Privacy policy

Effective 13 November 2026. This policy describes what the TripGears app does today. When the app starts collecting or sharing anything new, this page changes first.

You need an account to use TripGears. In the app and on the TripGears website you sign in with a one-time code we send to your email address or with your Google account, or, on iPhone and on the website, with Sign in with Apple; your account is created the first time you sign in.
Your vehicles, trips, documents and photos are private to your account. Other users cannot see them.
There is no advertising, no tracking and no analytics of how you use the app. When the app crashes, it sends a technical crash report so that we can fix the error, as described below.
We do not sell your data or share it with anyone for marketing.

Who is responsible for your data

The controller of your personal data is the publisher of TripGears:

Name: Roman Gusev IT
Address: Wierna 15C, 03-890 Warsaw, Poland
Tax ID (NIP): 5242958092
Email: support@tripgears.app

What we collect

Your account

Your email address. In the app and on the website you sign in with a six-digit code that we email to you; each code works once and expires after 10 minutes. On iPhone and on the website you can instead sign in with Apple. Apple then gives us an identifier for your Apple account and the email address you choose to share, which can be a private relay address that forwards to your own. On the website, Apple may also give us the name on your Apple account the first time you sign in there; the authentication service keeps it with your account, and the app does not show it. Apple handles that sign-in under its own privacy policy. When you sign in with Apple, on iPhone or on the website, we keep a token Apple issues for TripGears only so that we can revoke TripGears' access to your Apple account when you delete your account; neither the app nor any user can read it. On iPhone, Android and the website you can also sign in with Google. Google then gives us an identifier for your Google account, its email address, which Google has verified, and the name and profile picture link on that account; the authentication service keeps them with your account, and the app does not show the name or the picture. Google handles that sign-in under its own privacy policy, and we keep no Google token. If the email address of your Google account is the one you already use for TripGears, both ways of signing in open the same account. Test accounts we create to check the service can also sign in to the website with a password, which our authentication provider stores only as a salted hash, never as readable text. When you sign in, the authentication service records the time of the sign-in, your IP address and your device's or browser's user agent, to keep sessions and accounts secure.

Your vehicles

For each vehicle: its type, the name you give it (up to 30 characters), the distance unit you choose and its current odometer reading; if you fill them in, its make, model, year, VIN and registration number and any details you add yourself; together with technical identifiers, version numbers and timestamps. You can also attach one photo of the receipt to a service record, as described below.

For each service you record on a vehicle, such as an oil change: the kind of work, the date and the odometer reading, the short name and note you add, and the cost you paid for it as you enter it, with its currency, together with technical identifiers, version numbers and timestamps.

Your trips

For each trip: the vehicle it belongs to. For each Day of a trip: its date and, if you keep or set one, its time of day with your phone's offset from UTC at that time, which tells your time zone then; the odometer reading and its unit (kilometres or miles), the place as text you type (up to 120 characters), which tells where you were that day, and, if you add one, a note (up to 2000 characters). Each trip and Day is stored together with technical identifiers, version numbers and timestamps, including when it was deleted. You can also attach photos to a Day, as described below.

Your documents

For each document you add: its type, or for Other the name you give it (up to 60 characters); whether it is yours or belongs to one of your vehicles; and, if you fill them in, its number (up to 64 characters), its issue date and its expiry date. When you renew a document, its earlier numbers and dates are kept as its history. Each document is stored together with technical identifiers, version numbers and timestamps, including when it was archived or deleted. You can also attach photos and PDF files to a document, as described below; the app does not read or scan their contents.

Photos and PDF files you attach

Photos and PDF files are optional. When you attach a photo, the app opens your phone's system photo picker and receives only the photo you choose. When you attach a PDF file, the app opens your phone's system file picker and receives only the file you choose. To take a photo of a document, of a service receipt or for a Day, the app asks for permission to use the camera, only when you choose that option, and keeps only the photo you take. The app never asks for permission to use your photo library, microphone, contacts or Face ID, and asks for your phone's location only as described under A Day's place from your current location. On iPhone, when you choose a photo for a Day from your photos, the app may read the location stored in that photo, on your phone, to suggest the place of the Day. On Android, the app does not read the location stored in your photos and does not ask for permission to do so.

Before a photo leaves your phone, the app re-encodes it and removes embedded metadata such as camera details and GPS location, and refuses to upload it if any remains. Photos are stored as JPEG or PNG, up to 5 MB each, up to 5 per vehicle or per document, up to 10 per Day and 1 per service record, together with their file type, size, width, height and a checksum. A PDF file is stored as you chose it, up to 5 MB each and up to 5 attachments per document, together with its file name as your phone gives it (up to 120 characters), file type, size and a checksum; a PDF file can contain personal details of its own, which the app does not remove. PDF files open in your phone's own document viewer.

A Day's place from a photo

When you add a photo to a Day on iPhone, the app may read the location stored in that photo, on your phone, before it removes the photo's metadata. It uses that location only to suggest the place of the Day: it sends the photo's latitude and longitude to the geocoding service built into your iPhone, Apple's, which returns a place name. The app shows that name as a suggestion and saves it as the Day's place only if you choose to use it, and you can still change it. The coordinates are not stored, synced or sent anywhere else, and the uploaded photo carries no location.

A Day's place from your current location

The place field of a Day has a Current Location button. The first time you tap it, the app asks for permission to use your phone's location while you use the app; you can refuse and still type the place, and the app does not ask again. With your permission, the app reads your approximate location once, only when you tap Current Location, and never in the background. It uses that location only to suggest the place of the Day: it sends the latitude and longitude to the geocoding service of your phone's system, Apple's on iPhone and on Android the one your phone provides (on most Android phones, Google's), which returns a place name. The app puts that name in the place field, where you can change or remove it before you save; only the text you save is stored. The coordinates are not stored, synced or sent anywhere else.

Sync records

To keep your devices consistent, the service keeps technical records of the changes you make. When two changes to the same vehicle, trip, Day or document collide, these records can hold copies of its earlier and later details, including a vehicle's name, a Day's place and note, or a document's number and dates.

Technical data sent by the app

The sync service receives a random identifier created for the app's local database on your phone, and the name and version of your phone's operating system. The app does not send an advertising identifier or a hardware identifier such as an IMEI or serial number.

Crash reports

When the app crashes or meets an error it cannot handle, it sends a crash report to our crash reporting provider. Crash reporting is switched on in the versions of the app distributed through the App Store, TestFlight or Google Play. A report of an error in the app's own code contains the kind of error and where in the app's code it happened, the time, the app's version and build number, your phone's operating system and its version, and your phone's model, manufacturer and brand. It does not contain the text of the error message, your email address, your account identifier, anything you entered in the app, your photos or files, a screenshot, or the screens you visited.

A crash in native code, below the part of the app that limits a report to the details above, is reported without that limit: its report can also carry the text of the error message, an identifier created for the installation of the app, and further technical details of your phone, such as its memory, storage and screen. Before any report is stored, the provider removes your IP address, the account identifier, the installation identifier, the text of the error message, and any field named as an email address, VIN, registration, token, authorization or password. A native crash report can keep other technical identifiers that the crash reporting software derives from your phone and the app; they contain no name, email address or account identifier.

What we do not collect

Your phone number, date of birth, contacts, health data, browsing or search history, payment card or bank details, or your phone's location as coordinates. We hold a name only if you sign in with Google, or with Apple on the website, as described under Your account. The place of a Day is only the text you type or a suggestion, from a photo's location or from your current location, that you choose to keep; the app reads your phone's location only as described above. The cost of a service is only the amount you type; TripGears takes no payments. Apart from the photo, PDF file or TripGears export file you choose, the app reads nothing from other apps; when you restore from an export file, the app sends its records to the service to replace your current ones. The app contains no usage analytics, advertising, attribution or tracking software. It contains crash reporting software only to send the crash reports described above.

Why we use it

To provide the service you signed up for: your account, your vehicles, trips, documents and photos, and keeping them in sync between your devices. The legal basis is the performance of our contract with you (Article 6(1)(b) GDPR).
To keep the service secure, using the sign-in records described above. The legal basis is our legitimate interest in protecting your account and the service (Article 6(1)(f) GDPR).
To suggest a Day's place from the location stored in a photo you add, as described above, when you add that photo. The legal basis is the performance of our contract with you (Article 6(1)(b) GDPR).
To suggest a Day's place from your approximate current location, as described above, when you tap Current Location. The legal basis is the performance of our contract with you (Article 6(1)(b) GDPR).
To find and fix errors in the app, using the crash reports described above. The legal basis is our legitimate interest in keeping the app working (Article 6(1)(f) GDPR).

We do not use your data for advertising, profiling or automated decisions about you.

Where your data is stored

On your phone

Your vehicle, trip and document records, including a Day you have started but not saved yet, are kept in a local database that the app encrypts. Copies of your photos are kept as image files in the app's private storage, protected by your phone's own encryption. On an iPhone, these files can be included in your device backup to iCloud or a computer; the database stays encrypted with a key that remains on the original phone.

In your browser

If you use the TripGears website client, it keeps a copy of your records and downloaded photos in your browser's storage, which the app does not encrypt. Signing out of the website removes that copy.

In the cloud

Your account, records and photos are stored with the providers listed below. Photos are kept in private storage that only your account can read.

Who processes your data for us

Supabase (Supabase Pte. Ltd.) hosts the database and the authentication service. Region: London, United Kingdom, which the European Commission recognises as providing adequate data protection.
PowerSync (Journey Mobile, Inc.) synchronises your records between your devices and the database. It receives your sign-in token, which identifies your account and includes your email address, and the technical data described above. It does not receive your photo files. Region: European Union.
Cloudflare R2 (Cloudflare, Inc.) stores the photo and PDF files you attach, in private storage that only your account can read. It also stores our daily database backups, encrypted with a key that Cloudflare does not hold; each backup expires after 8 days and is then removed, usually within a day. Region: Eastern Europe. Cloudflare, Inc. is a US company, so the transfer safeguards described below apply.
Resend (Plus Five Five, Inc.) sends the sign-in code emails from auth.tripgears.app. It receives your email address and the message, including the code, and keeps sent messages for 30 days. It sends from the European Union (Ireland); the company processes data mainly in the United States. Open and click tracking are switched off.
Sentry (Functional Software, Inc.) receives the crash reports described above and keeps them for 30 days. It does not store your IP address. Region: European Union (Germany).
GitHub hosts this website and records visitors' IP addresses for security. This website sets no cookies and loads nothing from other sites.

Place suggestions do not use one of these providers: the geocoding service of your phone's system returns a place name under its own privacy policy. On iPhone it is Apple's, and it receives only a photo's latitude and longitude or your approximate current location. On Android it is the one your phone provides (on most Android phones, Google's), and it receives only your approximate current location.

These providers process your data only to run the service for us. These providers' data processing terms include the European Commission's Standard Contractual Clauses for any transfer outside the European Economic Area.

The publisher can technically access stored data as the operator of the service, and does so only to run it, to fix a problem, or to act on your request.

How long we keep it

Your account, vehicles, trips, documents, photos and sync records are kept for as long as your account exists.
Sign-in code emails are kept by the email provider for 30 days after sending.
Crash reports are kept by the crash reporting provider for 30 days.
When you delete a photo, it is marked deleted at once. The file is removed from cloud storage by the device or browser you deleted it from, the next time it runs online at least 24 hours later. If that does not happen, the file stays until you ask us to remove it or your account is deleted.
When you delete a vehicle, it is marked deleted and leaves your Garage, and its photos are marked deleted too. Its trips stay in your trip history under Past, still showing the vehicle's name.
When you archive a document, it stays in your list, marked archived, with its history, until you restore it.
When you delete a service record, its receipt photo is marked deleted too and removed from cloud storage as described for photos.
When you delete a document, it is marked deleted together with its history and no longer shown in the app, and its photos and PDF files are marked deleted too and removed from cloud storage as described for photos.
When you delete a Day, or a trip together with its last Day, it is marked deleted and no longer shown in the app.
A record marked deleted keeps its details for as long as your account exists. To have one removed sooner, ask us by email.
When your account is deleted, your data is removed from the service, including your photos. Our database provider keeps up to seven daily backups, so your account data can remain in those backups for up to seven days after deletion. Your photos are not included in those backups. Our other providers can keep copies in their own backups for a limited time under their data processing terms. Our encrypted daily backups held by Cloudflare expire after 8 days and are then removed, usually within a day, so your account data can remain in them for about 9 days after deletion.

Your rights

You can delete your account and all its data, including your photos, yourself at any time with Delete Account in the app's account menu; it takes effect right away, and if you signed in with Apple it also revokes TripGears' access to your Apple account whenever we hold a token for it; you can always remove that access yourself in your Apple Account settings. If you signed in with Google, you can remove TripGears from the third-party connections in your Google Account settings. You can also ask us to give you a copy of your data, to correct it, to delete it together with your account and photos, to restrict or object to its use, or to receive it in a portable format. Email us at support@tripgears.app from the address of your account, and we will act on your request within one month, as the GDPR requires.

You can also complain to the Polish data protection authority, the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stanisława Moniuszki 1A, 00-014 Warszawa, uodo.gov.pl.

Cookies

The mobile app uses no cookies. The TripGears website client uses only the cookies needed to sign you in and keep you signed in, including a cookie that holds your email address for up to an hour between asking for a code and entering it. This website sets no cookies.

Children

TripGears is not directed at children under 16, and we do not knowingly collect data from them.

Security

Data travels between the app and our providers over encrypted connections. Access rules in the database, in photo storage and in the sync service limit every record and every photo to its owner's account.

Changes to this policy

When the app changes what it collects or who processes it, we update this page and its effective date before the change reaches you.