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Legal documents

Terms & Privacy

Plain-language policies that protect you and explain how we operate.

Last updated: 28 May 2026 Governed by Northern Ireland law HaulIQ Ltd, Belfast
Plain English summary: By using HaulIQ you agree to these terms. We provide the platform, you use it responsibly. We protect your data, you keep your login credentials secure. Either party can end the agreement with notice.
Section 1

Agreement to terms

These Terms of Service ("Terms") govern your access to and use of HaulIQ, a software-as-a-service platform operated by HaulIQ Ltd, a company registered in Northern Ireland ("HaulIQ", "we", "us", or "our").

By creating an account, accessing our platform, or using any of our services, you agree to be bound by these Terms. If you are using HaulIQ on behalf of a company or organisation, you represent that you have the authority to bind that organisation to these Terms.

If you do not agree to these Terms, you must not use our services.

Section 2

Our services

HaulIQ provides a cloud-based fleet management and AI automation platform designed for haulage companies. Our services include:

  • Job and route management tools
  • Document storage and generation (CMR notes, PODs, invoices)
  • AI-powered agents for dispatch optimisation, invoice generation and customer support
  • Integration with third-party tools including Xero, Google Maps, Gmail and Outlook
  • Analytics and reporting dashboards

We reserve the right to modify, suspend or discontinue any part of our services at any time with reasonable notice. We will not be liable for any modification, suspension or discontinuance of services.

Section 3

Account registration

To use HaulIQ you must create an account. You agree to provide accurate, current and complete information during registration and to update such information to keep it accurate.

Your responsibilities

  • Keep your password confidential and secure
  • Notify us immediately at security@hauliq.com of any unauthorised use of your account
  • You are responsible for all activities that occur under your account
  • Do not share your account credentials with anyone outside your organisation
You are responsible for maintaining the security of your account. HaulIQ will not be liable for any loss resulting from unauthorised access to your account caused by your failure to keep your credentials secure.
Section 4

Subscriptions and billing

HaulIQ offers subscription plans on a monthly or annual basis. By subscribing you authorise us to charge your payment method on a recurring basis at the applicable rate.

Cancellation

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period. We do not offer refunds for partial billing periods except where required by law.

Price changes

We reserve the right to change our pricing with 30 days written notice. Continued use after the notice period constitutes acceptance of the new pricing.

Section 5

Acceptable use

You agree not to use HaulIQ in any way that:

  • Violates any applicable UK, Irish or international law or regulation
  • Infringes the intellectual property rights of HaulIQ or any third party
  • Transmits malicious code, viruses or any harmful content
  • Attempts to gain unauthorised access to any part of the platform
  • Interferes with or disrupts the integrity or performance of our services
  • Harvests or collects user data from the platform without our consent
  • Uses automated means to access the platform other than through our published APIs

We reserve the right to suspend or terminate your account immediately if we determine you have violated these terms.

Section 6

AI agents and automated features

HaulIQ includes AI-powered agents that automate tasks such as route optimisation, invoice generation and customer email responses. You acknowledge that:

  • AI agents may make errors and their outputs should be reviewed before acting on them
  • You remain responsible for all actions taken based on AI agent recommendations
  • The Support Agent drafts replies for your review — you are responsible for approving replies before they are sent
  • Route optimisations are suggestions only — drivers must exercise their own judgement on road conditions
  • Invoices generated by the Admin Agent should be reviewed before sending to clients
Important: HaulIQ AI agents are decision-support tools. You retain full responsibility for all business decisions, client communications and financial transactions.
Section 7

Intellectual property

HaulIQ and its content, features and functionality are and will remain the exclusive property of HaulIQ Ltd and its licensors. Our trademarks and trade dress may not be used in connection with any product or service without our prior written consent.

You retain all rights to data you upload or create within HaulIQ. By using our platform you grant HaulIQ a limited licence to store, process and display your data for the purpose of providing our services.

Section 8

Limitation of liability

To the maximum extent permitted by applicable law, HaulIQ shall not be liable for any indirect, incidental, special, consequential or punitive damages, including but not limited to loss of profits, data, business or goodwill.

Our total liability to you for all claims arising out of or relating to these Terms or our services shall not exceed the amount you paid to HaulIQ in the twelve months preceding the claim.

Section 9

Governing law

These Terms are governed by and construed in accordance with the laws of Northern Ireland. Any disputes arising from these Terms or your use of HaulIQ shall be subject to the exclusive jurisdiction of the courts of Northern Ireland.

If you have any questions about these Terms, please contact us at legal@hauliq.com.

Plain English summary: We collect only what we need to run your platform. We never sell your data. We use industry-standard encryption. You can export or delete your data at any time. We are fully GDPR compliant.
Section 1

Who we are

HaulIQ Ltd ("HaulIQ", "we", "us") is the data controller for personal data collected through our platform. We are registered in Northern Ireland and our registered office is at Linenhall Street, Belfast, BT2 8AA.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For any privacy-related questions, contact our Data Protection Officer at privacy@hauliq.com.

Section 2

What data we collect

CategoryWhat we collectWhy
Account dataName, email, phone, company detailsTo create and manage your account
Fleet dataVehicle registrations, driver details, job recordsTo provide fleet management features
Financial dataInvoice records, payment historyTo provide invoicing and billing features
Usage dataPages visited, features used, session durationTo improve our platform
Integration dataAPI tokens for Xero, Gmail, Maps etc.To connect your third-party tools
CommunicationsEmails you send through the Support AgentTo power the AI email features
Section 3

How we use your data

We use your personal data to:

  • Provide, operate and improve our platform and services
  • Process your subscription and manage your billing
  • Power our AI agents — your job data is used to generate route recommendations, invoices and email replies
  • Send you important service notifications and updates
  • Respond to your support requests
  • Comply with our legal obligations
  • Detect and prevent fraud or security incidents

We do not use your data for advertising and we never sell your data to third parties.

Section 4

AI and data processing

Our AI agents (Dispatch, Admin and Support) process your operational data to generate recommendations and automate tasks. This involves sending relevant data to AI model providers including Anthropic (Claude) and OpenAI.

Data sent to AI providers for processing is subject to their respective privacy policies. We only send the minimum data required to complete each task and we do not use your data to train AI models.

Specifically:

  • The Dispatch Agent sends job locations and vehicle data to Google Maps and our AI provider
  • The Admin Agent sends job details to Xero and our AI provider to generate invoices
  • The Support Agent sends email content and relevant job data to our AI provider to draft replies
Section 5

Data storage and security

All data is stored on servers located within the European Economic Area (EEA). We use Supabase (PostgreSQL) for our primary database, hosted in EU data centres.

Security measures we use

  • 256-bit SSL/TLS encryption for all data in transit
  • AES-256 encryption for sensitive data at rest
  • Multi-factor authentication available on all accounts
  • Regular security audits and penetration testing
  • Role-based access controls — staff only access data they need
  • Automatic backups with 30-day retention
Section 6

Your rights under UK GDPR

As a data subject you have the following rights:

  • Right of access — request a copy of the personal data we hold about you
  • Right to rectification — ask us to correct inaccurate data
  • Right to erasure — ask us to delete your personal data ("right to be forgotten")
  • Right to restriction — ask us to limit how we use your data
  • Right to portability — receive your data in a structured, machine-readable format
  • Right to object — object to our processing of your data
  • Right to withdraw consent — where we process data based on consent, you can withdraw it at any time

To exercise any of these rights, email privacy@hauliq.com. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Section 7

Cookies

We use cookies to keep you signed in, remember your preferences and understand how you use our platform. We use only essential and analytical cookies — no advertising or tracking cookies.

  • Essential cookies — required for the platform to function. Cannot be disabled.
  • Analytics cookies — help us understand usage patterns so we can improve the platform. Can be disabled in your account settings.
Section 8

Data retention

We retain your data for as long as your account is active. When you close your account:

  • Your personal account data is deleted within 30 days
  • Job records and invoices are retained for 7 years to comply with UK tax law
  • Anonymised analytics data may be retained indefinitely
  • Backups containing your data are purged within 90 days

You can request immediate deletion of your data at any time by contacting privacy@hauliq.com, subject to our legal retention obligations.

Section 9

Contact & complaints

For any privacy-related questions or to exercise your rights:

  • Email: privacy@hauliq.com
  • Post: HaulIQ Ltd, Linenhall Street, Belfast, BT2 8AA
  • Response time: within 30 days

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113.

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