Privacy Policy

Last updated: October 2026

1. Introduction

Haulier Finder ("we", "us", or "our") is a carrier management platform for freight forwarders. This Privacy Policy explains how we collect, use, and protect your personal information when you use our service.

2. Data We Collect

We collect information that you provide directly and information generated through your use of the service:

  • Account information — name, email address, and organization details provided via Microsoft Azure AD sign-in.
  • Company data — carrier records, routes, contact information, and rate data you enter into the platform.
  • Usage data — pages visited, features used, and interactions within the application.
  • Email metadata — when you send RFQs through the platform, we store recipient addresses and send timestamps. Emails are sent via the Microsoft Graph API from your own Outlook account.

3. How We Use Your Data

  • To provide and maintain the Haulier Finder service.
  • To authenticate you via Microsoft Azure AD OAuth.
  • To enable collaboration within your company workspace.
  • To send RFQ emails on your behalf through your Microsoft account.
  • To improve the service based on aggregated, anonymized usage patterns.

4. Data Sharing

We do not sell your personal data. We share data only with the following parties as necessary to operate the service:

  • Microsoft — for authentication (Azure AD) and email delivery (Graph API).
  • Anthropic — documents you upload for automated data extraction (cargo packing lists, carrier rate sheets) are processed by Anthropic's Claude AI to extract structured data. This content is processed under Anthropic's commercial terms (no training on your data) and is not retained for model improvement.
  • Mapping & geocoding providers — postcodes and routes you enter for price estimation are sent to a geocoding/routing provider to compute distances.
  • Hosting providers — for infrastructure and database hosting.
  • Sentry — when the service hits an error on our servers, a short technical error report is sent to Sentry (Functional Software, Inc.): the type of error, a one-line message and where in our code it happened, with email addresses and access tokens removed. The reports are stored in the EU (Frankfurt), IP addresses are not stored, and reports are deleted after 30 days.
  • Legal requirements — if required by law, regulation, or legal process.

5. Cookies & Local Storage

We use essential cookies for authentication and session management. We do not use third-party tracking cookies or advertising cookies. Session tokens are stored securely and expire automatically.

6. Data Retention

Your data is retained for as long as your account is active. When you delete your account or company workspace, all associated data is permanently removed from our systems. Usage logs are retained in anonymized form for up to 12 months.

7. Data Security

We implement industry-standard security measures including encrypted connections (TLS), secure authentication via OAuth 2.0, strict multi-tenant data isolation, and regular security reviews. Each company's data is logically separated and inaccessible to other tenants.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Access and receive a copy of your personal data.
  • Correct inaccurate or incomplete data.
  • Request deletion of your personal data.
  • Object to or restrict processing of your data.
  • Data portability — receive your data in a structured format.

To exercise any of these rights, use the contact address in section 10 once it is published.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes via email or in-app notification. Continued use of the service after changes constitutes acceptance of the updated policy.

10. Contact

A contact address for questions about this Privacy Policy or your personal data will be published here before Haulier Finder opens to the public.