TruckMileage

0. Who Is Responsible for Your Data

TruckMileage is responsible for the data practices described in this policy. Privacy requests may be sent to truckmileage@icloud.com.

We will publish a business mailing address in a future update before implementing a formal notice process. This policy should be reviewed by qualified counsel before it is represented as a final privacy notice.

1. Data Protection & Storage

Your data (trips, receipts, expenses, and driver documents) is stored using secure cloud infrastructure. All data transmission uses HTTPS/TLS encryption. Files such as receipt images are stored in private cloud storage accessible only to your account.

The following data types are stored in your account:

• Trip Records Date, miles, origin/destination cities, odometer readings, driver notes, gross and net pay amounts, configured carrier or factoring fee settings, and any actual factoring fee recorded for an individual load. When GPS Tracking is enabled, a GPS route trace is also stored (see Section 2).
• Expenses & Fuel Date, amount, category, merchant name, odometer at fillup, gallons, state, and a compressed receipt image (if scanned).
• Vehicle Profile Truck make/model/year, VIN, plate number, state, trailer info, transponder device photo, payment model, and equipment type.
• Maintenance, Compliance & IFTA Maintenance tasks and service logs, compliance due dates (license, insurance, DOT), DOT inspection records, pre-trip inspection checklists, and IFTA fuel/mileage filings by state.
• Account & Subscription Account identifiers, email, display name from your chosen sign-in method, in-app purchase entitlement records (Pro status), and push-notification device tokens (see Section 8). To protect account verification and password recovery from abuse, the service also temporarily stores hashed email and IP-based rate-limit identifiers and request timestamps. These counters are configured to expire after two hours; the raw email and IP address are not stored in those counter documents. Transactional account messages are delivered by selected service providers.

2. Location Data (GPS)

TruckMileage uses GPS for two distinct purposes with different behavior and storage rules:

3. Artificial Intelligence Features

TruckMileage uses optional AI features to automate data entry. This section explains the data processed by each feature and what is stored. When a scan needs cloud processing, it is sent to a selected AI service only for that request.

4. Camera & Device Permissions

TruckMileage requests the following device permissions. Each is requested only when needed, and only for the stated purpose.

• Camera Used when you initiate a scan: fuel receipts (AI extraction), VIN stickers (AI extraction), and transponder reference photos. Camera access is requested at the moment of use — not granted automatically in the background. Powered by the capgo Document Scanner plugin for high-quality document capture.
• Location (GPS) — Foreground Used for city suggestion during trip logging, weather display, and nearby truck stop / parking search. Coordinates are used in real-time and not stored for these purposes. See Section 2A.
• Location (GPS) — Foreground (during active trips only) When GPS Trip Tracking is enabled, the app records your route only while the app is open and in the foreground. Tracking stops automatically when you leave the app or lock your screen. This is strictly limited to the duration of an active trip you have started. You can end the trip or disable GPS tracking at any time to stop recording. See Section 2B for full details.
• Push Notifications Optional. Used to send reminders for maintenance due dates, pay period summaries, and dispatch messages. You can disable notifications at any time in your device Settings. See Section 8 for device token storage details.
• File System / Storage Used to temporarily cache receipt images before upload and to export reports (CSV/PDF) to your device's Files app.

5. Your Rights (GDPR / CCPA)

You have full control over the data stored in your account:

• Access & Export View and export all records anytime via the Reports menu (CSV and PDF formats).
• Correction Edit any of your records, expenses, vehicle information, or profile data directly inside the app.
• Right to Erasure Delete your account in Settings → Delete Account. After verification and completion of the deletion process, TruckMileage deletes the account, its private cloud records, user-owned cloud files, and driver-specific Fleet copies. We do not keep an active account archive for our own use. Files that you exported or saved to your own device are under your control and must be deleted there by you.
• Opt-Out of GPS Tracking GPS trip tracking is optional. You can start trips without GPS tracking enabled, or disable it at any time from the trip form.
• Data Requests For questions about your data, deletion requests, or GDPR/CCPA inquiries, contact us at truckmileage@icloud.com.
• Colorado AI Act Rights (CRS § 6-1-1701) If you are a Colorado resident, TruckMileage's automated systems (IFTA estimator, pay period calculator, Rate Confirmation Scanner, AI Copilot) may qualify as high-risk AI under Colorado law. You have the right to: (1) receive notice that automated systems influenced calculations affecting your financial records; (2) understand the primary inputs used; (3) correct any input data directly in the app; (4) opt out of AI features and use manual entry instead; and (5) request human review of any AI output. Contact truckmileage@icloud.com with subject "Colorado AI Act" to exercise these rights.
• Do Not Sell or Share My Personal Information (CCPA) TruckMileage does not sell personal information for money or disclose it for cross-context behavioral advertising. If you believe an opt-out right applies to your information, submit a request by email to truckmileage@icloud.com with subject "Privacy Opt-Out Request." The in-app item explains this practice; it does not itself transmit a request.
• GDPR Lawful Basis (EU/UK Users) For users subject to GDPR, TruckMileage processes personal data under the following lawful bases:

6. Third-Party Services

We do not sell or rent your personal data. We use selected third parties only to operate the features you choose to use.

• Cloud infrastructure and account services These providers support account access, secure data storage, notifications, transactional messages, and app operations. They process information only as needed to provide and protect those services.
• Optional AI processing When you choose an AI scan, the image or document is sent to a selected commercial AI processing provider solely to perform that scan. Before a cloud document scan is first used on a device, we require your affirmative confirmation that you are authorized to provide and process the document. Under the applicable paid-service terms and configured settings, submitted scan content is not used to train or improve general AI models. The provider may process limited request data for service operation, security, abuse prevention, and legal compliance. Do not submit material you are not authorized to process.
• Maps, location, weather, and place data These services support geocoding, route and mileage estimates, local weather, and nearby-place results. They may receive a city, address, or approximate location only when you use the related feature, along with standard request metadata.
• Payment platforms Subscriptions are handled by the applicable app store, and eligible Fleet plans may use a payment processor. TruckMileage does not receive or store your full payment-card number.
• Optional integrations and public data When you expressly connect an integration or request a public lookup, the related service may process the information necessary to complete that request. We do not access an optional integration without your authorization.

Service providers may change as TruckMileage improves the App. If a change materially affects how we handle personal data, we will update this policy. Required data-source and map-license attributions appear in the relevant in-app experience.

7. Data Retention

We retain your data only as long as necessary to provide the service.

• Account data (trips, expenses, vehicles, IFTA) Retained only while your account is active. When account deletion completes, TruckMileage deletes the account’s private trip, expense, vehicle, maintenance, report, IFTA, profile, and subscription-state records rather than keeping a separate account archive.
• GPS trip track data Stored in Firestore alongside each trip record for as long as the trip record exists. Deleted when you delete the trip, or when you delete your account. GPS tracks are not included in annual archives — they are stripped before archiving.
• Receipt images Stored in your private cloud storage. Deleted when you remove the individual file or when you delete your account. Account deletion removes the complete user-owned storage area, including receipt images, profile photos, and trip documents.
• Account export and device-only backup Before an account is deleted, TruckMileage prepares a JSON export of account data held in Firestore. If present, it also prepares a separate device-only JSON backup of Vault documents and personal parking drafts. These files are delivered to the device through its download or share controls; TruckMileage does not receive a new copy merely because an export is created. The device-only backup can be restored from Settings into the active account and truck. You are responsible for the security, retention, and deletion of exported files after saving or sharing them.
• AI processing Receipt, VIN, and rate confirmation images are transmitted to a selected commercial AI processing service for real-time processing. Under the applicable paid-service terms and configured settings, submitted content is not used to train or improve general AI models. Limited request data may be handled for service operation, abuse prevention, security, or legal compliance.
• Miles Assistant messages Messages are processed in the active device session only and are not stored in your account, Firestore, or our servers. A session is limited to 12 questions and automatically starts over; previous messages are discarded.
• On-device AI models An operating-system model or an optional downloaded model processes only the question and the fixed intent schema on the device. A downloaded model remains in private app storage until you remove it or uninstall the app. Questions are processed in memory and are not retained in your account.
• Real-time location (non-trip uses) GPS coordinates used for city suggestion, weather, and nearby search are used in real-time only. These coordinates are not stored in your account.
• Route queries City, ZIP, and address text used for geocoding is sent to a mapping service for the current request. When you explicitly search a city or ZIP, TruckMileage may retain the resulting place coordinates for up to 30 days to reduce duplicate requests. Exact-address and reverse-geocoding results remain temporary and are not persistently stored.
• FCM push notification tokens Stored in Firestore for as long as you are signed in. Tokens are refreshed automatically on login. Deleting your account removes all stored tokens.
• Fleet copies If you connected to a Fleet company, account deletion removes your driver profile and driver-specific shared reports, notifications, repair requests, driver requests, and inspection entry. For a company-wide dispatch sent to more than one driver, the message may remain for the other recipients, but TruckMileage removes your user ID, read receipt, and displayed target name from it.

8. Push Notification Tokens

When you enable push notifications, your device is issued a push-notification registration token — a unique identifier that allows the app to send you push notifications. This token is stored with your account while you remain signed in.

• What is stored The FCM token and the platform type (iOS or Android). One token per platform is kept — if you reinstall the app or the token rotates, the stored token is replaced.
• Why it is stored To send maintenance reminders, pay period summaries, and — if you are connected to a fleet company — dispatch messages from your dispatcher.
• Opt-out You can disable notifications at any time in your device's system Settings. Tokens are removed from Firestore when you delete your account.

9. Fleet & Company Features (Driver–Dispatcher Data Sharing)

TruckMileage includes a fleet management feature that allows independent drivers to connect to a dispatcher company using a join code. By joining a company, you grant the company's dispatcher access to a portion of your data within the TruckMileage platform. This data sharing is limited to the following:

• Driver profile data (visible to dispatcher) Driver name, truck number, trailer number, license plate, truck and trailer VIN, payment model, equipment type, transponder type, and DOT compliance summary.
• Latest operational data (visible to dispatcher) Your last reported stop location (city/state text), current odometer reading, and maintenance summary — updated only when you open and sync the app. Fleet does not provide continuous or real-time GPS tracking.
• Periodic reports (visible to dispatcher) Pay period summary reports you archive (total miles, total amount) are shared with the company. Raw trip and expense records are not shared.
• Dispatch messages (bidirectional) Messages sent by the dispatcher to drivers are stored in the company's Firestore collection and delivered to connected drivers. Your read receipts (which messages you've seen) are also stored.
• Driver requests Time-off requests, route preference requests, and general messages you submit to the dispatcher are stored in the company's Firestore collection and are readable by the dispatcher.
• Repair requests Maintenance and repair issue reports you submit are stored in the company's Firestore collection and readable by the dispatcher.
• Pre-trip inspection checklists Daily inspection results are stored in the company's Firestore collection and readable by the dispatcher and other connected drivers.

10. Personal Place Drafts

The place form saves a personal draft only on your device. A draft is not uploaded to TruckMileage or shared with other users. It remains in your device's app/browser storage until you remove it, clear app data, or uninstall the app.

• Device-local storage The coordinates, place type, name, and notes you provide remain in the app's local device storage. The place form does not publish them to a shared TruckMileage map or an external map-editing service.
• Existing shared data The retired legacy shared-spots dataset is not displayed or served by the app.
• Deletion You can delete a local draft from its map popup. Clearing app data or uninstalling the app can also remove device-local drafts.

10A. Community Diesel Prices

If you choose to share a diesel price, the app may submit the price per gallon, approximate station area, station name or address when available, and time of the report to the community-price service. It is designed not to publish your name, receipt image, account identifier, or precise trip history with the price.

Community prices are user-provided estimates, may be inaccurate or stale, and are not a quote, offer, guarantee, or basis for a purchase decision. Do not submit personal information, receipt images, payment-card information, or data copied from a source that does not permit reuse.

11. Third-Party Contact Information You Provide

TruckMileage allows you to store contact information for your accountant (name and email address) to facilitate report sharing. This data is stored in your account and may be used when you direct the app to share a report. It is not made public through this feature.

By entering a third party's contact details, you represent that you have their consent to store their information within the app.