Privacy Policy

Effective: September 20, 2026

MD Key LLC operates Road Balance. This Privacy Policy explains how Road Balance processes information when you use the app.

Information We Process

Road Balance may process:

• Account and profile information, including your email address, name if provided, language preferences and account identifiers.
• Trucking and work records, including loads, mileage, routes, work and pay information, reimbursements and related records.
• Financial records you enter or import, including income, business expenses, personal road spending, deductions and payment-related information contained in your records.
• Receipts, driver statements and information extracted from those documents.
• Files and selected records you choose to import.
• Information you provide when contacting support.
• Technical and security information used to operate and protect the service, such as authentication/session information, IP address, user agent, usage records and operational diagnostics.

Road Balance uses Supabase cloud infrastructure to provide authentication, database services and private file storage.

Location Information

Technical and security logs may include approximate location derived from IP addresses, such as city or country. This information is used to operate, protect, and troubleshoot Road Balance and is not used for advertising or cross-app tracking.

The current iOS app removes embedded image metadata, including EXIF and GPS coordinates, from receipt and statement images before upload. PDFs and other non-image documents are not subject to this image-metadata sanitization. Images uploaded through earlier development versions may still contain embedded metadata and remain subject to our existing storage, processing, and retention practices.

How We Use Information

We use information to:

• Create and authenticate your account.
• Store, organize and display your records.
• Calculate income, expenses, mileage and other Road Balance metrics.
• Provide analytics and comparisons across time periods.
• Process receipts and driver statements when you request document recognition.
• Import and export records.
• Prepare summaries and records that may assist you during tax preparation.
• Provide customer support.
• Prevent abuse, enforce usage limits and secure the service.
• Comply with applicable legal obligations.

We process account-linked purchase and subscription status to provide access to Road Balance features.

AI-Assisted Document Processing

Receipt scanning and driver-statement recognition are optional features.

When you choose to use one of these features, Road Balance securely sends the selected document through its backend services to OpenAI for AI-assisted extraction. The document may contain financial, trucking, merchant, route or other information contained in the file you selected.

Road Balance does not send a receipt or driver statement to OpenAI for document recognition unless you choose to use a feature that requires that processing.

Extracted information may be stored in Road Balance so that it can be reviewed, used in your records and, where applicable, reused without processing the same document again.

Storage and Retention

Road Balance stores account and app data using Supabase cloud infrastructure. Uploaded receipts and driver statements are stored in private storage.

Records and uploaded documents may be retained while your account remains active so Road Balance can provide its features, maintain your records and support document review and recognition.

Historical spreadsheet files are processed for import; selected and normalized import information may be transmitted and stored as part of your Road Balance records.

When you export information from Road Balance to your device, another app, cloud-storage provider, printer or other destination, those exported copies are controlled by that destination and are no longer under Road Balance's exclusive control.

Access and Sharing

Other Road Balance users cannot access your private account data.

Authorized administrative access is limited to operating, securing, troubleshooting and supporting Road Balance, processing your requests, enforcing service limits or meeting legal requirements.

Road Balance uses service providers, including Supabase for cloud infrastructure and OpenAI for optional AI-assisted document recognition. These providers process information as necessary to provide their services to Road Balance.

MD Key LLC does not sell your personal, trucking or financial information.

Road Balance does not use your information for cross-app advertising tracking.

Account and Data Deletion

You can permanently delete your Road Balance account from within the app. Account deletion cannot be undone and the deleted account cannot be restored.

Deleting your account removes the account and associated Road Balance records and files handled by the account-deletion process.

Limited records may be retained where necessary for security, fraud or abuse prevention, enforcement of trial or usage limits, legal obligations, system integrity, backups or operational records. These records may include hashed or otherwise limited identifiers and service-usage information and are not retained for advertising purposes.

Copies that you previously exported or shared outside Road Balance are not controlled by Road Balance and are not removed when you delete your account.

Security

Road Balance uses technical and organizational safeguards intended to protect information processed through the service. No electronic storage or transmission system can be guaranteed to be completely secure.

Children

Road Balance is intended for users managing trucking work and financial records and is not directed to children.

Changes to This Policy

We may update this Privacy Policy when Road Balance features, service providers or legal requirements change. The effective date above identifies the current version.

Contact

For privacy questions or requests, contact:

MD Key LLC
support@mdkeyllc.com