Privacy Policy

Effective September 24, 2026

Mileage Minder is a mileage-tracking app for Android plus a web portal at mileageminder.app. It records your drives so you can keep mileage records for taxes, reimbursement, and your own bookkeeping. This policy explains what we collect, why we collect it, and the choices you have.

The short version: We collect precise location only to record your trips. We don't sell your data, show ads, or share your location history with advertisers or data brokers. You can use the app without an account and keep everything on your phone.

Information we collect

Data	What it is	Why
Precise location, including in the background	GPS positions while a trip is being recorded, plus the start and end points of each trip	To detect that you're driving, measure the distance, and show the route. Background location lets trips record while your phone is locked or the app is closed.
Physical activity	Android's on-device motion signal (for example, "in vehicle")	To tell the difference between driving and GPS drift
Nearby Bluetooth devices	Names and identifiers of the car Bluetooth connections or BLE beacons you choose to link to a vehicle	To know which vehicle you're in and when to start or stop automatic tracking. We store only the devices you select.
Trip details	Dates, times, distance, addresses, category, business, vehicle, tags, notes, review status, and the mileage rate and amount applied	To build your trip log and reports
Your setup	Vehicles and odometer readings, businesses and schedules, saved places, and app preferences	To categorize trips automatically
Account information	Email address, display name, and sign-in provider (Google, Apple, or email and password)	To sign you in and sync your data across devices. This is only collected if you create an account.
Voice memos	Speech you dictate using the microphone button	Android's built-in speech recognition turns it into text for your trip notes. Mileage Minder saves the text, not the audio.

We don't collect contacts, photos, advertising IDs, or browsing history. The app doesn't include advertising or third-party analytics SDKs.

Where your data is stored

On your phone: Trips and settings are always stored locally first. If you never sign in, your data stays on your device.
In the cloud (if you sign in): Your data syncs to Google Firebase (Cloud Firestore and Firebase Authentication), hosted by Google in the United States. Each account's data is kept separate, and security rules allow only your signed-in account to read or write it. Data is encrypted in transit and at rest.
Web portal: mileageminder.app runs on Cloudflare and reads your data directly from Firebase after you sign in.

Service providers

We use these providers to run Mileage Minder. They process data on our behalf, and only as needed to provide their service:

Google Firebase: sign-in, cloud database, and server functions
Google Maps Platform (Maps, Places, Routes): addresses and coordinates are sent to show maps, suggest addresses, look up place names, and calculate route options
Cloudflare: hosting for this website and the web portal
Apple: sign-in, only if you choose Sign in with Apple

How we use your information

To record, categorize, and display your trips and generate the reports you request
To sync your data between your devices and the web portal
To give you support. If you ask for help, an authorized Mileage Minder administrator may open a time-limited, read-only view of your account. Every support view is logged.
To keep the service secure and prevent abuse

We do not sell or rent personal information. We don't use your location for advertising, and we don't share it with third parties for their own purposes.

Teams and employers

If you join a team workspace and submit mileage claims, the team's owners, admins, and managers can see the claims you submit. They don't get access to your full personal trip log.

Retention and deletion

We keep your data for as long as your account exists so your records remain available for tax purposes. You can delete individual trips in the app at any time. To delete your account and all associated cloud data, see Delete your account. Deleted data is removed from our live database within 30 days. Copies in backups may remain for up to 90 days.

Your choices and rights

Turn off automatic tracking, or revoke location, Bluetooth, or activity permissions in Android settings at any time. You can still enter trips manually.
Export your trips to CSV or PDF from the app or the web portal.
Ask for a copy of your data, a correction, or deletion by contacting us. Depending on where you live, you may have additional rights under laws such as the CCPA/CPRA or GDPR, and we will honor them.

Children

Mileage Minder is not directed to children under 13, and we don't knowingly collect their information.

Tax information

Mileage Minder provides records and estimates. It does not decide whether a trip is tax-deductible. Please talk to a tax professional.

Changes

If we make material changes to this policy, we'll update the effective date above and let you know in the app.

Contact

Email privacy@mileageminder.app.