Your data, your trust.

HaulDesk AI ("we", "us", "our") operates the HaulDesk AI platform — an AI-powered receptionist service for trucking companies, freight carriers, and logistics operators (collectively, "the Service"). This Privacy Policy explains how we collect, use, store, and share information about you when you use our Service.

"You" refers to: (a) the trucking company or operator that creates a HaulDesk AI account ("Account Holder"), and (b) your callers — the customers who phone your AI-connected number ("Callers"). This policy covers both.

Account & Registration Data

When you sign up, we collect:

• Full name and business email address
• Company name and type (trucking company, freight broker, etc.)
• Twilio phone number linked to your account
• Billing information (processed by Dodo Payments — we never store card numbers)
• AI configuration: agent name, greeting script, escalation phone number

Call & Conversation Data

When a call arrives on your HaulDesk-connected number, our system processes:

• Caller's phone number (provided by Twilio's network)
• Raw audio stream — sent to Deepgram for speech-to-text transcription
• Full text transcript of the conversation
• AI responses generated by Anthropic Claude
• Call metadata: start time, duration, call SID, outcome (resolved / escalated)
• Intent classification (tracking inquiry, booking, complaint, etc.)

Freight & Booking Data

When your AI agent collects a freight booking over the phone, we store:

• Caller's name and contact phone number
• Pickup location and destination address
• Freight type, weight, and estimated pickup date
• Any additional notes captured during the call

Shipment Tracking Data

If you import shipment records, we store tracking numbers, origin/destination, current status, driver name, and estimated delivery date. This data is used solely to answer caller tracking inquiries.

Usage & Technical Data

• Dashboard usage patterns (pages visited, features used)
• Browser type, operating system, IP address
• Error logs and performance metrics
• Session tokens (JWT, stored in session cookies)

Here is exactly what happens to audio data during a call:

• Twilio opens a bidirectional audio stream (Media Streams WebSocket)
• Inbound audio (caller's voice) is forwarded in real time to Deepgram's STT API for transcription
• Deepgram returns a text transcript — the raw audio is not stored by us
• The transcript is sent to Anthropic Claude to generate an AI response
• Claude's text response is converted to speech by Deepgram TTS and played back to the caller
• The text transcript and AI response are stored in our database for your dashboard

We do not store raw audio recordings. Only the text transcript is retained. Deepgram and Anthropic may retain data per their own privacy policies (see Section 5).

Caller Notification Requirement

You must disclose to your callers — through your greeting script, website notice, or other means — that calls to your HaulDesk number are answered by an AI assistant and may be transcribed. HaulDesk AI's default greeting states the caller is speaking with an AI assistant, which partially satisfies this requirement.

We use the data we collect for the following purposes:

Delivering the Service

• Answering inbound calls on your behalf using AI
• Looking up shipment tracking information for callers
• Collecting and storing freight booking requests
• Escalating calls to your human agents when required
• Sending email notifications for new bookings and escalations

Your Dashboard

• Displaying live active call counts and recent call logs
• Providing searchable call transcripts and summaries
• Showing booking and shipment records
• Displaying plan usage (minutes used vs. limit)

Billing & Account Management

• Processing subscription payments via Dodo Payments
• Tracking minute usage for plan enforcement
• Sending payment receipts and renewal reminders

Service Improvement

We may use aggregated, anonymised data (never individual call transcripts) to improve AI response quality, system reliability, and feature development. We will never use your callers' identifiable data for training AI models without explicit written consent.

We share data with the following sub-processors to operate the Service. Each is contractually bound to protect your data.

We do not sell, rent, or trade your data or your callers' data to any third party for advertising or marketing purposes — ever.

We retain data only as long as needed to deliver the Service or comply with law:

Depending on your location, you may have the following rights regarding your personal data. To exercise any of them, email us at navjotsumandev@gmail.com. We respond within 30 days.

• Access — request a copy of all data we hold about you
• Correction — request correction of inaccurate data
• Deletion — request deletion of your account and associated data
• Portability — receive your data in a machine-readable format (JSON or CSV)
• Objection — object to specific uses of your data
• Restriction — request we limit processing while a dispute is resolved
• Withdraw consent — for any processing based solely on your consent

HaulDesk AI is a business-to-business service intended solely for use by companies and professionals in the trucking and freight industry. It is not directed at, nor designed for, children under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has submitted data through our platform, contact us immediately at navjotsumandev@gmail.com and we will delete it promptly.

We may update this Privacy Policy from time to time as our Service evolves. When we make material changes (e.g. a new data processor, a change in retention periods), we will notify you by:

• Email to the address on your account (at least 14 days before the change takes effect)
• A notice on your dashboard on your next login
• Updating the "Last updated" date at the top of this page

Continued use of the Service after the effective date constitutes acceptance of the updated policy. If you disagree with a change, you may cancel your account before it takes effect.

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please reach out: