Privacy Policy

1Introduction

OptiMile LLC ("OptiMile," "we," "us," or "our") respects your privacy and is committed to protecting the personal and business information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://optimile.pro (the "Site") and use our fleet fuel optimization services (the "Service").

By accessing or using our Service, you signify that you have read, understood, and agree to our collection, storage, use, and disclosure of your personal information as described in this Privacy Policy and our Terms of Service.

Our Service is currently offered only to businesses and drivers located in the United States. If you are located outside the United States, you should not use the Service.

2Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked, directly or indirectly, with you or your business ("Personal Information").

A. Information You Provide to Us

• Account Registration: When you register for an account, we collect your full name, company name, email address, phone number, and U.S. Department of Transportation (DOT) number.
• Fuel Pricing Data: We collect the fuel pricing files (CSV, Excel) you upload. This data includes contracted fuel prices with specific fuel providers (such as Love's or Pilot Flying J) and the locations where you can purchase fuel at those prices. This data is treated as confidential and is strictly siloed; it is used solely to optimize routes for your specific account and is not shared with or accessible to other users.
• Payment Information: We use Stripe to process payments. We do not store your credit card or banking information on our servers. All payment data is handled directly by Stripe in accordance with their privacy policy.

B. Information Collected via Integrations

If you choose to integrate third-party telematics services (such as Samsara), we may collect:

• Real-time vehicle location (GPS coordinates)
• Fuel consumption data and tank levels
• Route history and performance metrics
• Driver names

C. Optional AI Processing

If you choose to use our optional AI-powered route parsing feature, we send route and load information to OpenAI's API for processing. This feature is entirely optional and must be manually selected by you.

• Data Sent to OpenAI: Any information you choose to send in the parsing process will be sent to OpenAI. Do not add anything into the text box where trip details are parsed if you do not want them sent to OpenAI. Route details including origin, destination, stop locations, timestamps, and driver names if included in the load information.
• OpenAI Data Retention: We use OpenAI's API with data retention disabled ("zero retention" mode). According to OpenAI's data usage policies, data sent to their API with this setting enabled is not retained or used to train their models.
• Your Control: You can choose whether to use AI parsing or manually enter route information. Using manual entry means no data is sent to OpenAI.

D. Information Collected Automatically

• Usage Data: We use tools like Google Analytics to collect information about your interactions with our Site, such as pages visited, time spent on pages, referring websites, IP address, and browser type. Google Analytics may track both anonymous visitors and logged-in users.
• Tracking Technologies: We use cookies and pixels, including the Meta Pixel, to track conversion rates from our advertising sources, create lookalike audiences for advertising campaigns, and to improve the effectiveness of our marketing efforts.
• Cookie Banner and Management Tool: Where required by law, we will present you with a cookie banner and/or cookie management tool when you first visit our Site. This tool allows you to manage your preferences for non-essential cookies and similar technologies (such as analytics and advertising cookies), while still allowing strictly necessary cookies that are required for the Site to function.

3How We Use Your Information

We use the information we collect for the following business purposes:

• ServiceTo generate optimized fuel stops, calculate savings, provide route planning services, and deliver the core functionality of our Service.
• CommsTo send you administrative information, such as account changes, service updates, driver load instructions, and route updates.
• SMSTo send route updates and load information to drivers via SMS (powered by Twilio), subject to proper consent as described in Section 4.
• MarketingTo send you emails about new features, special offers, or other information we think you may find interesting. You may opt out of these emails at any time.
• AnalyticsTo analyze trends, usage, and activities in connection with our Service to improve our platform and user experience.
• AutomationWe use automated tools and algorithms to analyze route, telematics, and fuel pricing data in order to recommend routes and fuel stops and to estimate potential savings. These tools are designed to support operational efficiency for fleets and do not make legally or similarly significant decisions about individual drivers; ultimate routing and dispatch decisions remain with your fleet.

4SMS and Text Messaging

We value your privacy and strictly adhere to the Telephone Consumer Protection Act (TCPA) and carrier regulations regarding SMS communications.

A. Consent Requirements

We will only send SMS messages to drivers who have provided express written consent. Because we cannot accept consent from a third party (like a fleet manager) on your behalf, you must initiate the opt-in process yourself using one of the following methods:

• Method 1 - Account Portal Consent: When logging into your driver account on our website or mobile app, you may navigate to "Settings" and check the box labeled "I agree to receive account notifications, route updates, and load details via SMS from OptiMile."
• Method 2 - Driver-Initiated Opt-In: If your fleet manager has added your profile to our system, they will provide you with our short code or phone number. You must text the keyword "START" or "JOIN" to that number from your mobile device to activate SMS messages.

B. What You Are Consenting To

By performing one of the actions above, you agree to receive:

• Route optimization updates
• Fuel stop recommendations
• Load assignment details
• Account notifications related to your trips
• Occasional service updates (non-marketing)

C. Message Frequency

Message frequency varies based on your fleet activity, route volume, and trip assignments. You may receive anywhere from 0 to 20+ messages per week depending on your driving schedule.

D. Opt-Out Rights

You can cancel the SMS service at any time. Just text "STOP" to the short code or number. After you send the SMS message "STOP" to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time and we will start sending SMS messages to you again.

E. Message and Data Rates

Message and data rates may apply for any messages sent to you from us and to us from you. If you have any questions about your text plan or data plan, it is best to contact your wireless provider.

F. Help and Support

If you are experiencing issues with the messaging program you can reply with the keyword "HELP" for more assistance, or you can get help directly at support@optimile.pro.

G. Mobile Data Privacy

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5Data Sharing and Disclosure

We do not sell your Personal Information for monetary consideration. However, under the laws of certain states (such as California), allowing advertising partners to collect data via cookies or pixels may be defined as "sharing" or "selling" for the purpose of cross-context behavioral advertising. We describe these practices below.

A. Service Providers and Subprocessors

We share data with trusted third-party vendors who perform services on our behalf:

All service providers are contractually obligated to protect your data and use it only for the purposes we specify.

B. Analytics and Advertising Partners

We use analytics and advertising tools that may receive information about your interactions with our marketing Site and our marketing emails:

• Google Analytics: We use Google Analytics to understand how visitors use our Site.
• Meta Pixel: We use the Meta Pixel on our Site for conversion tracking and advertising purposes.

We use these tools only in connection with our marketing websites and campaigns. We do not use driver telematics data, real-time GPS coordinates, or uploaded fuel pricing data for cross-context behavioral advertising.

Under California and other state privacy laws, sharing information with advertising partners like Meta may constitute "sharing" personal information for cross-context behavioral advertising purposes. See Section 11 (State-Specific Privacy Rights) for information about how to opt out of this sharing.

C. Legal Requirements and Business Transfers

We may disclose your information if:

• Required by law, regulation, legal process, or government request
• Necessary to protect the rights, property, or safety of OptiMile, our users, or the public
• Needed to enforce our Terms of Service or investigate potential violations
• In connection with a merger, acquisition, bankruptcy, or sale of assets (you will be notified via email and/or prominent notice on our Site)

D. Data Siloing and Non-Sharing Between Customers

Your fuel pricing data and route information is strictly siloed. We never share your business data, fuel pricing files, or route information with other OptiMile customers or third parties (except the service providers listed above who process data on our behalf).

For most fleet data (including driver information, route history, telematics data, and uploaded fuel pricing files) we act as a "service provider" or "processor" on behalf of your company under applicable privacy laws. We process this information only to provide the Service, to maintain and improve the security and performance of the Service, and as otherwise permitted by our agreement with your company, not for our own independent marketing or cross-context behavioral advertising.

6Data Security

We employ industry-standard security measures to protect your data:

7Data Retention and Deletion

A. How Long We Keep Your Data (Active Accounts)

While your account is active, we retain your account information, route history, uploaded fuel pricing data, driver information, and related telemetry as long as reasonably necessary to:

• Provide and maintain the Service;
• Support your fleet operations and reporting;
• Comply with our legal, accounting, and regulatory obligations; and
• Enforce our agreements and protect the security and integrity of the Service.

B. Retention After Your Account Ends

If you cancel your subscription or your account otherwise becomes inactive, we will not keep your data longer than is reasonably necessary for the purposes described above. In general, subject to applicable law and legal holds, we follow these guidelines:

C. Your Right to Request Deletion

You have the right to request deletion of your personal information, subject to certain exceptions required by law.

• Fleet Administrators / Account Owners: If you are a fleet manager or account owner, you may request deletion of your entire account, including associated driver data, route history, and uploaded files.
• Individual Drivers: If you are a driver, you may request deletion of your personal information (such as your name, phone number, email address, and location history). We may need to notify your fleet administrator, as this may affect route history and safety records associated with the fleet account.

To submit a deletion request, contact us at support@optimile.pro.

8Children's Privacy

Our Service is intended for use by businesses and individuals who are at least 18 years old. If you are under 18, you may not use the Service. We do not knowingly collect, maintain, or use personal information from anyone under the age of 18.

If you are under 18, you may not use the Service or provide any information to us. If we become aware that we have collected personal information from a user under the age of 18, we will take steps to delete such information promptly. If you believe we may have collected information from a user under 18, please contact us at support@optimile.pro.

9Your Rights and Choices

A. Account Information

You may update or correct your account information at any time by logging into your account settings.

B. Marketing Communications

You can unsubscribe from our marketing emails by clicking the "unsubscribe" link at the bottom of any marketing email. Please note that even if you opt out of marketing emails, we will still send you transactional emails related to your account and service.

C. SMS Notifications

You can opt out of SMS messages at any time by texting "STOP" or by adjusting your notification preferences in your driver account settings.

D. Cookie and Tracking Preferences

You can manage your cookie and tracking preferences in several ways:

• Cookie Management Tool: Where required by law, we provide a cookie banner and/or cookie management tool when you first visit our Site.
• Browser Settings: You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. If you disable or refuse cookies, some parts of our Service may not function properly.
• Most browsers also offer a "Do Not Track" (DNT) setting; however, we do not currently respond to DNT browser signals. We do, however, honor Global Privacy Control (GPC) signals from users in applicable U.S. states.

E. Driver vs. Fleet Administrator Rights

• Fleet Administrators: If you manage a fleet account, you have the ability to add/remove drivers, upload fuel pricing data, and control account settings. You can request deletion of the entire account and all associated data.
• Individual Drivers: If you are a driver, you have rights over your personal information (name, phone number, email, location history) even though your fleet administrator controls the account. You can request access to, correction of, or deletion of your personal information by contacting support@optimile.pro.
• Conflicts: If there is a conflict between a driver request and a fleet administrator's preferences, we will attempt to honor the individual driver privacy rights while maintaining necessary business records for the fleet account.

F. Data Portability

You can request a copy of your data in a portable format (CSV) by contacting support@optimile.pro. We will provide your data within 45 days of your request.

10International Data Transfers

Our Service is designed for and offered only to businesses and drivers located in the United States. If you are located outside the United States, you should not use the Service.

Our core application infrastructure is hosted in the United States (Google Cloud Platform). Some of our service providers may process personal information in other countries. By visiting our Site, creating an account, or otherwise providing personal information to us, you understand that your information will be transferred to, stored, and processed in the United States and possibly other jurisdictions, which may have different data protection laws than your country of residence.

If we later decide to offer the Service to residents of other countries, we will update this Privacy Policy and our practices as required by applicable law.

11State-Specific Privacy Rights

If you are a resident of a state with a comprehensive consumer privacy law, you have specific rights regarding your personal information.

A. Applicable State Laws

As of December 2025, this section applies to residents of states including, but not limited to:

• California (CCPA/CPRA)
• Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Montana, Oregon, Tennessee, Texas, Utah, and Virginia
• Maryland (Effective Oct 1, 2025), Minnesota (Effective July 31, 2025), Nebraska, New Hampshire, and New Jersey

B. Your Privacy Rights

Depending on your state of residence, you may have the following rights:

• Right to Know/Access: Confirm whether we process your personal data and access that data.
• Right to Delete: Request that we delete personal information we have collected from you.
• Right to Correct: Request that we correct inaccurate personal information.
• Right to Data Portability: Obtain a copy of your data in a portable and, to the extent technically feasible, readily usable format.
• Right to Opt-Out of Sale/Sharing: Opt out of the "sale" of your personal data or the "sharing" of your data for targeted advertising.
• Right to Opt-Out of Profiling: (Available in states like MN, CO, DE) Opt out of automated profiling that produces legal or similarly significant effects.
• Right to Limit Sensitive Data: (Available in states like CA, MD) Limit the use and disclosure of sensitive personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

C. Exercising Your Rights

To exercise any of these rights, please contact us at support@optimile.pro.

D. Universal Opt-Out Mechanisms (GPC)

We recognize and honor Universal Opt-Out Mechanisms, such as the Global Privacy Control (GPC), for residents of all states where such recognition is required by law (including CA, CO, CT, DE, MT, NJ, OR, and TX). If your browser broadcasts a GPC signal, we will automatically treat it as a request to opt-out of the "sale" or "sharing" of your personal information for that browser.

E. Sensitive Data and Maryland Residents

We collect "sensitive data" (specifically, precise geolocation from telematics) solely to provide the fleet management and routing services you have requested. In compliance with state laws (including Maryland's Online Data Privacy Act), we do not sell sensitive data, nor do we process it for purposes that are not strictly necessary to provide the requested product or service.

12Data Security and Breach Notification

A. Security Measures

We employ industry-standard security measures to protect your data, as described in Section 6. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

B. Incident Response

We have security monitoring in place and regularly scan our systems for vulnerabilities using Semgrep and HoundDog.ai privacy scanning tools.

C. Breach Notification

In the event of a data breach that compromises your personal information, we will:

• Investigate the incident promptly to determine the scope and impact
• Notify affected users via email to the address on file no later than fourteen (14) calendar days after becoming aware of the breach, or sooner if required by applicable state law
• Provide information about what happened, what information was involved, what we are doing to address the breach, and steps you can take to protect yourself
• Notify relevant regulatory authorities as required by law

D. What You Should Do

If you believe your account has been compromised, immediately:

• Change your password
• Contact us at support@optimile.pro
• Monitor your account for suspicious activity

If you are a driver and believe your phone number has been compromised, you can opt out of SMS messages by texting "STOP" and contact your fleet administrator.

13Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

A. How We Notify You

• Material Changes: If we make material changes that significantly affect your rights or how we use your personal information, we will notify you by sending an email at least 30 days before the changes take effect and posting a prominent notice on our Site.
• Non-Material Changes: For minor updates (e.g., clarifications, formatting, contact information updates), we will update the "Last Updated" date at the top of this Privacy Policy. We encourage you to review this policy periodically.

B. Your Continued Use

Your continued use of our Service after the effective date of an updated Privacy Policy constitutes your acceptance of the changes. If you do not agree to the updated policy, you must discontinue use of the Service and may request deletion of your account.

C. Archived Versions

If you would like to review a previous version of this Privacy Policy, please contact us at support@optimile.pro.

14Contact Us

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your data, please contact us:

For privacy-specific inquiries or to exercise your state privacy rights, please include "Privacy Request" in the subject line of your email.

Response Time: We will respond to all privacy inquiries within 45 days of receipt. If we need additional time, we will notify you of the extension and the reason for the delay.