Privacy Policy
Last Updated: January 15, 2026
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.
1. Information We Collect
We collect information to provide our document extraction service:
- WhatsApp Data: When you message HaulBot™, we receive your WhatsApp Phone Number,
Profile Name, and the content of your messages. WhatsApp is used solely as a communication and upload
channel. No marketing messages are sent without explicit consent. By initiating a chat with the HaulBot™
WhatsApp number, you explicitly consent to receive automated responses and service-related notifications
via WhatsApp.
- Uploaded Documents: We collect the images (CMRs, PODs, Invoices, Receipts) you upload
for processing. These contain third-party data such as addresses, names, and signatures.
- Financial & Account Data: Payments are processed via our secure third-party payment
processor, Airwallex. Vector & Oak Ltd is the Merchant of Record for all transactions. We do not store
credit card numbers directly.
- Usage Data: We track scan volume, error rates, and interaction timestamps to improve
our AI accuracy.
2. How We Use Your Information
- To Provide the Service: We use AI to extract text from your images and convert it into
structured data (CSV/Excel).
- To Deliver Reports: We use your email address to send weekly invoice summaries.
- To Improve AI Models: We may analyze anonymized failures (e.g., blurry images) to
retrain our vision models. We do not share your raw data with third parties for their own marketing.
3. Data Sharing & Third-Party Processors
To run HaulBot™, we trust the following secure infrastructure providers:
- Meta Platforms (WhatsApp): To facilitate the chat interface.
- Google Cloud Platform (Vertex AI): To perform the AI text extraction and secure file
storage (hosted in Europe/UK).
- Airwallex: To act as our payment processor.
- Email Providers: To deliver your weekly CSV exports.
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.
4. Data Retention & Immutable Storage
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.
5. International Transfers
Vector & Oak Ltd is based in the United Kingdom. By using the service, you acknowledge that your data may be
processed in the UK/EU. We implement strict technical measures (encryption) and legal safeguards (Standard
Contractual Clauses) to protect your data in accordance with UK GDPR standards.
6. Your Rights & The "Right to be Forgotten"
Under UK/EU GDPR, you have specific rights regarding your personal data:
- Access: Request a copy of all data we hold about you.
- Correction: Request we fix incorrect data.
- Deletion ("Right to be Forgotten"): You may request the deletion of your account and
personal data by emailing support@haulbot.co.uk.
Important Note on Data Deletion:
While we respect your right to be forgotten, please note that certain data may be exempt from deletion
requests under UK law. Specifically, we are legally required by HMRC to retain financial transaction records
and invoices for a minimum of 6 years plus the current financial year. Additionally, POD
photos stored in WORM storage for compliance purposes cannot be modified or deleted until the retention
period expires. This legal obligation takes precedence over the right to erasure. In such cases, your data
will be securely archived and restricted from further processing.
7. Contact Us
To exercise your rights or ask questions, please contact our Data Protection Officer at:
Email: support@haulbot.co.uk
Entity: Vector & Oak Ltd