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Privacy Policy

Last Updated: April 29, 2026

TruckerFlow ("Service", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software-as-a-service platform for trucking business management.

1. Overview

This Privacy Policy applies to all users of TruckerFlow, including registered account holders and visitors using the demo account. By accessing or using the Service, you consent to the collection, use, and disclosure of your information as described in this Policy.

We recommend reading this Privacy Policy in conjunction with our Terms of Service and Disclaimer.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Full name
  • Email address
  • Password (stored securely as a one-way hash)
  • Account creation date

2.2 Business Data

To provide our services, we collect and store business data you enter:

  • Trip records: dates, origin/destination, miles, revenue, deadhead miles, notes
  • Expense records: dates, categories, amounts, vendors, descriptions, notes
  • Business settings: truck information, cost settings, tax rates, expense categories
  • Custom fields: any additional data fields you create

2.3 Uploaded Documents

When you use our scanning features, we process:

  • Receipt images: photos of fuel receipts, maintenance receipts, and other business expenses
  • Settlement slips: carrier settlement documents for load and deduction extraction
  • Bank statements: images or PDFs of bank statements for transaction import
  • CSV files: spreadsheet data for bulk trip and expense import

Uploaded images are processed through AI extraction (see Section 4) and may be stored temporarily or permanently depending on the feature used.

2.4 Automatically Collected Information

When you access the Service, we automatically collect:

  • IP address
  • Browser type and version
  • Operating system
  • Access times and dates
  • Pages viewed and features used
  • Referring website (if applicable)

2.5 Payment Information

When you subscribe, payment information (credit card number, expiration date, billing address) is collected and processed directly by our payment processor, Stripe. We do not store your full payment card details on our servers. We receive only:

  • Last four digits of your card number
  • Card type (Visa, Mastercard, etc.)
  • Transaction confirmation details
  • Stripe customer ID for managing your subscription

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Process and complete transactions, including subscription billing
  • Generate reports, calculations, and analytics based on your data
  • Process uploaded documents through AI extraction
  • Send transactional emails (account confirmation, password resets, subscription updates)
  • Respond to your support requests and inquiries
  • Monitor and analyze usage patterns to improve the Service
  • Detect, prevent, and address technical issues or fraud
  • Comply with legal obligations

We do not sell your personal information or use it for advertising purposes.

4. AI Processing and Third-Party Services

AI Disclosure: TruckerFlow uses AI-powered features to extract data from images and documents.

4.1 Anthropic Claude

We use Anthropic's Claude AI service for optical character recognition and data extraction from:

  • Receipt images (extracting vendor, amount, date, category)
  • Settlement slips (extracting loads, deductions, pay details)
  • Bank statements (extracting transactions)

When you use these features, your uploaded images are transmitted to Anthropic's API for processing. Anthropic's use of this data is governed by their Privacy Policy. According to Anthropic's commercial API terms, data submitted through their API is not used to train their models.

Important: AI extraction may contain errors. All extracted data is staged for your review before being committed to your records. See our Disclaimer for more information.

4.2 Stripe

We use Stripe for payment processing. When you make a payment, Stripe collects and processes your payment information in accordance with their Privacy Policy. Stripe is PCI-DSS compliant, ensuring secure handling of payment card data.

4.3 Resend

We use Resend for sending transactional emails (account confirmations, password resets, subscription notifications). Your email address is shared with Resend solely for the purpose of email delivery. Resend's data handling is governed by their privacy policy.

5. Data Sharing and Third Parties

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

  • Service Providers: With third-party vendors who assist in operating the Service (as described in Section 4), subject to confidentiality obligations
  • Legal Requirements: When required by law, subpoena, court order, or government request
  • Safety: To protect the rights, property, or safety of TruckerFlow, our users, or others
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users
  • With Your Consent: For any other purpose with your explicit consent

6. Data Storage and Security

Your data is stored on secure servers with industry-standard protections:

  • Data encryption in transit (TLS/SSL) and at rest
  • Secure password hashing (bcrypt)
  • Regular security updates and vulnerability monitoring
  • Access controls limiting employee access to user data
  • Database backups with encryption

While we implement strong security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

7. Data Retention

We retain your data as follows:

  • Active Accounts: Data is retained for as long as your account is active
  • Expired Subscriptions: Data is retained for 90 days after subscription expiration, allowing you to reactivate
  • Account Deletion: Data is permanently deleted within 30 days of an account deletion request
  • Uploaded Images: Receipt and document images may be retained for up to 30 days after processing, then deleted
  • Logs and Analytics: Anonymized usage data may be retained indefinitely for service improvement

We may retain certain information as required by law (such as for tax or legal compliance) or to resolve disputes.

8. Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Update or correct inaccurate personal information
  • Deletion: Request deletion of your personal data (subject to legal retention requirements)
  • Export: Export your data in a machine-readable format
  • Objection: Object to certain processing of your data
  • Restriction: Request limitation of processing in certain circumstances

To exercise these rights, visit your Account Settings or contact us through our Support Page.

9. GDPR Rights (European Users)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR):

  • Legal Basis: We process your data based on: (a) your consent, (b) performance of a contract (providing the Service), (c) compliance with legal obligations, or (d) our legitimate interests
  • Data Portability: Receive your data in a structured, machine-readable format
  • Right to Complain: Lodge a complaint with your local data protection authority
  • Withdraw Consent: Withdraw consent for processing where consent is the legal basis

Our legal basis for processing personal data is primarily the performance of our contract with you (providing the Service you subscribed to).

10. CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected
  • Right to Delete: Request deletion of your personal information
  • Right to Opt-Out: We do not sell personal information, so this right does not apply
  • Non-Discrimination: You will not receive discriminatory treatment for exercising your rights

To submit a CCPA request, contact us through our Support Page. We will verify your identity before processing the request.

11. Data Export

You can export your data at any time through the Settings page. Export formats include:

  • Trips: CSV format with all trip details
  • Expenses: CSV format with all expense details
  • Reports: PDF format for financial reports

Data exports are generated on-demand and include all records associated with your account.

12. Data Deletion

You can delete individual records (trips, expenses) at any time through the application. To delete your entire account and all associated data:

  1. Navigate to Settings > Account
  2. Click "Delete Account"
  3. Confirm your decision by entering your password

Account deletion is permanent and cannot be undone. All data will be permanently deleted within 30 days. We recommend exporting your data before deletion.

13. Cookies and Tracking

We use cookies and similar technologies for:

  • Essential Cookies: Required for authentication and session management (cannot be disabled)
  • Preference Cookies: Remember your settings like theme (light/dark mode)

We do not use:

  • Third-party advertising cookies
  • Cross-site tracking cookies
  • Social media tracking pixels

You can manage cookies through your browser settings, but disabling essential cookies will prevent you from using the Service.

14. Children's Privacy

TruckerFlow is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information.

15. International Data Transfers

Your information may be transferred to and processed in countries other than your own. These countries may have different data protection laws. By using the Service, you consent to the transfer of your information to the United States and other countries where our service providers operate.

For transfers from the EEA, UK, or Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

16. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by:

  • Posting a notice on the Service
  • Sending an email to your registered email address
  • Updating the "Last Updated" date at the top of this page

We encourage you to review this Privacy Policy periodically. Your continued use of the Service after any changes constitutes acceptance of the updated Policy.

17. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

For data protection inquiries, you may also contact our Data Protection Officer at dpo@truckerflow.io.

By using TruckerFlow, you acknowledge that you have read and understand this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.