Privacy Policy

Milebook (“we”, “us”) runs getmilebook.com, a tracker for vehicle fuel, expenses, maintenance and mileage. This policy explains what we collect, why, who helps us process it, and the choices you have. In short: we keep what you put in so the app works, we don't sell it, and we don't show ads.

What we collect

• Account details: your name, email address and password. Passwords are stored only as a salted hash; we can't read them.
• What you log: vehicles (name, make, model, year, plate, odometer), fill-ups, expenses, services, income, trips, odometer readings, reminders, inspection results and notes.
• Location, only during GPS trips you start: when you tap Start trip, your browser asks your permission and then shares your phone's location with Milebook until you tap End trip, and only while the trip screen is open. We never collect location at any other time, in the background, or without that tap. From it we save the trip's distance, start and end times, and (unless you turn this off) a simplified route line.
• Photos you attach: receipt and inspection photos. Your phone shrinks them before upload; we store the result.
• Team members: if you add drivers or managers, their name, email and the entries they log.
• Notifications: if you turn on reminder notifications, the address your browser gives us to deliver them. It identifies the browser, not you.
• Technical data: our hosting provider keeps standard server logs (such as IP address, browser type and the pages requested) to run and secure the service.
• Where you came from: if you arrive through a partner link (for example from The Lane Check), we note the partner name and the car's year, make and model that the link carried.

Cookies and storage

We use one cookie to keep you signed in. Your theme choice (light or dark) is saved in your browser, and so is a GPS trip that's still in progress, until you save or discard it. We don't use advertising cookies, and we don't run third-party analytics or tracking scripts. To count visits to our public pages, we record the page, the website that sent you (for example Google) and a daily code made from your IP address and browser that can't be reversed and changes every day. It isn't a cookie. If you sign up, we keep only the name of the website that sent you with your account.

How we use it

• To run Milebook: show your vehicles, calculate fuel economy and costs, build reports and send the reminders you set.
• To send account emails: confirming your address and resetting your password. We don't send marketing email without asking first.
• To keep the service secure, prevent abuse and fix problems.
• To bill paid plans, once billing is available.

We don't sell your data, share it for advertising, or use it to train AI models.

Who processes it for us

We use a small number of providers who process data only to provide their service to us:

• Vercel: hosting and photo storage (United States).
• Neon: the database that holds your account and records (United States).
• Resend: delivery of account emails.
• Apple, Google and Mozilla push services: delivery of reminder notifications to your device, if you turn them on.
• Mapbox: draws the street map behind a saved trip route when you open it. The route line is sent to Mapbox to make that picture; your name and email are not.
• Stripe: payment processing for paid plans. Card details go to Stripe, never to us.
• Anthropic: when you use Scan a receipt, the receipt photo is sent to Anthropic's Claude API to read the merchant, date, amounts and other details, which you then review before saving. Anthropic processes it to provide that service and doesn't use it to train its models. Receipts you enter by hand are never sent.

We may disclose information if the law requires it, or to protect the rights and safety of our users or the public.

Who in your account can see what

The account owner and managers can see every vehicle and entry in the account. Drivers see the vehicles they're assigned to. Photos added since November 10, 2026 are stored privately and can only be opened by signed-in members of your account. Older photos are stored at long, unguessable web addresses that aren't listed anywhere; anyone you share such a link with can open that photo.

GPS trips: a saved trip's date, vehicle, driver, distance, duration, purpose and the From/To you type are trip details like any other entry, so owners and managers see them. The route map is private to the person who recorded it: owners and managers can't see a driver's routes, and nobody can see where anyone is while they drive. Edits to an entry are kept in its edit history (who changed what, when and why), which everyone who can see the entry can read.

How long we keep it

We keep your data while your account is open. When an owner deletes the account in Settings, we delete its vehicles, records, photos and team logins right away. Copies in our providers' backups are removed as those backups expire, normally within 30 days. Server logs are kept for a short period by our host.

Saved trip routes are deleted automatically after 1 year unless you choose a different period (30 days, 90 days, until you delete them, or not at all) in Settings → Location history. The trip itself and its distance stay in your log.

Your choices and rights

• Get a copy: download everything as a spreadsheet (CSV) from Settings or Reports.
• Correct it: edit any vehicle or entry, or your account details.
• Delete it: owners can delete the whole account in Settings; drivers and managers can delete their own login.
• Delete your location history: delete one trip's route from the trip, or all of your routes in Settings → Location history. You can also stop sharing location at any time by ending the trip or turning off location for the site in your browser.
• Turn off notifications at any time in Settings or in your phone's settings.

Depending on where you live (for example California or the EU/UK), you may have additional rights to access, correct, delete or port your data, or to object to some processing. Email us and we'll help.

Security

Connections are encrypted (HTTPS), passwords are hashed, and sign-in links expire. No system is perfectly secure; if we learn of a breach affecting your data, we'll tell you as the law requires.

Children

Milebook is not meant for children under 13, and we don't knowingly collect their data.

Changes

If we change this policy in a meaningful way, we'll update the date above and tell signed-in users in the app or by email.

Contact

Questions or requests: support@getmilebook.com. See also our Terms.