RoadLife Privacy Policy

Data We Collect

• Flight information — tail numbers, routes, departure/arrival times, aircraft type, and your flying schedule (rotation pattern, duty days, vacation dates)
• Card transaction data — amounts, merchants, dates synced from your Concur corporate card feed
• Location data — collected only on duty days when a flight is detected, used briefly for flight verification, then collection stops
• Receipt photos — images you upload or scan from your camera roll are processed by Claude AI (Anthropic) to extract merchant, date, amount, and expense type. Images are sent to the AI provider for processing only and are not retained by them.
• Email data — hotel and rental car booking confirmations only, when you opt in via Gmail
• FAA medical certificate dates — last and next medical exam dates, used for optional reminder notifications
• Expense report credentials — Concur login credentials — username and password stored with AES-256 encryption, accessible only after Face ID/passcode authentication. Used for automated one-shot login to create expense reports.
• Device information — push notification token, device name, and OS/app version for delivering notifications

How We Use It

• Detect your flights automatically and organize travel expenses by trip
• Match card transactions to the correct tour using date, location, and merchant data
• Scan receipt photos to pre-fill expense details and reduce manual entry
• Generate expense reports for your review and submit them to Concur on your behalf
• Send push notifications for flight detection, expense matching, rideshare tip confirmation, and optional medical reminders
• Verify flights using brief GPS checks at departure and arrival airports

Location Data

• Location is collected only on scheduled duty days, only when a flight is detected for your tail number
• Collection is geofence-based (zero battery impact at rest) — precise GPS runs for approximately 5 minutes at departure and arrival
• Location data is used solely to verify you were at the correct airports
• You can stop all location collection by removing your tail number

AI Processing

• Receipt photos are processed by Claude AI (Anthropic) to extract expense details
• Hotel booking PDF folios are parsed locally first; AI is used only when local parsing cannot extract all fields
• AI processing is transient — your images and data are not stored or used for training by the AI provider
• You can review and edit all AI-extracted data before it is used in expense reports

Biometric Authentication

• Face ID is used on-device only to lock and unlock the app
• Biometric data never leaves your device and is never transmitted to our servers
• You can disable app lock at any time in Settings

Data Security

• All data transmitted over HTTPS with certificate pinning
• Concur credentials are encrypted with AES-256 symmetric encryption and require biometric authentication to access
• Gmail tokens and access tokens are encrypted at rest using symmetric encryption
• Authentication tokens expire in 30 minutes and are rotated automatically
• All tokens and sessions are invalidated on logout
• Sensitive data stored in iOS Keychain, not in app storage

Third-Party Services

• FlightAware — detects flights for your registered tail number using aviation data
• Anthropic (Claude AI) — processes receipt photos to extract expense details (images are not stored by the AI provider)
• Apple — authentication (Sign in with Apple), push notifications, and subscription billing
• Google — authentication (Sign in with Google) and optional Gmail access for booking email parsing
• SAP Concur — expense report creation using encrypted stored credentials with one-shot automated login

What We Never Do

• We never sell your data to advertisers, data brokers, or any third party
• We never use your data for advertising or marketing purposes
• We never share your financial data except as needed to provide the service (Concur for report submission)
• Third-party access is limited strictly to what is necessary to operate RoadLife

Your Rights

• Export all your data at any time (CSV or Google Sheet) from Settings
• Delete your account and all associated data permanently from Settings
• Delete your Concur credentials at any time from Settings
• Disable location collection by removing your tail number
• Control which push notifications you receive (flight alerts, expense matches, reports, medical reminders)
• Revoke Gmail access at any time through your Google account settings

Children's Privacy

RoadLife is designed for professional pilots and is not intended for use by 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, card transactions, and travel bookings. Each data type serves a specific purpose in that pipeline. If you opt out of providing any category, the features that depend on it will be unavailable, but the rest of the app will continue to function.