Privacy Policy

1. Who this policy covers and who is responsible

This policy covers every person with a login to the app: drivers, mechanics ("techs"), managers and office administrators. Accounts are created by the office, either by an invitation email or with a starting password the office hands you. Your work email address is your username. There is no public sign-up, and the app is not offered to the public or to our customers.

H&T Transit is your employer, or the company that engaged you as a contractor. It is responsible for the information in the app and decides how it is used. The service providers listed under "Who we share information with" handle information only on the company's instructions.

2. Information we collect

Most of the information in the app is entered by you, or by the office, as part of your work. It falls into these groups.

• Account and identity: your name, work email address (your username), employee number, role (driver, tech, manager or admin), whether you haul feed or drive a dump truck, the truck and trailer you usually run, a phone number if the office has entered one, and whether your account is active. For dump-truck drivers paid by the hour, the hourly rate is stored on your profile.
• Daily report content: the customer (mill) served, the date, truck and trailer numbers, start and end times and hours on duty, odometer readings and miles, and for each load the farm, ticket number, weight or tons, assigned or round-trip miles, and boxes such as night shift, holiday or split load. Dump-truck sheets also carry Sign In and Sign Out times and job details. Any comments you type are kept with the sheet, along with the sheet's status (pending, approved or rejected) and who reviewed it and when.
• Pay figures: the pay the app computes for each sheet from the company's pay tables, the PDF of the sheet, and the earnings view built from your past sheets.
• Photos: pictures of delivery and scale tickets that you take with the phone camera or pick from your phone, and vehicle inspection photos taken by mechanics or office staff when a truck is inspected. Ticket photos are optional unless the office requires a ticket on a particular customer. Photos are uploaded to the company's cloud file storage and kept with the report or inspection.
• Signatures and requests: downtime requests, vacation requests and mechanics' work orders, including the name you type or the signature you draw in the app, the date and time, and the decision on a request (approved, approved at different hours, or denied) with who made it and when. A manager can decide a downtime request in the app or through a one-time approval link the app emails to the manager; either way the decision is recorded on the request.
• Lockbox pulls: if the office has switched on the spare-vehicle lockbox feature for drivers and you pull a truck's lockbox code, the app records who pulled it, which truck, and when. (At the date of this policy the feature is switched off for drivers.)
• Sign-in and session records: when you sign in, the login service records the time, the device or browser description your phone sends, and the IP address of your connection. Our hosting provider also keeps short-lived server logs of each request (time, address, page) to run and secure the service. The company may use the same login service for other company tools, so your account and sign-in records can be shared across them. These help us keep accounts secure.
• Audit log: when the office edits the loads on a submitted sheet, deletes a sheet, creates, changes or deactivates a user account, changes a customer's pay table, farm list, truck list or notification settings, exports load data, or pulls or changes a lockbox code, the app records who did it, when, and what changed.
• Information on your phone: a draft of the report you are filling in, submissions waiting to be sent, ticket photos waiting to upload, your light or dark theme choice, which tutorials you have finished, and copies of the reference lists (customers, farms, pay tables) are kept on your own device so the app works without a signal. See "Information stored on your phone" below.
• Technical data: page-view counts and page-speed measurements collected by our hosting provider. These record the page visited, the type of phone and browser, and the general area of the connection, but not your name, your login or a cookie.

The app does not track your location. It does not use GPS or any other location service, it does not use your microphone, and it does not read your contacts. The camera is used only when you choose to take or pick a photo.

The app does not hold your Social Security number, bank account, home address or driver's license number. Those stay in the office's own payroll and personnel records.

3. How we use your information

We use the information in the app to run the business. In particular:

• Pay and payroll: to compute your pay for each day from the company's pay tables, print it on the PDF of your sheet, and pass the figures to the company's payroll program and payroll provider.
• Customer invoicing: to bill our customers for the loads you hauled. Invoices and the sheets that support them can carry your name, dates, ticket numbers, farms, miles and weights.
• Dispatch and operations: to see which trucks and drivers ran which loads, plan work, handle downtime and vacation requests, and manage work orders.
• Safety and compliance: to keep vehicle inspection records, hours and the other records that DOT and FMCSA rules require, and to answer questions from regulators, insurers and customers.
• Security and audit: to confirm that a sheet was filed by the person who signed in, to catch mistakes and misuse, and to keep a log of office changes so that corrections can be traced.
• Account administration: to create, activate and deactivate accounts, reset passwords and set roles.
• Emails to you: your invitation, password resets, a note when a sheet of yours is approved or rejected (with the reason, if one was given), and the decision on a downtime or vacation request with the name of the manager who decided it.
• Emails to the office: when you submit a sheet, the office is emailed a copy with the PDF attached. The office and managers are also emailed when a request is waiting for approval, when a downtime request is approved and needs adding to payroll, when a training day is filed (naming the trainer and trainee and their pay), when a sheet carries unusual miles, and when a vehicle inspection is due or overdue.
• Text messages: a text-message feature exists in the app for inspection reminders to mechanics, but it is not switched on. If it is switched on, it will use the phone number on your profile.

We do not use your information to advertise to you, and we do not sell it.

4. Pay figures and corrections

The pay shown in the app is computed by the app from the company's pay tables at the time you submit. It is a working figure, not a final one. The office reviews sheets and may correct loads, miles, flags or pay where a sheet does not match the ticket, the farm list or the pay table, and may reject or delete a sheet that was filed in error.

The company's payroll records are the official record of what you were paid. When the office edits the loads on a submitted sheet or deletes a sheet, the change is written to the audit log with the name of the person who made it and the time. When a sheet is approved or rejected, the sheet records who reviewed it and when, and you are emailed the decision.

5. Who we share information with

We share information only where the business needs it. The companies below process information on our behalf and under our instructions.

• Supabase: runs the database, the login service and the file storage that holds report data, photos and PDFs. Its servers are in the United States.
• Vercel: hosts the app, keeps the short-lived server logs, and provides the cookieless page-view counts and page-speed measurements described under "Cookies and analytics". It also carries the office pay assistant's backup route described under Anthropic below.
• Microsoft: the company keeps its files in Microsoft OneDrive. A PDF copy of each submitted sheet is placed there for payroll and customer invoicing.
• Google: every email the app sends, to you or to the office, goes through the company's Gmail account, including the PDF copies of sheets emailed to the office.
• Payroll: the pay figures from your sheets go to the company's payroll program and to its payroll provider so that you can be paid.
• Customers: invoices and the sheets that support them, sent to the customers we haul for, can carry your name, dates, ticket numbers, farms, miles and weights.
• Anthropic: the office uses a pay assistant built on Anthropic's Claude service to help set up how a customer pays. It reads only the pay-table set-ups and the pay sheets or photos of paper pay sheets the office uploads to it, which can name a driver. It is never given your daily reports. If the Claude service is unavailable, the same question is answered by another model provider through Vercel's AI Gateway.
• Regulators and law enforcement: we provide records to DOT, FMCSA, other regulators, courts and law enforcement when the law requires it or a lawful request is made.
• Insurers, auditors and professional advisers: where needed to handle a claim, an audit or a legal matter.

We do not sell your information, we do not share it with advertisers, and we do not give it to anyone else for their own marketing.

If the company is sold or merged, the records in the app may pass to the new owner as part of the business.

6. Cookies and analytics

The app sets one sign-in cookie so that you stay logged in between visits. It is set by the login service and is removed when you sign out or when it expires.

Your light or dark theme choice and your tutorial progress are kept in your browser's storage on your own phone. They are not sent to us.

We use Vercel Web Analytics to count page views and Vercel Speed Insights to measure how fast pages load. These do not use cookies, do not build a profile of you and are not tied to your account. There are no advertising cookies or trackers in the app.

7. Information stored on your phone

So that you can fill in a sheet with no signal, the app keeps some information on your own device: the draft of the report you are working on, submissions queued to send, ticket photos waiting to upload, your theme choice and tutorial progress, and copies of the reference lists (customers, farms, pay tables). Queued items are sent automatically when your phone is back online.

This information stays in your phone's browser storage until it is sent, until it expires, or until you clear it. On a shared or company phone, remember that anyone who can unlock the phone and open the app can see a draft that has not been submitted.

To clear it, first make sure the app shows nothing waiting to send, then sign out and clear the browsing data for the app's site in your phone's browser settings, or remove the app from your home screen and add it again. Clearing it while a submission is still queued will lose that submission. The office can walk you through this on your phone.

8. How long we keep information

Records in the app are company business records. We keep them for as long as you work with us and afterwards for as long as the company needs them for payroll, tax, insurance, customer billing disputes and the record-keeping rules that apply to a motor carrier, including DOT and FMCSA rules for vehicle inspection records and hours.

After that, records are deleted or anonymized (your name removed) under the company's record schedule. Sign-in records and audit-log entries are kept for as long as they are useful for security and for tracing changes.

When you leave, your login is deactivated rather than deleted right away, so that your sheets stay linked to your name for payroll and billing. It is removed later under the same schedule.

9. How we protect information

The app is served over HTTPS, so information is encrypted on its way between your phone and our servers. Access is controlled by role: drivers see their own sheets, mechanics see work orders and inspections, managers see the requests waiting on them, and only office staff with the right role can see everyone's records or change pay tables.

The database enforces these limits row by row, so a login can only read and write the rows it is allowed to. Office actions are written to the audit log, and access to the office console is limited to a small number of people.

You help by keeping your login private. Do not share your password, do not let anyone else file a sheet as you, and sign out on a phone that is not yours. Tell the office right away if you think someone else has used your login.

10. Your choices and rights

You can:

• See your sheets: your past daily reports and your earnings view are available in the app.
• Ask for a correction: if a sheet is wrong, tell the office. Corrections are made by the office and recorded in the audit log. Drivers cannot change a sheet after it has been submitted.
• Ask what we hold: you can ask the office what information the app holds about you, and we will tell you. You can also ask for a paper copy of any record of yours.
• Leave: when you leave the company your login is deactivated. Your records are kept as described under "How long we keep information".

Because the records in the app are company business records for pay, billing, safety and compliance, you cannot ask for them to be deleted while the company is required to keep them, and you cannot opt out of the recording of your sheets, sign-ins and office changes while you use the app.

Some states give employees additional rights over their information. If a law that applies to you gives you a right beyond what is listed here, contact the office and we will honor it.

11. Not for children or the public

The app is a work tool for adults who work for or with the company. It is not a consumer service and is not intended for anyone under 18. We do not knowingly create accounts for minors.

12. Changes to this policy

We may update this policy when the app or the business changes. The effective date at the top shows when it was last changed. Where a change is significant, the office will tell you, for example by email or a notice in the app. Continuing to use the app after a change means the new policy applies to you.

13. Contact

Questions, requests and concerns about this policy or about your information go to the H&T Transit office. The office will pass legal questions to the company's management or its advisers.

This policy is governed by the laws of the State of North Carolina.