Legal
Privacy notice
How personal information is used and protected when operators and drivers use HaulageHQ.
Last updated: 15 October 2026
Who is responsible for your information
The haulage operator that creates an account, invites a driver or records workforce and fleet information normally decides why that information is used. It is the data controller for that activity. HaulageHQ acts as its service provider and data processor. HaulageHQ may act as a controller for account administration, service security, audit logs, support and the operation of its own business.
Information we process
The service may process names, contact details, employment information, driving licence and qualification details, right-to-work evidence, medical and eyesight declarations, emergency contacts, signatures, training and induction records, vehicle checks, defects, maintenance records, route searches, account activity and documents supplied by users.
Why information is used
Operators use this information to manage driver onboarding, employment and contractor administration, training, road safety, fleet compliance, vehicle maintenance, legal record keeping and the protection of their operator licence. HaulageHQ uses account and technical information to provide, secure, maintain and improve the service, prevent misuse and respond to support requests.
Lawful bases
The relevant operator decides its lawful basis. Depending on the activity, this may include legal obligation, performance of a contract, legitimate interests, employment obligations or consent where consent is appropriate. Special category information must only be used where an additional lawful condition applies. HaulageHQ relies on legitimate interests and contractual necessity for its own account, security and service administration.
Who information may be shared with
Information is available only to authorised users and service providers that need it to operate HaulageHQ. These may include hosting and storage, email delivery, mapping and routing, and official data providers. Operators may lawfully share records with DVSA, Traffic Commissioners, police, insurers, auditors, professional advisers or customers where necessary. HaulageHQ does not sell personal information.
International transfers
Some technology providers may process information outside the United Kingdom. Where this happens, HaulageHQ and the relevant operator must use an approved transfer mechanism and appropriate safeguards where required.
Security and access
Driver documents are held in private object storage. Access is restricted to authorised company users and, where applicable, the driver through authenticated or time-limited access. Passwords are hashed, sessions expire, and administrative activity is recorded. No internet service can promise absolute security, so users must protect their account details and report suspected misuse promptly.
Retention and deletion
Each operator sets its retention period according to its legal, employment, insurance and operational requirements. An authorised administrator can remove a driver record and its associated private documents when they are no longer required. Security logs and backups may remain for a limited period until their normal expiry.
Your rights
You may have rights to access, correct, erase, restrict or object to the use of your information, and to receive portable information where applicable. Contact the operator that invited or employs you first, because it controls most driver and compliance records. You may also complain to the UK Information Commissioner’s Office at ico.org.uk.
Contact
For a driver record or data rights request, contact the relevant operator or its privacy contact. For a technical privacy question about HaulageHQ, email support@haulagehq.co.uk.