Privacy Policy

Version 1.0 Effective August 9, 2026

This Privacy Policy explains what information MilesPlus collects when you use the application, why we collect it, who we share it with, and the choices available to you. It is written to describe what the application actually does, based on a review of its current features — not a generic template.

1. Who we are

MilesPlus is operated by SoftPalm Technologies . Registered business address — confirm before relying on this document.

Contact for privacy questions: support@milesplus.com. Whether a Data Protection Officer is formally designated has not yet been confirmed.

2. Information we collect

MilesPlus is a multi-tenant fleet fuel-efficiency management platform. The information below reflects the data fields the application actually stores.

Account information

Name, email address, and password (stored as a salted hash — MilesPlus never stores your plaintext password).
Optional profile details you provide: phone number, timezone, language preference, avatar image, short bio.
Login activity: last login time and the IP address it came from, used to secure your account and (for platform administrators) to enforce IP restrictions.

Organisation and tenant information

If you create or belong to a MilesPlus workspace ("tenant"), we store the organisation details provided during setup: company name, industry, address, tax/registration numbers, logo, preferred operating currency, and timezone.

Fleet and operational data

The core purpose of MilesPlus is to record and analyze this information on your organisation's behalf: vehicles and their specifications, fuel purchase records, shifts and trips, maintenance records, driver assignments, and fuel-additive trial data (including baseline vs. trial comparisons your organisation runs). This data belongs to your organisation, not to MilesPlus — see the Terms of Service.

Team and invitation data

When you invite a team member, driver, or support contact, we store the invitee's name and email address and a record of the invitation (sent/accepted/declined, expiry).

Billing information

MilesPlus records your subscription plan and status (e.g. trial, active, cancelled) to determine feature access. MilesPlus does not currently process payment card details through an integrated third-party payment processor within the application itself — how actual payment collection is handled is a business process outside this codebase and has not been confirmed for this document.

3. How we use your information

To provide the service: operating your account, calculating fuel efficiency and trial results, and displaying your fleet data back to you.
To communicate with you: email verification, password resets, team invitations, and onboarding guidance, sent via our email delivery provider (see §5).
To secure the platform: rate-limiting login attempts, restricting sensitive administrative actions by IP address where configured, and logging security-relevant events.
For customer support: MilesPlus staff with administrative access can view tenant data to diagnose issues you report.

Support access ("Login As"). Authorized MilesPlus administrators have the ability to access a tenant account in the same way a member of that tenant would, in order to provide support or investigate a reported issue. Every such session is logged — who accessed it, which account, when it started and ended, the IP address involved, and (where provided) the reason — and a visible on-screen notice is shown for the duration of the session. This access is intended solely for legitimate support and platform-operation purposes.

4. Cookies

MilesPlus uses only the cookies required to keep you securely signed in and to protect the application against cross-site request forgery. See the Cookie Policy for the full list.

5. Who we share information with

MilesPlus does not sell your information. We share it only as needed to operate the service:

With other members of your own tenant, according to the role and permissions your organisation assigns them.
With our email delivery provider, to send transactional email on our behalf.
With hosting and infrastructure providers that store and run the application.

The full, current list of these service providers is maintained separately so it can be kept accurate without editing this policy every time an integration changes — see Data Processing & Sub-processors.

6. Data retention

MilesPlus does not currently have an automated data-retention or deletion schedule. Data is retained for as long as your account or tenant remains active. If you would like your data deleted, contact us at support@milesplus.com and we will address the request manually.

7. Your rights

Depending on where you're located, you may have rights to access, correct, export, or request deletion of your personal information. Exactly which rights apply, and the process for exercising them, depends on your jurisdiction and has not yet been confirmed for this document. To make a request, contact support@milesplus.com.

8. Children's privacy

MilesPlus is a business tool intended for organizations managing vehicle fleets. It is not directed at, and we do not knowingly collect information from, children.

9. Security

See our Security Statement for how we protect your information, and what protections are not yet in place.

10. Changes to this policy

If we make a material change to this policy, we will update the version number and effective date at the top of this page. Where your acceptance of this policy is required (for example, at registration), a new acceptance may be requested after a material change.

11. Governing law

Governing law / jurisdiction — confirm before relying on this document.

About this document. This page reflects MilesPlus's actual current features and data practices as implemented in the application. Fields marked placeholder are not yet confirmed and should not be relied upon until updated. This document has not yet been reviewed by outside legal counsel — questions can be sent to support@milesplus.com.