Privacy Policy

Version 1.2 · Effective June 21, 2026 · Last updated September 19, 2026

We built Fuelytics with privacy as a core design choice, not an afterthought. This policy explains, in plain language, what personal information we collect, why we collect it, how it is shared and protected, how long we keep it, and the choices and rights you have. By creating an account and accepting this policy, you agree to the practices described here. If you do not agree, please do not use the service.

1. What we collect

• Account & identity: your email address (required to sign in), a display name, and — only if you choose SMS sign-in — a phone number. Passwords are handled by Firebase Authentication and are never stored in readable form.
• Your vehicle group: the name of your vehicle group — assigned automatically when the group is created, and changeable at any time by the group owner — and your membership and role (owner, contributor, or viewer) within each group you belong to. Vehicle groups are used to group together vehicles and the users who can see and/or add data about them. For details about who can see information inside the group, refer to section 3, “How your data is shared within a group.”
• Vehicles: make, model, year, fuel type, tank capacity, starting odometer, and a label you choose.
• Fill-ups: date, odometer reading, gallons, price per gallon, total cost, and fuel grade. If you turn on location capture for a vehicle, we also store the gas-station name and GPS coordinates. We calculate miles driven, fuel economy (MPG), and cost per mile from this data.
• Photos (optional): pictures of your odometer and the fuel pump — only if you enable image capture for a vehicle. You can turn this off at any time. Be aware that not enabling this feature will require manual data entry of every fill-up.
• Location (optional): GPS coordinates at the time of a fill-up — only if you enable location capture for a vehicle. Turning it off stops future collection.
• Device and browser integrity signals: when you use the website or the apps, security checks confirm that requests come from a genuine copy of Fuelytics on a real browser or device. These checks send browser, device and app signals to Google or Apple and return a short-lived token. See “Security and fraud prevention” in section 4.
• Technical & audit data: crash reports and performance metrics (which do not include your fill-up data), and an audit log that records who created, changed, or deleted records, and when.

We do not collect government IDs, payment card numbers, biometric data, or data about your contacts.

2. Why we collect it

• To provide the service: your account, group, vehicles, and fill-ups are needed to make the app work — these are required to use Fuelytics.
• To keep the service secure and accurate: the audit log helps us protect the integrity of the data and lets you review and dispute changes to your records.
• With your consent: location and photo capture are entirely optional, set per vehicle, and can be switched off whenever you like.

3. How your data is shared within a group

Fuelytics organizes data into Groups — a shared workspace you create (becoming its Owner) or are invited into as a Contributor or Viewer. This is important to understand:

• Within your group, your vehicles and fill-ups are visible to other members according to their role: Owners can view and edit every record in the group and manage its members; Contributors can view all records and add their own; Viewers can read records only.
• Your records are therefore not private from the Owners and Contributors of your group. Only join or create a group with people you intend to share this data with.
• Nothing is visible across groups. A member of one group cannot see another group’s data. Only a Fuelytics administrator can access data across groups, for support and security purposes.

4. Who else processes your data

We use trusted third-party services to run Fuelytics. We do not sell your personal information or use it for advertising.

AI fill-up capture (Anthropic). If you use the optional AI fill-up capture feature, the photos you take of your odometer and fuel pump (and the related capture metadata) are sent to Anthropic’s Claude API so it can read the images and extract the fill-up details for you. Anthropic acts as a sub-processor for this single purpose. We do not store these photos: in our live service they are processed in passing — sent for extraction and then discarded — and are never saved to our systems. Under our agreement with Anthropic, this content is not used to train its models, a data processing agreement (DPA) is in force, and Anthropic’s default retention is 30 days, which is our standing, permanent retention period for this content. (We explored a custom zero-retention arrangement with Anthropic; it was declined, so the 30-day default applies and nothing further is pending.) This feature is entirely optional and off unless you turn on image capture for a vehicle; if you don’t use it, your photos are never sent to Anthropic.

SMS verification (Firebase Phone Auth). If you choose to sign in with your phone number, Google’s Firebase Phone Authentication sends the one-time verification code to your phone. Only your phone number is used, solely to deliver and verify the code. Before a code is sent, Google also checks that the request comes from a genuine browser or app (on the website this uses reCAPTCHA), to prevent SMS abuse. Firebase acts as a sub-processor for this purpose under the same Google Cloud / Firebase data processing agreement that covers the rest of our infrastructure. If you don’t use phone sign-in, no phone number is collected or sent.

Transactional email (Resend). We use Resend to send the emails the service needs: email verification, password reset and sign-in links, group invitations, and the messages you send us through the support and sign-in help forms. Resend receives the recipient’s email address, the message content, and delivery information, and uses them only to deliver the email. We do not use it for marketing email.

Security and fraud prevention. To prevent abuse, automated sign-ups and account takeover, Fuelytics uses Firebase App Check. App Check confirms that each request comes from a genuine copy of our website or app before our servers accept it. It relies on a different provider on each platform:

• Website — Google reCAPTCHA. reCAPTCHA sends browser, device and interaction information (for example your browser and device characteristics and how you interact with the page) to Google, which scores the risk that the request is automated. It runs on the website pages, including sign-in, and on requests to our servers. Your use of reCAPTCHA is subject to the Google Privacy Policy and Terms of Service.
• Android app — Google Play Integrity. Google Play services confirm that the app is a genuine copy installed from Google Play, running on a device that passes Google’s integrity checks.
• iPhone app — Apple App Attest, with DeviceCheck as a fallback. Apple confirms that the app is a genuine copy running on a real Apple device. See Apple’s Privacy Policy.

These checks produce a short-lived token that our servers verify. We do not store the underlying signals with your account, and we do not use them for advertising or to track you across other apps or websites. We rely on our legitimate interest in keeping the service and your account secure.

Fuelytics operations team. Our operations team may access your data only when it’s needed to run the service — to troubleshoot a problem, perform maintenance, investigate a security issue, or respond to a support request you’ve made. This access is limited to those purposes, restricted to authorized team members, and recorded in our audit log. We don’t use your fill-up data for anything else.

5. Disclosure to law enforcement and legal requests

We don’t share your personal data with anyone except as described in this policy. We may disclose data to law enforcement or other government authorities only when we are legally required to do so — for example, in response to a valid subpoena, court order, search warrant, or other lawful request — or where we reasonably believe disclosure is necessary to comply with the law, prevent harm or fraud, protect someone’s safety, or establish or defend our legal rights.

Where we are legally permitted to, we will make reasonable efforts to notify the affected user before disclosing their data, and we limit any disclosure to what the request legally requires.

6. How long we keep it

We are introducing shorter, clearer retention rules, including for deleted records and groups. We will update this section when they take effect.

7. How we protect it

• Encrypted in transit (HTTPS/TLS) and at rest.
• Sign-in is required for all access; what you can see and do is limited to your group and role, and enforced on our servers — not just in the app.
• App Check guards against impersonation of the app (see “Security and fraud prevention” in section 4), and every create, edit, and delete is recorded in the audit log.

8. Your rights and choices

• Access: request a copy of the personal data we hold about you, delivered as a CSV export. The export includes your fill-up records, vehicle events, and your account and group metadata (membership and role). It does not include the audit log (retained for the security and integrity purpose described in Section 6) or photos (we do not store capture photos — see Section 4).
• Deletion: delete your account and associated personal data, as described in Section 6. You can delete your account yourself at any time: on the website go to Account, then Delete my account; in the Android or iPhone app go to Account, then Delete account. If you can’t sign in to do that, the “Having trouble logging in?” link on the sign-in page is the backup way to request deletion; support verifies your identity first. Account deletion is reversible for 30 days: your account is deactivated immediately and scheduled for permanent deletion 30 days later. During that window our support team can restore your account — with your fill-ups, vehicles, events, and memberships intact — after re-verifying your identity; you won’t be able to sign in while deletion is pending. At day 30 the deletion becomes permanent and cannot be undone: your sign-in and profile are erased and your name is removed from any fill-ups or events you logged, which stay with the vehicle group.
• Correction: ask us to fix inaccurate records (you can also edit your own fill-ups in the app).
• Portability: your export is formatted so it can be re-imported elsewhere.
• Opt-outs: turn location and photo capture on or off per vehicle at any time.

We respond to requests within 30 days of verifying your identity. To make a request, use the Help form in the website, the options described above, or email the contact below. Depending on where you live — for example under the California CCPA/CPRA or the EU/UK GDPR — you may have additional rights, which we honor.

9. Children

Fuelytics is not directed to children, and you must be 16 or older to create an account or use the Service. We do not knowingly collect personal data from anyone under 16. If you believe a child under 16 has provided us data, contact us and we will delete it.

10. Changes to this policy

If we make a material change — for example to what we collect, how long we keep it, or who processes it — we will notify you and ask you to review and accept the updated policy before you continue using the service. Minor, non-material changes are posted with an updated effective date. The current version always appears in the app and on the web.

11. Contact

Questions, requests, or privacy concerns: contact us at privacy@fuelytics.app.

This user-facing policy summarizes our full Privacy Policy & Data Governance document; where the two differ, the governance document governs.