Privacy policy.

1. Who we are

HaulinOrder is a fleet-management product of One Pound Apps Ltd. This notice describes personal data processed when people visit our website or use HaulinOrder. Depending on how an organisation uses the service, that organisation may decide which employees, vehicles and work records are entered and may act as a controller of those records, while One Pound Apps Ltd processes them to provide the service.

Contact: [email protected].

2. Information we may process

• Accounts and access: names, email addresses, authentication identifiers, organisation/depot memberships, roles and access history.
• Fleet operations: vehicle and trailer identifiers, checks, defect reports, repairs, signatures, dates and times, assignment and return-to-service records.
• Evidence and documents: photos, PDFs, job sheets, driver/licence/training information and records voluntarily entered or uploaded by authorised users.
• Incident and contact records: workplace incident descriptions, people or witnesses named in a report, and delivery-site details when entered by users.
• Subscription information: organisation billing status and entitlements. Payments through Google Play are handled through Google's payment services where applicable.
• Technical records: authentication, security and diagnostic information necessary to run and protect the service, plus limited website request information processed by our hosting provider.

Some information can include sensitive details, especially incident reports or documents uploaded by an organisation. Users should supply only information needed for the relevant task.

3. What we use it for

We use relevant information to authenticate users, show permitted organisation workspaces, record and retrieve checks and defect evidence, support repairs and safety decisions, administer subscriptions, respond to enquiries, maintain security and meet applicable legal requirements.

Depending on the context, processing may rely on performance of a contract, legitimate interests in providing a secure service, a legal obligation or another lawful ground applicable to a particular record. Organisations using HaulinOrder are responsible for identifying their own lawful basis for employee and operational records they direct us to process.

4. Access and service providers

Access to organisation data is intended to be limited by account membership, assigned roles and permissions. Information may be available to authorised users within the same organisation. Service providers may process information on our behalf, including Supabase for authentication and application infrastructure, Cloudflare for website delivery and Google for app distribution or billing where applicable. We may disclose information where legally required or appropriately necessary to protect service security and rights.

Some providers operate internationally. Where international transfers are made, relevant legal transfer safeguards must be assessed and used as required.

5. Security and local data

We use access controls and measures designed to protect operational data. Relevant local drafts and evidence can be stored securely on a device; authorised records may be transferred over encrypted connections to the application backend. No internet service can promise absolute security. Do not send passwords, payment-card details or sensitive identity documents to our support mailbox.

This website does not install advertising trackers or analytics scripts in the website files supplied here. Website hosting infrastructure may still process standard connection and security logs.

6. How long information is kept

We keep personal data only for as long as reasonably required for service delivery, account administration, security, dispute resolution or applicable legal and compliance duties. The appropriate period depends on the record and the organisation's instructions. Operational inspection, repair, incident and signed audit records may need to be retained even after a person's login account is deleted where a lawful retention reason applies.

When an account-deletion request is confirmed, we assess associated personal data for deletion or lawful retention, and communicate material retention exceptions. See our account-deletion process. Where we act on an organisation's instructions, some requests may need coordination with that organisation.

7. Your choices and rights

Subject to applicable law and circumstances, you may have rights to access, correct, erase or restrict personal data, object to certain processing, or receive a portable copy. You may also be able to complain to the UK Information Commissioner's Office. Contact [email protected] to make a request; we may need to verify your identity before acting.

8. Changes to this notice

We may update this notice to reflect changes to HaulinOrder and applicable requirements. Any new version will be published at this address with a revised update date.