Privacy policy

The short version

• No Milesheet account, no sign-up, no email address required to use the app.
• No Milesheet server. There is nowhere for us to store your journeys even if we wanted to.
• No analytics, tracking, advertising or crash-reporting SDKs in the app.
• Location is used to record the drive you asked it to record, on your device.
• Exports and syncing are opt-in and go only where you point them: a folder on your phone, a cloud folder you pick, your own network drive, or a file you share yourself.
• This website sets no cookies and runs no analytics.

Who we are

Milesheet is made and published by Remiam, a sole trader based in the United Kingdom. Where this policy describes personal data that we actually determine the purposes of — which, as explained below, is very little — Remiam is the data controller for the purposes of the UK GDPR and the Data Protection Act 2018.

You can reach us at [email protected] for anything in this policy.

What this policy covers

This policy applies to:

• the Milesheet mobile app for iPhone and Android, and
• the milesheet.com website, including the blog.

It does not cover the App Store or Google Play themselves, or any third-party service you choose to connect the app to. Those are covered by their own privacy policies, and we link to them where relevant below.

What the app keeps on your device

Milesheet stores everything it needs in a database and file store inside its own sandboxed area of your phone’s storage, protected by the operating system in the same way as any other app’s private data. Nothing in the list below is transmitted to us:

• Journeys — start and end times, distance, duration, speeds, and the recorded route as a series of GPS points.
• Classification — whether a trip is business or personal, the purpose you type, and any passengers you record.
• Places — locations you name, such as home, the office or a regular client, so that trips can sort themselves.
• Vehicles — the cars you add, their registration or nickname if you enter one, and their odometer readings.
• Fuel and costs — fill-ups with litres, price and odometer, plus parking, tolls and other expenses.
• Receipt photos — images you attach to an expense, copied into the app’s own storage.
• Settings — your preferences, HMRC rates, reminder settings, and the details of any sync destination you have configured (including a network-drive username and password, if you set one up).

We have no ability to read, recover, restore or delete any of it. If you lose the device or delete the app without exporting first, that data is gone.

Permissions the app asks for

Every permission is optional, is asked for at the moment it is first needed, and can be withdrawn at any time in your phone’s settings.

• Location, while using the app — to record the route and measure distance of a trip you have started. The route is written straight to the local database.
• Location, in the background — only if you turn on automatic recording. The app watches for you leaving a place you parked so it can start and stop trips on your behalf, and keeps recording with the screen off. On Android this runs as a foreground service with a persistent notification so it is always visible when it is active. Turning automatic recording off stops it.
• Notifications — for local reminders such as “you have trips to sort” or a prompt to start recording. Notifications are scheduled and delivered on the device itself. There is no push server, so no notification content passes through us or anyone else.
• Photos — only when you choose a receipt image to attach to an expense. The app reads the image you pick and copies it into its own storage; it does not browse or index your photo library.
• Face ID, Touch ID or fingerprint — only if you switch on the app lock. The check is performed by the operating system, which tells the app “yes” or “no”. Your biometric data is never available to the app and never leaves the secure hardware on your phone.
• Local network — only if you set up syncing to a network drive on your own network, so the app can reach that drive.

When the app uses the internet

Milesheet works entirely offline for recording, sorting and claiming. There are only four situations in which it makes a network request, and three of them happen only because you asked:

• Maps. Screens that draw a map use the map service built into your phone: Apple Maps on iOS and Google Maps on Android. To draw the map around your route, that service receives the map area being displayed, in the same way as any other app that shows a map. Your journeys, classifications and figures are not sent — only what is needed to fetch map imagery. Apple’s and Google’s handling of that is covered by their own privacy policies.
• Syncing to a cloud folder you choose. If you pick a folder in the Files app, iCloud Drive, or any other provider that appears in your phone’s file picker, exports are written into that folder and your cloud provider syncs them like any other file you saved.
• Syncing to your own network drive. If you configure a WebDAV or NAS destination, the app uploads export files directly to the address you entered, using the credentials you entered. Those credentials are stored on your device and sent only to that address. We recommend using an https:// address so the connection is encrypted.
• Syncing to Google Drive. If you connect Google Drive, you sign in with Google and grant the app the narrow drive.file scope, which limits it to files it creates itself. It cannot see the rest of your Drive. The access token is stored on your device and can be revoked at any time in the app or in your Google account settings.

In every case the destination is one you chose, the connection is between your phone and that destination, and no copy comes to us.

What the app never does

• It does not create an account or ask for your name, email or phone number.
• It does not send your journeys, routes, receipts or figures to us or to any third party of our choosing.
• It contains no analytics, attribution, advertising or session-recording SDK.
• It does not collect a device identifier or advertising ID for tracking, and does not track you across other apps or websites.
• It does not sell, rent or share personal data. There is nothing to sell.
• It does not read your contacts, calendar, messages, call history or health data.

The website

milesheet.com is a set of static files. It sets no cookies, runs no analytics, and loads no third-party scripts, trackers or embedded widgets — including on the contact form, which has no captcha to load. Fonts are served from the same domain rather than from a font provider, so browsing the site does not tell anyone else that you visited.

Like any website, it is delivered by a hosting provider whose servers may keep short-lived technical logs — typically an IP address, a timestamp, the page requested and a browser user agent — to deliver pages, keep the service available and defend against abuse. We do not use those logs to build a profile of you, and we do not combine them with anything else.

Store buttons on this site link to the App Store and Google Play. Following one takes you to Apple or Google, who then apply their own privacy policies.

If you contact us

When you email [email protected] we receive your email address, whatever you write, and anything you attach. We use it to answer you and, where it is a bug report, to fix the problem. Please do not send us exports or receipts unless we have asked for them and you are happy for us to see them.

The contact form works the same way, with one difference worth naming: because this site has no server of its own, submitting the form sends what you typed — the category, your name and email, your message, and the device details if you are reporting a bug — to Web3Forms, a form-delivery service acting as our processor, which forwards it to us as an email and does not use it for anything else. Nothing is sent while you are filling the form in, only when you press send. If you would rather not involve them, email us directly instead.

Legal bases for processing

Because the app processes your data only on your own device and under your control, we are not processing it as a controller — there is no transmission to us on which to act. For the limited personal data we do handle, our legal bases under the UK GDPR are:

• Support correspondence, by email or through the contact form — legitimate interests (Article 6(1)(f)): answering people who contact us about a product they have bought, and keeping a record of the issue.
• Hosting and security logs — legitimate interests (Article 6(1)(f)): serving the website reliably and protecting it from attack.

Device permissions such as location, notifications and photo access are governed by the consent you give in the operating system prompt, which you can withdraw at any time.

How long anything is kept

• On your device — for as long as you keep it. You control it entirely, and can delete individual items, reset the app, or delete the app.
• Support emails and form messages — kept while we deal with your question and for up to 24 months afterwards, so we can recognise a recurring problem, then deleted.
• Hosting logs — kept for a short period by the hosting provider, typically days rather than months, and then rotated away.

Security

The app relies on the protections your phone already provides: app sandboxing, device encryption when a passcode is set, and the secure enclave for biometrics. On top of that you can turn on the app lock so that Milesheet requires Face ID, Touch ID or a fingerprint before it opens.

Because there is no cloud copy, the security of your journey history is the security of your phone. Use a passcode, keep the operating system up to date, and export a backup somewhere you trust if the history matters to you.

Transfers outside the UK

We do not transfer your app data anywhere, because we never receive it. If you choose a cloud destination such as Google Drive, or a cloud folder that happens to sync abroad, that transfer is made by you to a provider you have a relationship with, under their terms. Our email provider may process support correspondence outside the UK under appropriate safeguards.

Your rights

Under the UK GDPR you have the right to access, correct, delete, restrict or object to the processing of your personal data, and to data portability. For anything held on your device you can exercise all of these yourself, immediately: everything is visible in the app, editable in the app, exportable as CSV or PDF, and deletable in the app.

For support correspondence, email us and we will action your request within one month. We may ask you to confirm you are the person who sent the original email.

Children

Milesheet is a tool for drivers and is not directed at children. We do not knowingly collect personal data from anyone, of any age, and the app does not ask for an age or an identity.

Deleting everything

In the app, Settings → Reset and start again permanently deletes every trip, route, place, vehicle, fill-up, expense and receipt held on the device. Deleting the app removes its storage as well. Files you previously exported to a folder, drive or cloud destination are yours and stay where you put them until you delete them there.

Changes to this policy

If we change how the app or the site handles data, we will update this page and change the “last updated” date at the top. Material changes will also be noted in the app’s release notes so you see them when you update. This page is the current version; there is no separate archive.

Contact and complaints

Email [email protected] with any privacy question and we will answer it properly.

If you are not happy with our answer, you can complain to the Information Commissioner’s Office, the UK supervisory authority for data protection, at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

See also our terms and conditions.