Miles & Pence privacy policy

You sign in with Apple or with Google when you set up the app. From your Apple or Google sign-in we keep two things: an account identifier and the email address it gives us. If you choose Hide My Email, that is a private relay address and we never see your real one. We do not ask for your name, and there is no Miles & Pence password. If you sign in with Apple, we also keep the token Apple issues, so we can end the app's link to your Apple sign-in when you delete your account.

The account is there so your records are not lost: if you change phone, or your iCloud is full or switched off, signing in brings everything back.

Your account holds what you put into the app, and nothing more. Each change is sent when the phone has a connection.

Each item also carries the time it was last changed and an identifier for the phone that changed it, so two phones agree on the latest version.

• Your location. Routes and coordinates are used on the phone to measure each drive and are never sent to us. Your account holds each drive's times and distance only.
• Motion & Fitness activity, used to tell when you start and stop driving.
• Offer screenshots. They show customer addresses, so the image, its text and its place in your photo library stay on the phone. Only the figures listed above are kept.

The app does not log in to any platform and never asks for a platform password.

Your account is stored by Supabase in London, in Amazon Web Services' London data centres (eu-west-2). Every row and file is locked to your account: the app can reach only your own, and no one else using Miles & Pence can see them. We look at your records only when you ask us to help, or where the law requires it.

We keep your records to provide the app you signed up for: to keep your tax records safe and to move them between phones. The lawful basis is our contract with you. They are not used for advertising, not sold and not shared.

Until you delete your account. While the account exists we never delete your records on our own, because HMRC asks you to keep them for years.

When you delete a single receipt or payout line, it is marked as deleted and no longer shown or counted, and a receipt's photo is removed from the server straight away; the deleted mark itself goes with your account. When you delete your account, everything in it is deleted straight away, and the server's rolling backups expire after that.

Each week is also kept as a file (JSON, with a CSV and a PDF made from it) in a folder called "Miles & Pence". When iCloud Drive is on, the folder is in your iCloud Drive and Apple stores it under your Apple Account, as with any other file you keep there; Apple's own privacy policy covers that. When iCloud Drive is off, the folder is on your iPhone (Files › On My iPhone › Miles & Pence).

This is your own second copy, where you can see your files. We do not have access to your iCloud Drive.

Drives start while your phone is in your pocket or on its mount and the app is closed. iOS only lets an app notice that you have started driving if it has location access set to Always, with Precise Location on. With "While Using", drives are logged only while the app is open, and the app says so.

The app uses location for one thing: measuring your drives. It is not used for advertising, coordinates are not sent to us and they are not shared. You can change the setting at any time in Settings › Privacy & Security › Location Services › Miles & Pence.

These companies process data on our behalf.

Supabase

Hosts your account: the database and the private file storage for receipts and statements, in London (AWS eu-west-2).

Apple

Handles Sign in with Apple, if you use it, and every purchase.

Google

Handles Google sign-in, if you use it.

• No tracking. There is no analytics, no advertising and no tracking code in Miles & Pence.
• Purchases. Subscriptions are handled by Apple. We see the sales reports Apple gives every developer; they do not name you.
• Crash reports, only if you have chosen in iOS to share analytics with app developers (Settings › Privacy & Security › Analytics & Improvements). Apple passes these on without your name.
• Emails you send us. If you write to hi@kaistud.io, we keep your message to answer it and delete it within 12 months of the last reply. Please do not attach your ledger files unless we ask; if you do, we delete them once the question is answered.

In the app, Settings › Account › Download everything saves one zip file with every weekly file, statement and receipt, wherever you choose. You can also export a week from Export, or copy the Miles & Pence folder from the Files app. The CSV is free, also after a subscription ends. Details: support.

In the app, Settings › Account › Delete account. It offers "Download everything" first, then asks you to type DELETE. It deletes every record and file in your account, your sign-in with us, and the copy on this iPhone. It cannot be undone.

It does not touch your own copies: the Miles & Pence folder in iCloud Drive and your offer screenshots stay until you delete them (Files app, and Photos). You can also remove Miles & Pence from your Apple or Google account's list of apps that use your sign-in.

If you cannot open the app, write to hi@kaistud.io from the email address on your account and we will delete it for you.

Before you delete: HMRC asks you to keep business records for at least 5 years after the 31 January submission deadline for the tax year (GOV.UK). Download everything first if you may need them.

The questionnaire at kaistud.io/driver-books/beta is separate from the app and needs no account. We keep your answers to the questions, and an email address or WhatsApp number only if you give one and tick the box asking us to contact you about the beta. We use the answers to decide what to build, and the contact only to invite you to the beta.

We do not record your IP address, your browser or device details, or anything else about you. Answers are stored in the same London database as the app's records, where the website can add a response but no one can read responses through it.

Each response is deleted 12 months after you send it. To have yours deleted sooner, or your contact removed, email hi@kaistud.io with the contact you gave or roughly when you answered.

Under UK GDPR you can ask us to:

• tell you what personal data we hold about you, and send you a copy;
• correct it, or delete it;
• give it to you in a format another app can read;
• stop or limit using it.

Most of this you can do yourself in the app (Download everything, Delete account). For anything else, write to hi@kaistud.io from the email address on your account. We answer within one month.

You can complain to the Information Commissioner's Office: ico.org.uk.

Miles & Pence is for self-employed drivers and couriers. It is not directed at children.