Data Retention Policy
Last updated: January 2025
1. Overview
This Data Retention Policy describes how long HaulGuardr retains different types of data collected through our driver verification platform. We retain data only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, and support legitimate business needs.
2. Retention Periods by Data Type
2.1 Verification Submissions
| Data Type | Retention Period | Notes |
|---|---|---|
| Driver photos (selfie, CDL) | 2 years from submission | Or as specified in customer agreement |
| Equipment photos (truck, plate) | 2 years from submission | Or as specified in customer agreement |
| Document photos (BOL, POD) | 3 years from submission | Longer retention for compliance documentation |
| Location data | 2 years from capture | Checkpoint location coordinates |
| Verification status records | 3 years from verification | PASS/FLAG/FAIL status and timestamps |
2.2 Account Information
| Data Type | Retention Period | Notes |
|---|---|---|
| User account details | Duration of account + 1 year | Name, email, company, role |
| Billing information | 7 years after transaction | Tax and financial compliance |
| Demo request submissions | 2 years from submission | Contact information for sales follow-up |
2.3 System and Audit Logs
| Data Type | Retention Period | Notes |
|---|---|---|
| Verification audit logs | 3 years | All verification actions and timestamps |
| Access logs | 1 year | Login and authentication events |
| Security logs | 2 years | Security-related events and incidents |
| Error logs | 90 days | Technical debugging information |
2.4 Communication Records
| Data Type | Retention Period | Notes |
|---|---|---|
| SMS delivery records | 1 year | Message status, not content |
| Support communications | 3 years | Customer support interactions |
| Consent records | Duration of retention + 1 year | Proof of consent for data processing |
3. Extended Retention
Data may be retained longer than the standard periods in the following cases:
- Legal Hold: When data is subject to litigation, investigation, or legal proceeding, it will be retained until the matter is resolved.
- Regulatory Requirements: When specific regulations require longer retention periods.
- Customer Agreement: When your service agreement specifies different retention periods.
- Ongoing Disputes: When verification data is relevant to an active claim or dispute.
4. Data Deletion
When data reaches the end of its retention period:
- Data is securely deleted from active systems
- Backup copies are deleted according to backup rotation schedules
- Deletion is logged for audit purposes
5. Requesting Early Deletion
You may request deletion of your personal data before the standard retention period ends, subject to:
- Legal obligations requiring us to retain certain data
- Legitimate business needs (e.g., ongoing disputes)
- Contractual obligations with other parties
To request deletion, contact us at privacy@haulguardr.com. We will respond within 30 days.
6. Data Export
Account holders can export their verification data through the Service. Drivers can request a copy of their personal data by contacting privacy@haulguardr.com.
7. Changes to This Policy
We may update retention periods as business needs and legal requirements change. Material changes will be communicated through the Service or by email.
8. Contact Us
For questions about data retention, contact us at:
- Email: privacy@haulguardr.com
- General inquiries: support@haulguardr.com