Privacy policy for OdoQuill mileage records

Controller and privacy contact

OdoQuill is operated by Helsing Medic AB, Sweden. Privacy requests can be sent to privacy@odoquill.com. General product support can be sent to support@odoquill.com.

Personal data categories

• Account, driver, company, team, vehicle, and subscription-entitlement information.
• Trip records, route and location points, odometer values, classifications, notes, map previews, and mileage calculations.
• Receipt, expense, reimbursement, export, PDF/CSV, and report package data entered or generated by the user.
• One-time login codes, session events, team invitation/request states, public user numbers, and account-recovery events.
• Support messages, feedback, admin setup requests, diagnostics, sync errors, security events, and limited service logs.
• Device permissions data used by enabled features, including location, motion, and camera access for trip logging and receipts.

Purposes and GDPR legal bases

• Contract performance: provide mileage logging, account sync, team workflows, report exports, subscriptions, and support.
• Legitimate interests: secure the service, prevent abuse, diagnose sync/export failures, improve reliability, and answer support requests.
• Legal obligations: preserve limited records needed for accounting, tax, fraud, billing, or regulatory duties.
• Consent or explicit user action: optional device permissions, optional analytics where used, and user-provided receipt or support attachments.

Location, motion, camera, and sensitive movement data

Trip and location records are treated as sensitive movement data. Background location is used only for trip logging when the user enables tracking. Motion data helps reduce false starts and stops. Camera access is used only for receipt or document capture chosen by the user.

Sharing, processors, and international transfers

OdoQuill does not sell personal data. Data may be processed by hosting, storage, email, Apple platform, payment/subscription, analytics, support, or security providers required to operate the app and web portal. Business customers can request processor and DPA information through the Compliance page. Where data leaves the EU/EEA, OdoQuill should use appropriate safeguards such as contractual protections or equivalent transfer mechanisms.

Retention

• Trip, receipt, export, and account records are kept until the user or customer deletes them, account deletion is completed, or the data is no longer needed for the service.
• Accounting, tax, billing, fraud-prevention, and legal-obligation records may be kept longer where law or legitimate business needs require it.
• Support summaries are normally kept for up to 12 months unless a legal, security, contractual, accounting, or unresolved support reason requires longer retention.
• Security logs, team membership audit events, invite/request states, and public-user-number reset records are retained only as long as needed for access history, recovery, abuse investigation, and compliance.

Your GDPR and privacy rights

Depending on your location and role, you may request access, correction, export/data portability, deletion, restriction, objection to certain processing, and withdrawal of consent where processing is consent-based. If you use OdoQuill through an employer or team, some requests may need to be coordinated with the organization that controls the work records.

Deletion and account controls

Customers can delete their OdoQuill account and associated personal data through the iPhone app where available, or request help at privacy@odoquill.com. App Store subscriptions must be cancelled in Apple subscription settings; deleting an OdoQuill account does not itself cancel Apple billing.

Cookies and analytics

The public OdoQuill landing page is designed to work without marketing cookies. If privacy-friendly analytics are enabled, OdoQuill should keep them cookieless where possible or request consent before using tracking cookies.