Privacy Policy

Last updated: August 16, 2026

1. Overview

TripSheetHQ ("we," "us," "our") provides a digital trip sheet platform for trucking companies, drivers, dispatchers, and payroll staff. This Privacy Policy explains what information we collect, how we use it, and how it is protected when you use TripSheetHQ (the "Service").

2. Information We Collect

  • Account information: name, email address, phone number, company affiliation, and role (driver, admin, dispatcher, payroll).
  • Trip data: odometer readings, fuel purchases, expenses, delivery details, dates, and IFTA-related mileage information you enter.
  • Documents and photos: receipt photos, load proof documents, ACI/ACE documents, and company branding assets you upload.
  • Usage data: basic technical data such as device type and app activity, used to maintain and improve the Service.
We do not collect real-time GPS location or continuously track vehicle location. TripSheetHQ does not include live odometer or GPS auto-tracking features.

3. How We Use Your Information

  • To operate and maintain your trip sheet records
  • To let your company's admin and payroll staff review trip and expense data
  • To generate documentation needed for IFTA and payroll purposes
  • To send account-related emails (e.g. invites, notifications)
  • To improve the reliability and functionality of the Service

4. How Your Data Is Shared Within Your Company

TripSheetHQ is a multi-tenant platform. Each company's data is kept separate from other companies using the Service. Within your own company, your trip data, documents, and expenses are visible to your company's administrators, dispatchers, and payroll staff as appropriate to their role. Your data is never visible to other companies using TripSheetHQ.

5. Data Storage & Security

Data is stored using industry-standard cloud infrastructure (Firebase/Google Cloud) with authentication and access controls in place. While we take reasonable steps to protect your information, no system is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain trip and account data for as long as your company's account remains active, or as required for tax, payroll, or legal recordkeeping purposes. You may request deletion of your personal account data by contacting us, subject to your company's own recordkeeping requirements.

7. Your Rights

Depending on your location, you may have rights to access, correct, or request deletion of your personal information. Contact your company administrator or reach out to us directly to make a request.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the app or by email.

9. Contact Us

Questions about this Privacy Policy can be directed to the contact email listed on tripsheethq.com.