Privacy, Terms of Service & Anti-Spam

Privacy Policy

This Privacy Policy outlines how HAULIX collects, stores, and uses personal data across its platform. We are committed to safeguarding user information in accordance with applicable privacy laws, including the General Data Protection Regulation (GDPR). If you have any questions or requests regarding your personal data, please contact us at privacy@haulix.com.

1. What We Collect and Why

We collect and process the following personal data:

• First and last name
• Company they role affiliation
• Company address and country
• Website URL
• Phone number
• IP address
• Encrypted passwords
• Time zone and session preferences via essential cookies
• Promo listener watermarks (used exclusively for music traceability)

We collect this data for the purposes of:

• Account registration
• Subscription billing and invoice distribution
• Authentication and authorization
• Sending and receiving promotional music
• Internal fraud detection and prevention
• Investigating potential violations of Terms of Service

Credit card details are securely stored by our payment gateway provider and never touch HAULIX servers.

Legal Basis for Processing (GDPR Article 6)

Our data processing practices are grounded in:

• Consent: Promo listeners grant permission to receive promotional emails and can easily unsubscribe at any time
• Contract: Data collection is required to deliver subscription-based services
• Legitimate Interest: We track watermarked music to prevent piracy and protect artists

3. Data Subject Rights

In accordance with GDPR, all users have the right to:

• Access the personal data we hold
• Rectify inaccurate or outdated information
• Delete their data upon request
• Withdraw consent for promo communications
• Request data portability where applicable
• Object to certain types of processing

To exercise these rights, contact privacy@haulix.com.

4. Data Retention & Deletion

• Promo listener data may be retained for traceability but is subject to manual or automated deletion upon request
• Account data is retained as long as necessary for service delivery or lega compliance
• Inactive accounts are flagged for periodic review and secure removal

5. Third-Party Processors

We partner with a select set of processors for billing, email services, and infrastructure. All third parties meet GDPR compliance standards.

6. Security Measures

We employ rigorous safeguards to protect personal data from unauthorized access, alteration, or disclosure. These include:

• Role-based access control for internal staff
• Passwords are stored using modern encryption techniques
• Regular vulnerability scans
• Continuous system monitoring for anomalous behavior

Breach Detection and Notification
In the event of a personal data breach, HAULIX will act swiftly and transparently:

• Detection & Reporting: We monitor infrastructure for suspicious activity, and employees must report any suspected breach to our Data Protection Officer (DPO) without delay.
• Assessment: Within 24 hours of breach identification, our internal breach response team will evaluate its scope, cause, and potential impact.
• Containment: Immediate mitigation steps will be taken to secure affected data and prevent further exposure.
• Regulatory Notification: Where legally required, HAULIX will notify the appropriate supervisory authority within 72 hours of breach confirmation.
• User Notification: If the breach poses a high risk to individual rights or freedoms, impacted users will be notified directly with actionable information.
• Documentation: All breaches are logged internally with a record of events, remediation steps, and future prevention strategies.

7. Contact Information

All privacy-related questions or requests can be submitted to:

HAULIX, LLC 14033 Commerce Ave NE STE 300 #329, Prior Lake, MN 55372
privacy@haulix.com

Terms of Service

HAULIX provides HAULIX.com and its related services ("Service") subject to your compliance with the terms and conditions ("Terms of Service") set forth below. Please read the following carefully.

HAULIX reserves the right to update and modify the Service and these Terms of Service at any time without notice. New features that may be added to the Service shall be subject to the Terms of Service. Should you continue to use the Service after any such modifications have been made, this shall constitute your agreement to such modifications. If you object to any modifications to the Service or to these Terms of Service, your sole and exclusive recourse shall be to cease using the Service.

Violation of any part of the Terms of Service will result in termination of your account.

Account Hibernation

Account Hibernation mode shuts down all functionality of your account except for reporting and watermark testing (some plans do not include watermarking). You will continue to have access to your account settings as well so that you can un-hibernate at some point in time.

Depending on when you hibernate in your billing cycle, you will get a prorated credit.

HAULIX charges a fee of $5 USD per every month of Hibernation. This fee is for holding your data, backing up your data and a seamless re-entry back into the HAULIX system when you come back (un-hibernate).

After un-hibernating, your account will go back to getting charged the fee associated with the original plan you registered for on the next billing cycle.

Depending on when you un-hibernate in your billing cycle, you will be charged a prorated amount for having a live account back up during that billing cycle.

If in Hibernation mode and you wish to cancel your account and not return to using the HAULIX system, you must manually cancel by logging in and using your account settings.

Cancellation and Termination

You alone are responsible for the proper cancellation of your account. You may cancel your account at any time by clicking on your Username menu ----> Subscription ----> Cancel button.

Your account and all of its content will be deleted within 48 hours of your billing cycle ending after an official cancellation has been initiated.

You can cancel at any time, but you will remain liable for all charges accrued up to that time, including full monthly charges for the month which you discontinued service. You will not be charged again.

HAULIX reserves the right to modify, suspend, or terminate your account at any time for any reason without notice or refund. We also reserve the right to delete all content associated with your account. HAULIX may refuse service to anyone for any reason at any time.

Anti-Spam

Your use of the HAULIX website and services is subject to this policy. If you are found to be in violation of our policies at any time, as determined by HAULIX in its sole discretion, we may warn you, or suspend or terminate your account. Please note that, in accordance with the HAULIX Terms of Service, we may change this policy at any time. It is your responsibility to keep up-to-date with and comply with this policy.

Email Requirements

HAULIX has a zero-tolerance spam policy. This means that all email recipients must have opted-in to, or otherwise validly consented to, receiving communications from you, the sender. Subscriber accounts may be terminated for sending unsolicited email messages. If you have contacts in EU, then you must comply with GDPR regulations. You must have proof of all EU contacts opting into your list.

Email messages sent in connection with a HAULIX invitation will contain an "unsubscribe" link that allows subscribers to notify you they are not interested in receiving emails. We add the unsubscribe link automatically for you.

You are responsible for ensuring that the email messages you send in connection with your invitations do not generate a number of spam complaints or bounce rates in excess of industry standards. If HAULIX determines that your level of spam complaints, bounce rate or unsubscribe count is higher than industry standards, HAULIX, at its sole discretion, has the right to suspend or terminate your use of its website and services. If you receive low response rates, high abuse rates or high bounce rates, we may request additional information regarding your mailing lists to investigate and attempt to resolve the problem, or in some cases we may suspend or remove email privileges on your account.

Email Restrictions

Emails you send via HAULIX must have a valid reply-to email address owned or managed by you.

You can only use HAULIX to send emails to lists of people that gave you permission to email them. If you don't have proof that each recipient on your list opted in for your emails, you will have to send our opt-in form to those people so we can officially record them opting in.

We prohibit the use of harvested mailing lists. HAULIX will terminate accounts violating this prohibition.

We prohibit the use of third-party, purchased, or rented mailing lists unless you are able to provide proof that individuals on the list have opted-in to receiving emails of the type you will be sending them.

You must not send unsolicited mail to newsgroups, message boards, distribution lists, or email addresses.

You must not utilize an invitation to send any commercial electronic mail messages (as defined in the CAN-SPAM Act of 2003) to any recipient who has opted out, unsubscribed, or otherwise objected to receiving such messages from you or another party on whose behalf you may be commissioned. If you intend on sending commercial emails, you should familiarize yourself with the CAN-SPAM Act, which outlines requirements under United States law for sending out such emails, and any other applicable anti-spam laws.

You must not use HAULIX to send emails with deceptive subject lines or false or misleading header information.

A HAULIX subscription's emails can only be used for that respective company's promotions. Multiple companies cannot piggyback on one HAULIX account.

Reporting Spam

If you suspect that HAULIX has been used by someone to send spam, please contact us immediately at privacy@haulix.com and we will investigate the matter.