Privacy Policy

1. Introduction

TruckPayrollPro ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our payroll management platform for trucking companies.

2. Information We Collect

We collect information that you provide directly to us, including:

• Account information (name, email address, company name)
• Driver information (names, contact details, vehicle codes)
• Payroll data (ticket information, tonnage, rates, payments)
• Documents you upload (invoices, tickets, receipts)
• Communication data when you contact us for support

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process payroll calculations and generate reports
• Send you payout statements and notifications
• Respond to your comments, questions, and support requests
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent fraudulent transactions and abuse

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With your consent or at your direction
• With service providers who assist in our operations (e.g., cloud hosting, email services)
• To comply with legal obligations or respond to lawful requests
• To protect our rights, privacy, safety, or property

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption of data in transit and at rest, secure authentication, and regular security assessments.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. We will also retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

7. Your Rights

You have the right to:

• Access and receive a copy of your personal data
• Rectify inaccurate or incomplete information
• Request deletion of your personal data
• Object to or restrict processing of your data
• Data portability

8. Google API Services

TruckPayrollPro integrates with Google services to automate invoice processing and data import. When you connect your Google account, you explicitly authorize us to access certain data as described below.

Gmail Access (gmail.readonly scope)

What we access: We scan emails ONLY from broker email addresses that you explicitly whitelist in your company settings (e.g., invoicing@nelsonaggregates.com). We do NOT access your entire inbox.

What we extract: We download PDF attachments from whitelisted senders that contain PIT (Pay Invoice Ticket) invoices.

How we use it: PDFs are processed via Google Document AI to extract ticket numbers, amounts, and dates for payroll calculations. We do NOT read email body content, subject lines (except to verify sender), or any other attachments.

Retention: Extracted data (ticket numbers, amounts) is stored in our database for payroll records. The original emails remain in your Gmail account - we do NOT store them.

Google Drive Access (drive.file scope)

What we access: ONLY files that you explicitly select using Google's official Picker interface during historical data import. We use the restricted "drive.file" scope which only grants access to files you personally choose - we cannot browse or access any other files in your Drive.

What we extract: Driver names, dates, trip information, and payment amounts from spreadsheet cells you map during the import process.

How we use it: Data is imported once into our database to create historical payroll records. This is a one-time migration feature.

Retention: Imported data becomes part of your payroll history in our system. We do NOT maintain persistent access to your Drive files after import.

Gmail Send Access (gmail.send scope)

What we do: Send payout summary emails to your drivers from your company's business Gmail address (e.g., payroll@yourcompany.com).

Content: Emails contain only payroll information you own (driver earnings, trip counts, deductions) for the current pay period. You preview and approve all emails before sending.

Frequency: Only when you explicitly click "Send Payout Emails" after finalizing a pay period (typically 1-2 times per month).

Retention: Sent emails appear in your Gmail "Sent" folder as if you sent them manually. We do NOT store copies of sent emails.

Your Control Over Google Data Access

• You can disconnect any Google integration at any time from Settings → Company → Integrations
• When you disconnect, we immediately stop accessing your Google data
• Historical data already imported remains in our system for payroll continuity, but you can request deletion
• You can revoke our access directly from your Google Account permissions page
• We NEVER sell, share, or use your Google data for advertising or purposes other than those explicitly stated

Security: All Google API access uses OAuth 2.0 tokens (more secure than passwords). Tokens are encrypted and stored securely. All data transmission occurs over HTTPS.

9. AI Services and Data Processing

TruckPayrollPro uses artificial intelligence (AI) to automate data extraction from invoices and tickets. We use the following specific AI services to process documents you upload or that we retrieve from your Gmail:

Google Gemini 2.5 Flash (via Vertex AI)

• What we process: Photos of delivery tickets uploaded by your drivers or scanned from documents
• What we extract: Ticket numbers, dates, tonnage amounts, pit names, truck numbers, delivery addresses, and material types
• Data usage by Google: Google Vertex AI has contractual commitments that customer data is NOT used to train or improve Google's foundational models. Your data remains private and is only used to provide the extraction service.
• Data retention: Images are processed in real-time and are not stored by Google Gemini. Only the extracted text data (ticket numbers, amounts, dates) is stored in our database.

OpenAI GPT-4o

• What we process: PDF invoices from pit/quarry companies retrieved from your Gmail or uploaded manually
• What we extract: Ticket numbers, dates, tonnage, rates, amounts, truck identifiers, and product descriptions from multi-page invoices
• Data usage by OpenAI: Per OpenAI's API data usage policy, data sent via API is NOT used to train or improve their models. OpenAI retains API data for 30 days for abuse monitoring only, then deletes it.
• Data retention: PDFs are processed once and the extracted structured data is stored in our database. We do not store the original PDFs long-term.

Important: We use ONLY the two AI providers listed above (Google Gemini and OpenAI). We do NOT use any other AI or machine learning services to process your data. Both providers have strict policies against using customer API data for model training.

Your control: AI processing is essential to our payroll automation features. If you prefer not to use AI-powered extraction, you can manually enter all payroll data, though this will significantly increase the time required to process payroll.

10. Other Third-Party Services

Beyond the AI and Google services described above, we integrate with Stripe (for payments), Supabase (for database hosting), and Vercel (for application hosting). These services have their own privacy policies, and we encourage you to review them.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Email: privacy@truckpayrollpro.com
Website: https://truckpayrollpro.com