• Account information: the name, mobile number, and email of each person on a fleet (owner, driver, dispatcher, or truck owner), provided when they're added.
• Operational data you enter or upload: loads, rate confirmations, bills of lading and proofs of delivery, fuel and repair receipts, factoring advances, mileage, truck and plate details, and settlement records.
• Uploaded documents: the photos and PDFs you submit to be read.
• Basic technical logs needed to operate and secure the service.

To keep accounts safe and the service dependable, we record a few basic security details each time someone signs in: the time, the approximate IP address, and the device or browser used. We use this only to protect your fleet, to detect and prevent fraud or unauthorized access, to troubleshoot problems, and to keep the service running smoothly. We don't use it to track anyone's movements, and we don't sell it. These records roll off automatically after about a year.

When you upload a document, it's processed by our AI provider to read it and pull out the details, like the rate and reference off a rate confirmation or the total off a receipt, so the information books automatically. Messages you send the in-app assistant are processed the same way. We do not use your content to train AI models. Anything that can't be read confidently is routed to a person on your own fleet to confirm, never posted anywhere public.

Data is stored on secure servers operated on our behalf and is isolated per fleet, so one fleet can never see another's data. To limit how much we hold, large uploaded images (over roughly 1 MB) are re-compressed before storage; smaller files and PDFs are kept as uploaded. This changes only the stored copy, not the accuracy of the figures read from it.

A photo can carry information your phone saved inside the file, such as when it was taken and, on some devices, a location. We keep the file as your device provided it, so any such details stay with that original record. We don't use them to track anyone. If you would rather not include a location, turn off location or geotagging in your phone's camera settings before taking the photo.

We keep your records for up to 7 years, in line with standard tax and business record-keeping practice; records older than that are automatically deleted or de-identified. To limit how much sensitive material we hold, the original scans and photos you upload are removed from storage after about 3 years, while the information read from them (the loads, amounts, and totals) is kept for the full period.

You remain responsible for any legal, tax, or industry record-keeping requirements that apply to your own business. You can export your records at any time to keep your own copies. We're where you keep records while you work, not a permanent archive.

If you cancel, we keep your data for 60 days so you can reactivate or export it, then delete or de-identify it, except for limited records we're required to retain longer for our own legal, tax, or accounting obligations. You can request earlier deletion at any time.

To keep the service reliable, document uploads are capped per active truck, with a daily and a monthly limit. Loading a large volume of historical records isn't subject to those caps and is done through a free spreadsheet import.

We use a small number of trusted providers who help us operate. For example, providers that handle document/AI processing, text messaging, payment processing, and hosting. Each acts only for its specific function, under confidentiality obligations, and only as needed to deliver the service. We never see or store your full payment-card details. At signup we also look up your carrier's public record from the federal motor-carrier registry using your USDOT or MC number.

If you provide your mobile number as a user of the application, you consent to receive transactional texts, like one-time login codes, load and account notifications, and invitations. These are given during onboarding; we don't send marketing texts. Reply STOP to opt out or HELP for help. Message and data rates may apply. We do not sell, rent, or share your mobile number or SMS consent with any third party for marketing.

All traffic is encrypted in transit. Signing in requires a phone-verified login; login codes are one-time, short-lived, and stored hashed. Data is isolated per fleet.

Your fleet's data is yours. You can export your loads to CSV at any time from the Loads page, and you can request access to or deletion of your personal information by emailing howdyremove.this@no.spam.truckrs.io.

We do not sell your personal information. We do not share mobile numbers or SMS consent with anyone for marketing. We do not use your content to train AI models.

We may update this policy from time to time; the “last updated” date above reflects the latest version.