HaulBot™ is a service managed by Vector & Oak Ltd ("we", "us", "our"). We are committed to protecting the privacy of our users ("you", "Drivers", "Fleet Managers"). This Privacy Policy explains how we handle the data you submit via our WhatsApp Bot and Web Dashboard.
Vector & Oak Ltd is the data controller for the personal data described here and is registered with the UK Information Commissioner's Office (ICO), registration number ZC152538. Our entry can be checked on the ICO's public register of fee payers.
We collect information to provide our document extraction service:
To run HaulBot™, we trust the following secure infrastructure providers:
Sub-processors: To provide the Service, we share data with our partner technical entity, Blue Bee SRL (Moldova), strictly for the purpose of software maintenance, AI processing, and debugging. Blue Bee SRL is a resident of the Moldova IT Park and adheres to strict confidentiality and security standards equivalent to UK GDPR.
We retain your uploaded documents and extracted data for the duration of your active subscription to allow you to download historical records.
Immutable Storage for Compliance: Proof of Delivery (POD) photos are classified as critical compliance data. To ensure their legal validity for tax and audit purposes (HMRC), these images are stored in WORM (Write Once, Read Many) compliant storage. This ensures that once a POD is captured, it cannot be altered or tampered with, providing an immutable audit trail.
If you cancel your account, you may request the deletion of your account data. However, compliance documents (PODs and Invoices) stored in WORM storage may be retained for the statutory period (up to 7 years) to assist with your tax/audit compliance and legal obligations.
Vector & Oak Ltd is based in the United Kingdom. Documents you upload and the data extracted from them are processed in the UK/EU. We implement strict technical measures (encryption) and legal safeguards (Standard Contractual Clauses, or the UK International Data Transfer Agreement) to protect your data in accordance with UK GDPR standards.
Two transfers fall outside the UK/EU, and both are stated plainly here. Moldova is not currently the subject of UK adequacy regulations, so the sub-processing described in section 3 takes place under an appropriate Article 46 transfer mechanism. Google Analytics, if and only if you accept analytics cookies, transfers website usage data to Google LLC in the United States under Google's standard data processing terms and an Article 46 mechanism. Declining analytics avoids that transfer altogether.
We use one strictly necessary cookie, cookie_consent, to remember whether you accepted or declined analytics. It stores only that choice and is required for the site to respect it.
If you click Accept, we use Google Analytics to understand how the site is used, which sets _ga cookies. Google Analytics is not loaded and no analytics cookie is set unless you accept. If you decline, or ignore the banner, no Google script is requested and no analytics data leaves your browser.
You can withdraw consent at any time by clearing this site's cookies in your browser, which makes the banner reappear on your next visit.
Under UK/EU GDPR, you have specific rights regarding your personal data:
To exercise your rights or ask questions, please contact our Data Protection Officer at:
Email: support@haulbot.co.uk
Entity: Vector & Oak Ltd