Last updated: 11 March 2026
Privacy Policy
MileTrack ("we", "us", "our") is operated by Hublogic Ltd. We are committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and other applicable data protection laws.
This policy explains what data we collect, why we collect it, how we use it, and what rights you have.
1. Data Controller
Hublogic Ltd is the data controller responsible for your personal data.
- Email: privacy@miletrack.app
- Website: miletrack.app
2. Data We Collect
2.1 Account data
When you create an account, we collect:
- Email address
- Name (optional)
- Country of tax residence
- Authentication credentials (hashed, never stored in plain text)
2.2 Location and trip data
To provide mileage tracking, the app collects:
- GPS coordinates — recorded during active trip tracking (background location)
- Motion and activity data — used to detect trip starts and stops (walking, driving, stationary)
- Trip metadata — origin, destination, distance, timestamps, route polyline, classification (business/commute/private)
- Geofence data — saved places such as home and office locations
Background location: MileTrack uses background location access to detect and record trips automatically when the app is not in the foreground. You can disable automatic tracking at any time in Settings. Location data is only collected during active trip detection and tracking — we do not continuously monitor your position.
2.3 Vehicle and workplace data
- Vehicle details (make, model, registration, odometer)
- Workplace addresses
- Reimbursement rates and tax year settings
2.4 Usage and device data
- Device type, OS version, app version
- Crash reports and performance metrics (anonymised)
- Feature usage patterns (anonymised analytics)
2.5 Export and report data
- Generated reports (PDF, CSV, XLSX) are created on-device or server-side and delivered to you
- We do not retain copies of exported files after delivery
3. Legal Basis for Processing
We process your data under the following GDPR legal bases:
| Purpose | Legal basis |
|---|---|
| Provide the mileage tracking service | Performance of contract (Art. 6(1)(b)) |
| Process location data for trip recording | Your explicit consent (Art. 6(1)(a)) |
| Generate tax-compliant reports | Performance of contract (Art. 6(1)(b)) |
| Send service-related communications | Legitimate interest (Art. 6(1)(f)) |
| Improve the service through anonymised analytics | Legitimate interest (Art. 6(1)(f)) |
| Comply with tax record-keeping obligations | Legal obligation (Art. 6(1)(c)) |
4. How We Use Your Data
- Automatically detect, record, and classify your trips
- Learn classification patterns from your driving history (on-device)
- Generate country-specific mileage reports for tax compliance
- Match recorded routes to road networks for accuracy (road map matching)
- Synchronise your data across devices
- Provide customer support
- Improve the app through anonymised usage analytics
5. Data Sharing
We do not sell your personal data to third parties.
We may share limited data with:
- Infrastructure providers — cloud hosting and database services (EU-based or with adequate safeguards)
- Map services — anonymised route segments for road map matching (no personally identifiable information)
- Analytics providers — anonymised crash and usage data
- Accounting integrations — only when you explicitly connect and export to a third-party service (Xero, DATEV, etc.)
- Legal authorities — when required by law or valid legal process
6. Data Storage and Security
- Trip data is stored on-device and synchronised to encrypted cloud storage
- All data in transit is encrypted using TLS 1.2+
- All data at rest is encrypted using AES-256
- Servers are located in the European Union
- We implement access controls, audit logging, and regular security reviews
- Route polylines are hashed to provide tamper-evident audit trails
7. Data Retention
- Trip data: Retained for as long as your account is active, or as required by applicable tax record-keeping laws (typically 5–10 years depending on jurisdiction)
- Account data: Retained until you delete your account
- Anonymised analytics: Retained indefinitely (not linked to your identity)
When you delete your account, all personal data is permanently removed within 30 days, except where retention is required by law.
8. Your Rights Under GDPR
You have the following rights regarding your personal data:
- Access — Request a copy of all personal data we hold about you
- Rectification — Correct inaccurate or incomplete data
- Erasure — Request deletion of your data ("right to be forgotten")
- Restriction — Request that we limit processing of your data
- Portability — Receive your data in a structured, machine-readable format (JSON, CSV)
- Objection — Object to processing based on legitimate interests
- Withdraw consent — Revoke consent for location tracking at any time through device settings or in-app controls
To exercise any of these rights, contact us at privacy@miletrack.app. We will respond within 30 days.
9. Cookies
The MileTrack website uses only essential cookies required for the site to function. We do not use advertising or third-party tracking cookies.
10. Children's Privacy
MileTrack is not intended for use by anyone under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
11. International Transfers
Your data is processed and stored within the European Economic Area (EEA). If any data transfer outside the EEA is necessary (e.g., crash reporting services), we ensure adequate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes through the app or by email. The "Last updated" date at the top of this page reflects the most recent revision.
13. Contact
If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:
- Email: privacy@miletrack.app
- General enquiries: hello@miletrack.app
You also have the right to lodge a complaint with your local data protection authority (e.g., the ICO in the UK, BfDI in Germany, CNIL in France, AP in the Netherlands).