TripTrak Privacy Policy

Last Updated October 14, 2025

Our Privacy Promise

TripTrak is built with privacy as a fundamental principle.

- We believe your location data belongs to YOU, not us.
- We do NOT sell your data to third parties
- We do NOT use your trips for advertising
- We do NOT track you for commercial gain
- Your data stays primarily on YOUR device
- You have complete control over your information

This app exists to help YOU track trips for business expenses, taxes, and personal record-keeping – nothing more.

What Information Collected

To provide trip tracking services, TripTrak collects:

Location Data:

- GPS coordinates during active trips
- Start and end points of your journeys
- Route information for distance calculations
- Neighborhood names (via Google Places API)

Trip Data:

- Trip duration and distance
- Business vs personal categorization
- Notes you add to trips
- Trip timestamps

Account Information:

- Email address (if you sign in with Google)
- App preferences and settings

Camera and Photo Data:

- Camera access for scanning Vehicle Identification Numbers (VIN)
- VIN photos are processed locally on your device using Google ML Kit text recognition
- Extracted VIN information is sent to the NHTSA (National Highway Traffic Safety Administration) API to retrieve vehicle details.
- Original VIN photos are not stored or transmitted to our servers.
- Only the text VIN number and resulting vehicle information (make, model, year) are saved with your trip data.
- We do not share camera images with third parties.
- You can revoke camera permission at any time through your device settings, though this will disable VIN scanning features.

Technical Data:

- Device type and operating system
- App version and crash reports
- Anonymous usage analytics for app improvement

How Information Is Used

Your data is used exclusively for providing TripTrak services:

Calculate trip distances and routes
Identify neighborhoods for easier trip search
Store your trip history locally on your device
Sync preferences across app sessions
Improve app performance and fix bugs
Provide customer support when requested

We DO NOT:

Sell your data to advertisers or marketers
Share location data with employers or third parties
Use your trips to build profiles for commercial purposes
Track your location outside of active trip recording

Where Your Data is Stored

Privacy by Design – Local First:

Trip data is stored primarily on YOUR device
You can use TripTrak without creating an account
Cloud storage is minimal and optional

Cloud Backup (Optional)

TripTrak offers optional cloud backup through Google Drive for your convenience.

When Cloud Backup is Enabled

Your trip history, client information, vehicle details, and app preferences are backed up
Backups are stored in YOUR personal Google Drive account in a dedicated TripTrak folder
You must sign in with your Google account and grant Drive permissions
Backups occur when you manually trigger them – we do not automatically sync

Privacy & Security

We do NOT have access to your Google Drive or backup files
Only you can access your backup data through your Google account
Data is encrypted in transit using Google’s security protocols
You can view, download, or delete backup files directly from Google Drive at any time
Google’s privacy policy applies to data stored in your Google Drive

Cloud backup is entirely optional. TripTrak works fully without enabling this feature, and all your data remains on your device.

What’s Included in Backups

When you create a cloud backup, your app preferences and settings (such as language preference, theme selection, and notification settings) are included to restore your complete app experience when switching devices or reinstalling the app.

Only you can access this backup data through your Google account
We do NOT have access to your Google Drive or backup files
Backups are encrypted in transit using Google’s security protocols
You can delete backup files at any time from your Google Drive
Cloud backup is completely optional – the app works fully without it

Limited Cloud Services

Google Places API: Used only to convert GPS coordinates to neighborhood names
Google Drive API: If you enable cloud backup, your trip and client data is stored in YOUR personal Google Drive account. This is only used when you explicitly choose to back up your data. Google’s privacy policy applies to data stored in Google Drive.
Technical and Usage Data (via Firebase Analytics):
- Device information (model, operating system, screen size)
- App usage patterns (screens visited, session duration, frequency of use)
- Approximate geographic location (country and city based on IP address, not GPS)
- App performance data (crashes, errors, load times)
- Network information (WiFi vs cellular connection)
- App version and installation data

Analytics Data

This data is collected anonymously and cannot be linked to your identity.

We use this information solely to:
- Understand how users interact with the app
- Identify and fix crashes or bugs
- Improve app performance and user experience
- Make informed decisions about new features
We do NOT collect:
- Your precise GPS location through analytics (location is only tracked during active trips)
- Personal identifying information through analytics
- Your trip details, routes, or notes through analytics
Google Sign-In: Optional convenience feature for account management
Your trip details, routes, and personal notes remain on your device unless you explicitly choose to export them.

Analytics Opt-Out:

While Firebase Analytics data is anonymous, you can opt out of analytics collection through your device’s ad settings or by contacting us to disable analytics for your installation.

Data Sharing & Third Parties

We do NOT sell, rent, or share your personal information with third parties, except:

Service Providers (Limited Purpose Only)

Google Places API: To identify neighborhood names from coordinates
Firebase: For anonymous crash reporting and app analytics
NHTSA API: VIN numbers are sent to the National Highway Traffic Safety Administration’s public API to decode vehicle information (make, model, year). This is a U.S. government service.

Legal Requirements

If required by law or to protect user safety
To respond to valid legal requests or court orders

Business Transfer

In the unlikely event of a company sale, your data rights would be protected under the same privacy standards
We will never share your specific trip details, routes, or location patterns with advertisers, employers, or marketing companies.

Data Processing

Data Processing Location

Data is processed and stored on servers located in Canada (Montreal region)
We use Google Firebase and Google Cloud Platform services hosted in Canadian data centers
Your data remains within Canada’s data protection jurisdiction
Google Firebase services comply with Canadian privacy laws and regulations
While our primary data storage is in Canada, some Google services (such as Google Places API and NHTSA vehicle information lookups) may process requests through servers in other locations as part of their normal operations.

Google Play Services

TripTrak uses Google Play Services to provide core functionality and features:

Services We Use

- Google Maps and Location Services for trip tracking and route display
- Google Places API for identifying neighborhoods and locations
- Google Sign-In for optional account authentication
- Google Drive API for optional cloud backup
- Firebase services (Analytics, Authentication, Storage) for app functionality
- ML Kit for text recognition (VIN scanning)

Google’s Privacy Policy: Google Play Services is provided by Google LLC and is subject to Google’s Privacy Policy.

When you use features powered by Google Play Services, Google’s privacy policy applies to the data collected and processed by these services.

You can review Google’s Privacy Policy at: https://policies.google.com/privacy

Data Shared with Google

Location data (when using Maps and trip tracking)
Device information and app usage (through Google Play Services)
Search queries (when using Places API)
Authentication information (if using Google Sign-In)
File metadata (if using Google Drive backup)

Google may use this data in accordance with their own privacy policy.

We do not control how Google processes data through Google Play Services.

Your Control: You can manage your Google account settings and privacy preferences at: https://myaccount.google.com

Your Rights & Control

You have complete control over your data:

Access Your Data

- View all stored trips and information
- Export your trip data at any time
- See what information we have about you

Control Your Data

- Delete individual trips or all trip history
- Turn off location tracking at any time
- Revoke app permissions through device settings
- Delete your account and all associated data

Privacy Settings

- Control which trips are business vs personal
- Manage notification preferences
- Choose whether to use Google Sign-In
- Your location permissions can be revoked at any time through your device settings, though this will disable core app functionality.

Export feature

TripTrak km has the feature to export your trip data. Information included in the ‘TripTrak – Trip Report’ export is:

Date of trip
Trip Summary: Trip Type, Distance, Duration, Average Speed.
Trip Details: Start and End time of trip, Max speed of trip.
Route Information: Start and End GPS (longitude and latitude points)

Export options include

PDF, CSV/Excel. No one other than yourself will see the export data. Once the export is complete, TripTrak km assumes no liability in case the information is intercepted.

Client Management

TripTrak includes optional client management features designed for delivery drivers, contractors, and professionals who track mileage for multiple clients.

What's Collected

What Client Information We Collect

When you add clients to TripTrak, the following information is stored:

Client name (required)
Per-kilometre billing rate (optional)
Preferred trip type (business or personal)
Date client was added to your account
Trip statistics (automatically calculated):
- Total number of trips for each client
- Total distance traveled for each client
- Estimated earnings based on your rates

How Client Data is Stored

All client information is stored locally on YOUR device
Client data is included in cloud backups ONLY if you enable the optional Google Drive backup feature
We do NOT have access to your client information
Client names, rates, and trip associations remain private to you

How You Use This Feature

The client management feature allows you to:

Add multiple clients with custom billing rates
Quickly start tracking trips for specific clients
View per-client trip history and statistics
Calculate estimated billing based on distance and rates
Organize trips by client for invoicing purposes

Client Data Control

You have complete control over client information:

Add, edit, or delete clients at any time
All client data is deleted when you delete a client
Client information is included in data exports (CSV, PDF, Excel) that you generate
You can delete all client data by deleting your account

What We DO NOT Do

We do NOT access your client names or information
We do NOT share client data with third parties
We do NOT use client information for marketing or analytics
We do NOT sell client lists or contact information
Client data remains entirely private to you

Security

Security is Key

We take security seriously:

All data transmission uses encryption
Local data is stored securely on your device
We follow industry-standard security practices
Regular security reviews and updates

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we implement appropriate safeguards to protect your information.

Children’s Privacy

Age Restriction

TripTrak is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.
If you are a parent and believe your child has provided personal information to us, please contact us to have it removed.

Advertising

No Ads

TripTrak km was built by someone who hates advertising within apps and didn’t want to subject users to annoy ads. With that, if TripTrak km ever decides to include ads, it would have to be out of necessity or compliance.

Changes to this Policy

Changes to Policy

We may update this Privacy Policy from time to time. Changes will be posted within the app with an updated “Last modified” date. Significant changes will be prominently announced within the app. Continued use after changes constitutes acceptance of the updated policy.

GDPR Guidelines

European Users

For users in the European Union: This privacy policy complies with GDPR requirements. If you are an EU resident, you have additional rights under GDPR, including the right to lodge a complaint with your local supervisory authority. We process your personal data based on:

Consent: When you give permission for location tracking and camera access
Legitimate Interest: For app functionality, security, and improvements
Legal Obligation: When required to comply with laws.

We retain your data for as long as your account is active. Trip data remains on your device until you delete it. Analytics data is retained for 30 days. Account Deletion:

You can request account deletion at any time through the app settings.

When you delete your account:

Your account is marked for deletion immediately
You have a 30-day grace period to change your mind

During this period, your data remains accessible if you log back in. After 30 days, all your data is permanently deleted, including:

Trip history
Client information
Vehicle information
App settings and preferences
Cloud backups (if any)

To cancel a deletion request:

Simply log back into the app within 30 days and your account will be reactivated. After 30 days, deletion is permanent and cannot be undone. You can withdraw your consent at any time by revoking permissions in device settings or deleting your account. This will not affect the lawfulness of processing before withdrawal. In the event of a data breach affecting your personal information, we will notify affected users within 72 hours. You have the right to receive your personal data in a structured, commonly used, machine-readable format (CSV/Excel).

If you cancel a deletion request and your account was under a trial plan, the trial plan will resume until the Trial time period is over. You cannot cancel a deletion request and receive a new Trial period.

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