Privacy Policy

1. About This Policy

Claimable Drive is an iPhone app that keeps a vehicle logbook by recording your drives. It is offered in every country, and operated as a sole proprietorship by Vlad Bors, based in British Columbia, Canada.

Drive uses a Claimable account, so the Claimable Privacy Policy also applies. This page covers what the app adds, mainly your location. Where the two differ, this one governs for Drive. Questions go to our Privacy Officer at [email protected]; we reply within 30 days.

2. What Drive Records

Drive uses technology that can locate you. It is off until you turn it on, with "Turn on recording" during setup or the recording switch in the app's Account screen. It needs two permissions:

• Motion & Fitness, so your phone can tell when you are in a moving vehicle, and from step counts when you have walked away from the car. This is read on the phone; we receive no steps, workouts or health data. With Help improve Drive on (below), its driving, walking or still readings are sent with the trace.
• Location, set to Always, the only setting that lets iOS start the app when a drive begins. While recording is on, iOS watches in the background for large moves, for places you arrive at and leave, and for you leaving a 100-metre area around where you last parked. These wake the app to check whether you are driving. The points they produce, such as where you parked or when you left a place, can become the start or end of a recorded drive, and are sent with it like any other point of that drive.

Once you are driving, the app records your position about once a second. Walking, cycling and sitting still are not recorded. The positions stay on your phone, excluded from device backups, until the drive ends and the app next runs; then the drive is sent to us and removed from the phone.

For each drive we store:

• its date, start and end times, distance, and how the distance was measured
• where it started and ended, with a street address for each
• the route driven
• places it stopped along the way, with arrival and departure times, until you file it
• how it ended (for example, you walked away from the car or tapped End here), until you file it
• whether it is business or personal, its purpose, and any note you add

Personal drives are kept too, because your business-use percentage is measured against all your driving. If a drive ends somewhere none of your saved places covers, we keep that spot and its address so the app can ask you what it is.

Free allowance. Without a subscription, Drive records thirty drives a month. After that, recording stops until the month turns or you subscribe, and no location is collected in between.

What You Tell It

• Saved places: a name, address, coordinates, type, business or personal, usual purpose, and an optional note.
• Your vehicle: what it runs on, how you got it and what it cost, and any odometer readings.
• How you claim: for example self-employed or employee, and any rate you are paid.
• Work hours, if you set them. These stay on your phone and are never sent to us.
• Receipt photos, taken only when you choose to add one.
• Forwarded receipts, if you turn on a scan address: we receive each message sent to it and keep the sender, the subject and the receipt (each attached image or PDF, or the message itself saved as a PDF), and discard the rest. Anyone who knows the address can send to it, so treat it like a password; you can replace it at any time.

Other

• Lock Screen card: while recording, Drive can show the drive's distance on your Lock Screen. Anyone who sees your phone can see that. To start the card, the app gives us an Apple push token.
• Purchases: Apple handles payment. We store the transaction ID, product, status and expiry that Apple sends us.
• Recording days: which days recording was on, with no locations, so the app can tell you how much of the year it covered.
• Technical data: your IP address and the app version, with each request.
• Usage: which screens you open and which features you use, for example that a drive was filed as business or a logbook was exported, with your iOS version, app version, language and screen size. These counts go to our own analytics server (Umami, which we run ourselves and share with no one), which also records the country and city your IP address points to, not the address itself. They carry no name, email, account or identifier for your phone, and never a location, an address, an amount or anything you typed.

Drive does not collect your contacts, microphone, calendar, health data or advertising identifier, never sends us speed, heading or motion readings unless you turn on Help improve Drive (below), and has no third-party analytics, advertising or crash-reporting code.

Help improve Drive (off unless you turn it on). A switch on the Account screen. While it is on, the app keeps a copy of every position the phone reports, between drives included, with speed and direction, plus a log of the recorder's own decisions (when it started and stopped recording, and why) and the motion readings it used. It holds that copy in memory only, never in a file, and sends it to us when a drive ends, when the day changes (with the first thing recorded the next day), and whenever about 1.5 MB has built up. It is sent with your phone model, iOS version and app version, a random code that changes every day and a sending code that lasts at most a day, and without your name, email, account or any identifier for your phone. We store it with nothing that says whose it is, and in normal operation we match it to nobody. The positions are real ones, though, so a trace follows the same roads at the same times as the drives you file, and could be matched to you by someone holding both. Turning the switch off, turning recording off, or signing out discards anything not yet sent.

3. How We Use It

To build your logbook: turning positions into drives, measuring distances, looking up addresses, sorting drives with your saved places and work hours, computing your business-use percentage, warning you when recording seems to have missed drives, and counting your free allowance. We do not use your location for advertising or sell it.

If you turn on Help improve Drive, we use what it sends only to test and improve how Drive notices, records and ends drives, and to fix recording bugs.

Automatic filing. If you switch on the work-hours rule, a drive entirely outside your hours that did not end at a saved place is filed as personal on its own. The app tells you, and one tap undoes it. Nothing else is filed without you.

4. Who Else Sees It

• Mapbox (USA), our mapping provider. Our server sends it coordinates to look up addresses and distances. It also sends each drive's recorded route, with its timestamps, so the distance is measured along the roads you actually drove, and sends the route again whenever a map of the trip is drawn. The timestamps are not kept in your logbook. These requests carry no name, email or account ID, and not your IP address. When the app shows a map, your phone downloads map tiles from Mapbox, which then sees your IP address and the area shown; the app turns off Mapbox's usage reporting. Older app versions draw maps with Apple Maps instead.
• Anthropic (USA) reads a receipt photo if you add one, or a receipt sent to your scan address. Nothing else from Drive is sent to it, and it does not train on this data. The app asks before the first receipt is sent.
• Apple processes purchases and delivers the app. To show the Lock Screen card, our server sends Apple the card's content: its title and subtitle, the distance text, the drive's ID and the time it started. None of it is a location. If you allow it, Apple also stores your password in your Keychain.
• Cloudflare (USA) carries all traffic between the app and our servers, drive uploads included, and passes email sent to your scan address to us without storing the message.
• Amazon Web Services (Canada) stores an encrypted copy of our nightly backups, which hold your logbook, in Montreal. It cannot read them: they are encrypted on our servers before they leave.
• Expo (USA) delivers app updates. The request has no account or location data.
• An accountant you share your book with can see and export your logbook, including each trip's route, but not the stops along the way. You can revoke access at any time.

Email, hosting and legal disclosures are handled as the Claimable policy describes. No location data is ever put in an email.

5. Where It Is Stored

Your drives, places and logbook are stored on servers in Canada. What goes to Mapbox and Anthropic is processed in the United States, and Cloudflare, which carries the traffic, is a US company. Data there may be subject to lawful access by US authorities; we rely on those providers' published data-protection terms. If you live outside Canada, your data is transferred here. For the UK and the EEA, Canada has an adequacy decision covering businesses under PIPEDA, which we are.

6. How Long Each Thing Is Kept

• Positions on your phone: until the drive is sent to us. Turning recording off deletes any still there.
• Stops along the way, and how a drive ended: deleted when you file the drive.
• The time of each recorded position: used to measure the drive when it reaches us. If Mapbox cannot answer then, we keep the drive as your phone sent it, times included, until it is measured, we stop trying (within ten hours), or you file or delete it, whichever comes first. A drive cannot be merged or split until then. Your logbook never keeps them.
• Help improve Drive data: deleted automatically 30 days after it reaches us. It is stored without your account, so exporting or closing your account does not include it. If you ask what we hold or ask us to delete it, we search it by the times of your drives, then tell you what matches or delete it. Turning the switch off stops anything new being sent.
• A deleted drive: kept 30 days so you can undo it. Then its route, locations, distance and how it ended are removed. What remains is its date, start and end times, vehicle, status, when it was reviewed, the trip it became if any, and an upload key that stops the phone sending it twice.
• Your logbook, including routes: for as long as you keep your account, because tax offices can ask for it years later (six years for the CRA). You can delete any trip.
• Places, vehicle details and settings: until you delete them or close your account. A place a kept trip or a waiting drive started or ended at cannot be deleted while that record points at it, your home included; you can rename it or merge it into another place. An unnamed spot is kept as long as the drives behind it, and deleted when the last one is.
• Recording days: until you close your account. The Lock Screen push token: until you sign out, Apple rejects it, or you close your account.
• Forwarded receipts: until you save or dismiss them, or close your account. Dismissing one deletes it, its file and what the scanner read. If your plan cannot scan one yet, it is kept unread until it can or you dismiss it.
• Purchase records: as long as tax and accounting law requires.
• An address on the launch list: used for one email, but nothing deletes it automatically yet, so it stays until you ask us to delete it or close a Claimable account with the same address.
• Server logs, the daily files our servers keep of requests and errors with the technical data above, are deleted after 30 days.
• Backups are taken nightly, on our own servers in Canada. Each one is deleted by the first nightly backup to succeed once it is 31 days old, and the encrypted copy Amazon Web Services keeps expires on the same schedule, so deleted data leaves them about a month later. We use them only to recover from a failure, never to restore something you deleted.

Closing your account deletes all of this immediately, so export first. The one exception is Help improve Drive data, which is not stored with your account: anything already sent is deleted within 30 days of reaching us, or sooner if you ask. What closing deletes then leaves our nightly backups as they age out, about a month later, and we never restore it from them. If you subscribed through the App Store, only you can cancel that, so we email you the steps before the account is erased. Automatic deletion of inactive accounts never applies to an account that has only used the free logbook, and signing in, recording a drive or email arriving at your scan address keeps any account active for two years.

7. Turning It Off, and Your Rights

Switch recording off in the app, or withdraw Location or Motion access in iPhone Settings. Drive then records nothing, and your filed trips are not affected.

You can access, export (CSV), correct and delete your data, and complain to the Privacy Officer. If you are not satisfied, contact the Office of the Privacy Commissioner of Canada, or in Quebec the Commission d'accès à l'information.

Outside Canada

• UK and EEA: we process your data to provide the service you asked for (contract), location recording and Help improve Drive with your consent, and purchase records to meet legal obligations. You also have rights to restrict, object and data portability, and can complain to the ICO (ico.org.uk) or your local authority. We have not appointed a UK or EU representative, relying on the exemption for occasional processing.
• Australia: we follow the Australian Privacy Principles. You can ask for access and correction, and complain to the OAIC (oaic.gov.au).
• California: we collect identifiers, purchase information, precise geolocation and the content you enter, for the purposes above. We use geolocation only to provide the logbook and, if you turn on Help improve Drive, to improve recording. We do not sell or share personal information, and we will not treat you differently for using your rights to know, delete or correct.

8. Security

Data travels over HTTPS, your sign-in token is kept in the iPhone's secure storage, and passwords are hashed. Anyone who can unlock your phone can open the app, so keep it locked.

9. Children, Breaches and Changes

Drive is for adults and we do not knowingly collect data from anyone under 18. If a breach creates a real risk of significant harm, we will notify the regulators that apply to you and the people affected. We will tell you in the app or by email at least 14 days before a material change to this policy.

10. Contact

Privacy Officer: [email protected]