System Description Document

Document ID: PLCY-SYS-001
Version: 1.1
Effective Date: December 22, 2025
Last Review: December 22, 2025
Owner: Hop And Haul Team

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CONFIDENTIAL

This document is CONFIDENTIAL and for internal use only. Do not distribute outside the organization.

SaaS Platform

Hop And Haul is provided as software-as-a-service to fleet operator customers. This document describes the platform's capabilities. The customer (fleet operator) retains full operational control and liability. See Governance & Assumptions for complete details.

1. System Overview

1.1 System Name

Hop And Haul - Internal Driver Transport Matching System

1.2 System Purpose

Hop And Haul is an internal operational logistics tool that matches company drivers who need transportation with other company drivers whose routes align geographically and temporally. The system facilitates driver-to-driver transport for operational purposes such as breakdowns, deadhead repositioning, and crew movements.

1.3 Principal Service Commitments

• Match drivers needing transport with available drivers on compatible routes
• Ensure all matches comply with DOT, FMCSA, and company safety requirements
• Maintain audit trails for all transport transactions
• Process financial reconciliation through approved company channels

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2. System Boundaries

2.1 In-Scope Components

Component	Description	Data Handled
Request Engine	Processes transport requests from drivers	Driver ID, location, time windows
Matching Engine	Queries telematics for route similarity	GPS data, route polylines
Offer System	Presents matches to potential pickup drivers	Fuzzed locations, delay estimates
Tracking Module	Monitors active rides	Real-time GPS, ride state
Rating System	Collects operational quality metrics	Aggregated scores
Payment Reconciliation	Settles transactions via payroll	Credit/debit records

2.2 External Integrations

System	Purpose	Data Exchanged
Samsara	Telematics provider	Vehicle GPS, routes, ELD data
Company Payroll	Financial settlement	Credit/debit transactions
HR System	Driver verification	Employment status, CDL validity
Insurance System	Coverage verification	Rider endorsement status

2.3 Out of Scope

• Public-facing interfaces
• Third-party driver access
• Customer or shipper data
• Medical or health information
• Driver disciplinary records

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3. What This System Is NOT

3.1 Explicit Exclusions

NOT a Public Rideshare Platform

• No public users
• No consumer app stores
• No public background checks required (all users are vetted employees)

NOT a Taxi or For-Hire Service

• All participants are W-2 employees or authorized contractors under one parent company
• No state taxi regulations apply
• No TNC (Transportation Network Company) licensing required

NOT an HR or Surveillance System

• Ratings are operational quality metrics, not performance evaluations
• No disciplinary data collected or stored
• Separated from employment records

NOT Subject to HIPAA

• No medical data collected
• No health information exchanged
• Covered by legitimate business purpose only

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4. User Categories

Category	Description	Access Level
Operations/Safety	Dispatch, safety managers	Full system access
Pickup Driver	Driver accepting transport request	Own route, masked passenger info
Passenger Driver	Driver requesting transport	Own ride status only
System Administrators	IT/DevOps personnel	Technical access, no operational data

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5. Data Flow Summary

[Driver Request]
      ↓
[Request Engine] → validates driver status
      ↓
[Samsara Query] → retrieves compatible routes (server-side)
      ↓
[Matching Engine] → calculates route similarity
      ↓
[Offer System] → presents fuzzed match to pickup driver
      ↓
[Acceptance Logged] → timestamped, revocable
      ↓
[Pre-Pickup Checks] → CDL, HOS, insurance verified
      ↓
[Tracking Module] → monitors ride in progress
      ↓
[Drop-off Confirmed] → tracking expires
      ↓
[Rating Collection] → operational metrics only
      ↓
[Payment Reconciliation] → internal payroll credit/debit

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6. Regulatory Alignment

Regulation	Applicability	Hop And Haul Compliance
FMCSA	Operational safety	HOS verification, documentation requirements
DOT	Commercial transport	CDL validation, safety controls
IRS	Wage classification	Internal payroll (no 1099 for peer payments)
State Labor Laws	Employee protections	Explicit opt-in, no coercion
HIPAA	Health data	NOT APPLICABLE - no health data
State TNC Laws	Rideshare regulation	NOT APPLICABLE - internal only

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7. Infrastructure

7.1 Hosting Environment

[To be documented based on implementation]

7.2 Security Boundaries

• All matching logic executes server-side
• No route data exposed to client applications before match
• Time-limited access tokens for all sessions
• Encrypted data in transit (TLS 1.3) and at rest (AES-256)

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8. Document Control

Version	Date	Author	Changes
1.0	[DATE]	[NAME]	Initial release