RoadLife Privacy Policy

Data We Collect

• Account details — your name and email (from Sign in with Apple or Google), your rank, birthday and company
• FAA medical dates — your last and next medical exam dates, used for optional reminders
• Flight information — tail numbers, routes, departure and arrival times, aircraft type, and your flying schedule (rotation, duty days, vacation dates)
• Card charges — amounts, merchants and dates, read from your company’s SAP Concur account. RoadLife never asks for or holds a bank or credit-card login, and there is no card linking
• Location — used only around your duty days — from the evening before your first duty day to early the morning after your last — and only while a tail number is set, to confirm you were at the airport. On other days RoadLife never receives your exact location: Local Spots uses it on your phone and asks Apple for nearby places and weather, and to show other pilots’ picks nearby it sends only your rough area (about a kilometer).
• Receipts — the photos and files you import or share to RoadLife, sent to the AI provider only to read them
• Concur login — your Concur username and password, encrypted, used only to sign into Concur when building your report
• Crash data — crash and performance reports, so we can fix problems. They contain no screenshots
• Device information — your device’s push notification token, and your iOS and app version

How We Use It

• Detect your flights from the FAA’s live flight-data feed (and FlightAware for international trips) and organize your expenses by tour
• Match the card charges in your Concur account to the right tour
• Read your receipts to fill in the merchant, date, amount and expense type
• Build your expense report in your Concur account for you to review. You submit your report in Concur — RoadLife never submits it
• Confirm you were at the departure and arrival airports, so a flight can be verified as yours
• Send the notifications you choose: new flight plan, route amended, clearance received, and optional medical reminders
• Find and fix crashes and slowdowns

Location Data

• Location is used only around your duty days — from the evening before your first duty day to early the morning after your last — and only while a tail number is set, to confirm you were at the airport. On other days RoadLife never receives your exact location: Local Spots uses it on your phone and asks Apple for nearby places and weather, and to show other pilots’ picks nearby it sends only your rough area (about a kilometer).
• Location is used only to confirm you were at the airports for your flights
• You can change RoadLife’s location permission at any time in iOS Settings

AI Processing

• Receipt images are sent to Anthropic to read the merchant, date, amount and expense type. If Anthropic is unavailable, they are sent to OpenAI instead
• Receipts are sent to these providers only to read them
• The expense is created right away; you can correct anything by opening the expense

Biometric Authentication

• Face ID is used on your device only, to lock and unlock the app
• Biometric data never leaves your device and is never sent to our servers
• The app lock is optional; turn it on or off in Settings → Security

Data Security

• All data is sent over HTTPS and encrypted at rest
• Your Concur login is encrypted on your phone (in the iOS Keychain) and on our servers
• Sign-in tokens expire after 30 minutes and are rotated automatically
• Logging out ends your session on our server

Outside Services We Use

• FAA — live flight data; receives no personal data
• FlightAware — flight lookups for your tail number on international trips
• Anthropic — reads receipt images
• OpenAI — backup receipt reader, used when Anthropic is unavailable
• Sentry — crash and performance reports (no screenshots)
• Apple — Sign in with Apple, push notifications, billing, maps and weather
• Google — Sign in with Google; encrypted backups of our database; and a daily internal copy of our records in Google Sheets with sign-in identifiers and credentials masked
• RainViewer — radar map images; receives no personal data
• SAP Concur — your card charges and your expense reports, using your encrypted Concur login

What We Never Do

• We never sell your data to advertisers, data brokers, or anyone else
• We never use your data for advertising or marketing
• We share your data only with the services listed above, and only what each needs to do its job

Your Rights

• Export your whole account at any time as an Excel workbook: Settings → Data & Privacy → Export My Data
• Delete your account in Settings → Data & Privacy → Delete Account. It is switched off immediately and erased after 30 days, including your receipt images; it is removed from our encrypted backups within 90 days. Sign back in within the 30 days and your account is restored
• Remove your Concur login at any time: Settings → Concur → Remove
• Choose which notifications you receive in Settings → Notifications, and turn medical reminders on or off in Settings → Profile
• Change or turn off location permission at any time in iOS Settings

Children’s Privacy

RoadLife is designed for professional pilots and is not intended for anyone under 18. We do not knowingly collect data from children.

Why We Need Your Data

RoadLife automates your expense reporting by connecting your flights, your card charges and your receipts. Each kind of data above serves a specific part of that. If you choose not to provide one, the features that depend on it won’t work, but the rest of the app will.