Privacy Policy

caretotruck (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to our web application, mobile application, and all related services (collectively, the “Service”).

1. Information We Collect

1.1 Account and Profile Information

• Name and email address (provided at sign-up)
• Password (stored as a cryptographic hash — we never see your plain-text password)
• Profile photo (if you sign in with Google)
• Phone number (optional, entered in Settings)

1.2 Business and Vehicle Information

• Home state, IFTA base jurisdiction, and entity type
• MC number and USDOT number (optional)
• Truck details: VIN, year, make, model, license plate, GVWR, axle count, expected MPG
• Driver's license class and expiry (extracted via AI from uploaded documents — optional)
• DOT medical card expiry (optional)
• Insurance provider and policy expiry (optional)

1.3 Financial and Operational Records

• Receipt images you upload, and the data extracted from them (merchant, date, amount, fuel gallons, category)
• Trip records: origin, destination, loaded miles, deadhead miles, revenue, broker, pickup and delivery dates
• Rate confirmation documents (PDFs or images) you upload for individual trips
• Fuel purchase records derived from receipts
• Per-diem day records (dates marked as away-from-home nights)
• Fixed monthly cost entries (insurance, truck payment, permits, etc.)
• Target cost-per-mile and expected monthly mileage

1.4 Pre-Trip Inspection Records

• Inspection item statuses (pass / fail / skip) and notes
• Odometer reading and odometer photo (uploaded to private storage)
• Voice recordings used to transcribe inspection results — processed in real time and not retained after transcription
• Timestamps, signatures, and inspection dates

1.5 Usage and Technical Data

• Log data: IP address, browser type, pages visited, timestamps
• Device information: device type, operating system, app version
• Crash reports and error logs

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Process your subscription payments and manage your account
• Run AI-powered OCR to extract data from receipts and documents you upload
• Compute cost-per-mile, IFTA prep summaries, and quarterly tax estimates
• Send transactional emails: account verification, password resets, billing receipts, and subscription notifications
• Respond to your support requests
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations

We do not use your financial records, receipts, or trip data for advertising purposes. We do not sell your personal information to third parties.

3. AI and Document Processing

When you upload a receipt, rate confirmation, driver's license, medical card, certificate of insurance, or other document, it is sent to Google's Gemini AI model for text and data extraction. Voice recordings made during pre-trip inspections are also processed by Gemini. This processing occurs server-side using your private Firebase Storage files; the raw file is not sent to third-party services beyond Google's AI infrastructure.

Google's use of data submitted to Gemini API is governed by Google's Generative AI Terms. We use the API in a way that does not allow Google to use your data to train its models.

4. Data Storage and Security

All data is stored on Google Firebase infrastructure (Firestore database and Cloud Storage), which is hosted in the United States. Firebase applies encryption at rest and in transit. Access to your data is protected by Firebase Security Rules that restrict reads and writes to your authenticated account only.

Receipt images and uploaded documents are stored in private Firebase Cloud Storage buckets. Files are not publicly accessible — download URLs require authentication.

No security system is perfect. In the event of a data breach that affects your information, we will notify you within 72 hours of becoming aware of the breach, as required by applicable law.

5. Third-Party Service Providers

We share your data with the following third parties solely to provide the Service:

6. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete your data within 30 days, except where we are required to retain it by law (for example, billing records may be retained for up to 7 years for tax compliance purposes).

Uploaded document images (receipts, rate confirmations, odometer photos) are stored in Firebase Storage and deleted when you delete the corresponding record or your account.

7. Your Rights and Choices

7.1 Access and Correction

You can view and update most of your account information directly in the Settings page within the Service.

7.2 Data Export

You may request a copy of your data by emailing support@caretotruck.com. We will provide a machine-readable export within 30 days.

7.3 Account Deletion

You may request deletion of your account and all associated data by emailing support@caretotruck.com. Deletion is permanent and cannot be undone.

7.4 Email Communications

You may opt out of non-essential marketing emails by clicking the unsubscribe link in any such email. You cannot opt out of transactional emails (billing receipts, password resets, security notices) while your account is active.

8. Children's Privacy

The Service is intended for users who are at least 18 years old. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, contact us at support@caretotruck.com and we will delete it.

9. California Privacy Rights (CCPA)

If you are a California resident, you have the right to know what personal information we collect, the right to delete your personal information, the right to opt out of the sale of your personal information (we do not sell personal information), and the right to non-discrimination for exercising these rights. To exercise your rights, email support@caretotruck.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and by displaying a notice within the Service at least 14 days before the changes take effect. The effective date at the top of this page will always reflect the most recent version.

11. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us: