protect both personal and operational data from unauthorized access, disclosure, alteration, or destruction.

a. Technical Security Measures

1. Encryption:
   • All data in transit is encrypted using TLS 1.2+ (HTTPS) to ensure secure communication.
   • Sensitive data at rest is encrypted using AES-256 or comparable encryption standards to protect stored data from unauthorized access.
2. Access Control:
   • We use role-based access controls (RBAC) to ensure that only authorized personnel and users can access specific data and platform functions.
   • Administrative privileges are tightly controlled, monitored, and logged to prevent unauthorized access.
3. Secure Authentication:
   • User passwords are stored using secure hashing algorithms (e.g., bcrypt) to protect sensitive login credentials.
   • Two-Factor Authentication (2FA) is available or required for administrative users to add an additional layer of security.
   • OAuth and Single Sign-On (SSO) may also be supported for enterprise integrations, providing seamless and secure access.
4. Network and Infrastructure Security:
   • We conduct regular penetration testing and vulnerability scanning to identify and address potential weaknesses in our systems.
   • Firewalls, intrusion detection systems, and anti-DDoS protections are implemented to safeguard against external threats.
   • We rely on reputable, secure cloud service providers with multi-region redundancy and backup protocols to ensure the availability and integrity of your data.

b. Organizational and Procedural Measures

1. Data Minimization:
   • We only collect the data that is necessary to deliver our services, ensuring that we do not gather excessive or unnecessary information.
2. Employee Training & Confidentiality:
   • All employees and contractors are trained on data security best practices and are bound by confidentiality agreements to protect your data.
3. Incident Response & Monitoring:
   • We continuously monitor our systems for any unusual access or activity and maintain detailed logs for auditing purposes.
   • A formal incident response protocol is in place to address any data breaches or suspicious activities promptly.
4. Vendor Due Diligence:
   • We conduct security reviews of third-party service providers and ensure that they comply with Haulvana Inc.'s data protection and security standards.

c. User Responsibility

While Haulvana Inc. has implemented robust security measures, users also have a role in maintaining the security of their accounts. You are responsible for keeping your account credentials confidential and secure. We strongly encourage you to use strong passwords and enable Two-Factor Authentication (2FA) where available to enhance the protection of your account.

9. California Online Privacy Protection Act (CalOPPA)

In compliance with the California Online Privacy Protection Act (CalOPPA), Haulvana Inc. is committed to transparency regarding the collection of personal information from California consumers. CalOPPA is the first state law in the U.S. requiring commercial websites and online services to post a privacy policy, and its scope extends beyond California to any entity collecting personally identifiable information from California residents.

As part of our compliance with CalOPPA, Haulvana Inc. agrees to the following:

• Anonymous Access: Users can visit our platform anonymously, without having to provide personal information.
• Privacy Policy Link: Once this Privacy Policy is created, we will provide a conspicuous link to it on our homepage or, at a minimum, on the first significant page after entering our platform. The link will clearly include the word "Privacy" and be easy to locate.
• Notification of Privacy Policy Changes: Any changes to our Privacy Policy will be prominently posted on our Privacy Policy page. We will notify users of any significant updates to ensure ongoing compliance and user awareness.
• Access and Updates to Personal Information: Users have the right to update or correct their personal information at any time. To do so, please contact us at privacy@haulvana.com.

10. California Consumer Privacy Act (CCPA) Disclosures and Rights Under State Law

The California Consumer Privacy Act ("CCPA") and similar state privacy laws provide specific rights regarding the collection, use, and sharing of personal information. Under the CCPA, "personal information" is defined as information that identifies, relates to, describes, or can be linked to a particular consumer or household.

California residents and residents of other states with similar privacy laws may have the following rights concerning their personal information:

• The Right to Access: You may have the right to confirm whether Haulvana Inc. is processing your personal information and request disclosure of the categories of personal information Haulvana Inc. has collected about you, the sources of such information, the business purposes for collecting it, the categories of third parties with whom it is shared, and the specific pieces of personal information collected.
• The Right to Deletion: You may request that Haulvana Inc. delete any personal information that we have collected about you, subject to certain exceptions as permitted by law.
• The Right to Opt-Out of Sale of Personal Information: You may request to opt out of the sale of your personal information. However, Haulvana Inc. does not sell your personal information.
• The Right to Correction: You may request the correction of any inaccurate personal information that Haulvana Inc. holds about you.
• The Right to Non-Discrimination: You have the right not to be discriminated against for exercising any rights granted to you under the CCPA.

To exercise any of these rights, you may contact Haulvana Inc. at privacy@haulvana.com. To process your request, we may need to verify your identity, and we may ask for additional information to complete the request.

Please note that certain exclusions or limitations may apply to the rights listed above. If your request is denied, Haulvana Inc. will provide an explanation for the denial, and you may appeal the decision by emailing us at privacy@haulvana.com, detailing the reason you believe the request should be granted.

11. Do Not Track (DNT) Signals and Third-Party Behavioral Tracking

How does Haulvana Inc. handle Do Not Track signals?
Haulvana Inc. respects your privacy preferences and honors Do Not Track (DNT) signals. When a Do Not Track (DNT) browser mechanism is in place, we do not plant cookies or use advertising that tracks your behavior across different websites.

Does Haulvana Inc. allow third-party behavioral tracking?
Haulvana Inc. may use third-party services, such as Google Analytics, to collect, monitor, and analyze information related to user behavior in order to enhance the functionality of our platform. These third-party service providers may collect data, including but not limited to, browsing patterns and usage data.

Please note that these third-party providers have their own privacy policies that govern how they handle user data. We encourage you to review their privacy policies to understand how they collect, use, and share information.

12. Changes to This Privacy Policy

This Privacy Policy is effective as of 9^th May, 2025, and will remain in effect except with respect to any changes to its provisions, which will be effective immediately upon posting on this page.

We reserve the right to update or modify this Privacy Policy at any time. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your data. Your continued use of our website or services after we post any changes to this Privacy Policy will constitute your acknowledgment of the modifications and your consent to abide by and be bound by the modified Privacy Policy.

If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided to us, or by posting a prominent notice on our website.

13. Contact Us

If you have any questions regarding this Privacy Policy, please contact us using the information below:

Last edited on May 9, 2025