FleetIQ — Privacy Policy
Last updated: 28 July 2026
1. Who this covers
FleetIQ is software for freight dispatch companies. It sends outreach email to trucking carriers and answers their replies automatically.
This policy covers:
- Operators — the dispatch business that licenses and runs FleetIQ.
- Carrier contacts — the trucking companies an operator emails.
FleetIQ is operated by Haul Bridge Logistics, Canal Road, near Passport Office, opposite Dar-e-Arqam Schools, Jhang, Punjab, Pakistan. Questions: hello@haulfleetiq.com.
2. What FleetIQ handles
Data the operator provides
- Business contact details for carriers: company name, email address, phone, MC/DOT number, state, equipment type.
- Mailbox credentials, so FleetIQ can send and receive on the operator's behalf — either an app password or, where the mail provider requires modern authentication, an OAuth refresh token (see section 3). Encrypted at rest in both cases — Windows DPAPI on a desktop install, AES (Fernet) with a per-machine key on a server.
- Company details used to write emails: business name, service description, signature blocks.
Data FleetIQ generates
- Email FleetIQ sent, and replies received.
- Classification of each reply (interested, wants a call, not interested…).
- Aggregate performance counts: sends, replies, bounces per day.
- Follow-up commitments, e.g. a carrier asking to be called next Monday.
Data FleetIQ does NOT handle
- No payment card data. FleetIQ never collects or stores card numbers.
- No consumer data. Carrier contacts are business contacts at trucking companies, not private individuals.
- No freight rate data. FleetIQ states only the operator's own standing fee, exactly as the operator entered it in their settings. It never quotes or negotiates a rate for a load, and a carrier who asks about price is routed to a human.
3. Signing in, and connected mailboxes
A Google or Microsoft account is used for two unrelated things, and it matters that they stay separate: signing in to FleetIQ, and connecting a mailbox FleetIQ sends from. They ask for different permissions, and each is optional on its own.
Where a mailbox is connected it is always one the operator owns. FleetIQ never connects to a carrier's mailbox.
Signing in with Google
An operator can create a FleetIQ account, or sign in to one, using their Google account instead of choosing a password. This grants FleetIQ no access to Gmail and no access to any other Google service. It confirms who you are and nothing else.
| What is requested | openid, email and profile — sign-in only. No Gmail, no Drive, no contacts, no calendar |
|---|---|
| What is received | Your name, your email address, your Google account identifier, and your profile picture if the account has one |
| Why | To create your FleetIQ account and recognise you at each sign-in, so you do not have to keep another password |
| What is kept | Name, email address and Google account identifier, held against your FleetIQ account for as long as it exists. Your Google password never reaches FleetIQ |
| What is never done | Never sold. Never used for advertising. Never used to train a general-purpose AI model. Never shared with another operator |
| Disconnecting | Remove FleetIQ at myaccount.google.com/permissions. Deleting your FleetIQ account deletes the stored identifiers |
Signing in with Google is optional. Email and password sign-in stays available and remains the default.
Microsoft 365 / Outlook sign-in
Microsoft is switching off password-based sending for Exchange Online at the end of December 2026. An operator whose mailbox is on Microsoft 365 or Outlook can therefore sign in with Microsoft instead of storing a password.
| What is requested | Permission to send mail as that mailbox (SMTP.Send), read that mailbox over IMAP (IMAP.AccessAsUser.All), and keep the connection alive without repeated sign-in (offline_access) |
|---|---|
| Why | This is the operator's own sending mailbox. FleetIQ needs to send their outreach and read the carrier replies that come back — the product's core function |
| What is kept | A refresh token, encrypted at rest. Nothing else from the Microsoft account: no profile, no contacts, no calendar |
| What is never done | Never sold. Never used for advertising. Never used to train a general-purpose AI model. Never shared with another operator |
| Disconnecting | Disconnect in FleetIQ, which deletes the stored token. Microsoft consent itself is withdrawn at myaccount.microsoft.com — Microsoft provides no way for an application to revoke it |
Signing in this way is optional and per-mailbox. A mailbox on any other host continues to use a password, and most do.
Google account data
FleetIQ can optionally connect to a Google mailbox that the operator owns, to learn from email that operator has already sent. This is a read-only connection for the learning features only — FleetIQ does not send through the Gmail API.
FleetIQ's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
If the operator connects a Google mailbox:
| What is requested | Read-only access to that mailbox |
|---|---|
| Why | To learn the operator's own writing style and the facts they state to carriers, so replies sound like them and stay accurate |
| What is kept | Extracted patterns and stated company facts. Message bodies are processed and not retained after extraction |
| What is never done | Never sold. Never used for advertising. Never used to train a general-purpose AI model. Never shared with another operator |
| Disconnecting | Revoke at myaccount.google.com/permissions, or disconnect in FleetIQ. Stored tokens are deleted |
For both providers: refresh tokens are encrypted at rest. Access tokens are short-lived, held in memory only, and never written to configuration files.
4. Where data lives
Desktop-only installs. Everything stays on the operator's computer. No carrier data is transmitted to Haul Bridge Logistics.
Server installs (FleetIQ v16.0 and later). The operator's data is stored on a server Haul Bridge Logistics operates, so the agent keeps working when the operator's PC is off. In that arrangement:
- Each operator's data lives in its own isolated storage — separate database, separate encryption key.
- Data in transit is protected with TLS.
- One operator's credentials cannot reach another operator's data. This is enforced in code and tested.
- Haul Bridge Logistics staff do not read carrier conversations. Access happens only for a support request the operator has made, or where required by law.
5. AI processing
FleetIQ uses a third-party AI provider (Anthropic, or another the operator configures) to write and interpret email.
- Content is sent to that provider to generate or classify a message.
- The operator supplies their own API key and holds their own relationship with that provider.
- FleetIQ does not use customer content to train models.
An operator who prefers no third-party AI can run FleetIQ's built-in offline writing engine instead.
6. How long data is kept
| Data | Retained |
|---|---|
| Carrier records and conversation history | Until the operator deletes them or ends their licence |
| Aggregate daily counts | Until deleted by the operator |
| Mailbox refresh tokens (Microsoft or Google) | Until disconnected or revoked |
| Server backups | 30 days, encrypted |
| Message bodies read from a connected mailbox | Not retained after pattern extraction |
When a licence ends, an operator may request full deletion of their server data. It is deleted within 30 days.
7. Carrier contacts
If you are a trucking company that received email from FleetIQ:
- Your details were supplied by the dispatch company that contacted you, typically from public FMCSA records or their own list.
- Unsubscribing works. Reply asking to be removed, or use the unsubscribe link. You are added to a suppression list and will not be contacted again by that operator.
- The dispatch company that emailed you is the controller of your data. To have it deleted, contact them, or contact us at hello@haulfleetiq.com and we will route the request.
8. Your rights
Depending on where you are, you may request access to your data, correction, deletion, export in a portable format, or restriction of processing. Write to hello@haulfleetiq.com. We respond within 30 days.
9. Security
- Credentials encrypted at rest; never stored in plain text.
- TLS for all data in transit.
- Licence keys and access tokens stored as one-way digests, never recoverable from a database.
- Automated tests run on every release specifically to verify these properties, including that credential stores are never exposed through the API.
No system is perfectly secure. If a breach affects your data, we will notify affected operators without undue delay.
10. Changes
Material changes will be notified to operators by email and posted here with a new date. Continued use after a change means acceptance.
11. Contact
Haul Bridge Logistics Canal Road, near Passport Office, opposite Dar-e-Arqam Schools, Jhang, Punjab, Pakistan hello@haulfleetiq.com