IbisTrace is built around unusually sensitive records, including historical location information. This Policy explains what we process, why we process it, and the choices available to you.
1. Information we collect
Account information. When you sign in, our authentication provider supplies account identifiers and related sign-in information needed to associate your account with your IbisTrace workspace.
Project and source records. Depending on what you choose to provide, this can include Google Timeline exports, precise or approximate location coordinates, place names, home and work locations, trip dates and times, vehicle information, earnings records, platform statements, bank or payment statements, transaction descriptions, amounts, and taxpayer-supplied answers about residence, work, business purpose, or trip classification.
Derived project data. IbisTrace creates classifications, evidence links, confidence information, place memory, work patterns, review decisions, mileage allocations, performance summaries, and reports derived from your project records.
Payment information. Stripe processes your payment details. IbisTrace receives payment status, transaction/session identifiers, purchase amount, and limited checkout metadata, but not your full card number.
Technical and usage information. We may collect session identifiers, request and error information, device/browser information, page activity, and product analytics. Google Analytics is currently used to measure site and conversion activity. Checkout URLs are sanitized before being sent to analytics so Stripe checkout session identifiers are not intentionally included in page-location analytics.
2. How we use information
We use information to create and maintain your project; parse and reconstruct mileage records; correlate supporting evidence; perform requested location enrichment; generate reports and exports; authenticate users; process purchases; prevent abuse; troubleshoot and secure the service; provide support; communicate service-related information; understand product performance; and comply with legal obligations.
We do not use a bank statement or earnings deposit by itself as automatic proof that a particular trip was Business mileage. Source records are used as evidence within the reconstruction process described in the product.
Proprietary intelligence engine. IbisTrace uses Thoth, its proprietary mileage intelligence engine, to investigate, correlate, reconcile, and classify trip records and supporting evidence. Thoth’s reconstruction and classification functions are developed and operated as part of IbisTrace and do not rely on third-party generative-AI or foundation-model APIs.
No third-party AI processing or training. IbisTrace does not send your uploaded project records to third-party AI providers for AI processing or model training. This does not change the limited service-provider processing described below for hosting, authentication, payments, analytics, email, or configured geocoding/location enrichment.
3. Sensitive location and financial records
Precise geolocation and financial-document contents can be highly sensitive. Before you upload source records, IbisTrace asks you to affirmatively authorize processing of the records you choose to provide for the requested reconstruction. Location enrichment may send a coordinate or address query to the geocoding/location provider configured for the service so that provider can return place information. We do not intentionally send your bank-statement contents to a geocoding provider.
Use data minimization when preparing supporting evidence. Do not upload passwords, authentication codes, Social Security numbers, full payment-card numbers, or full bank account/routing numbers unless information is genuinely necessary for the reconstruction and IbisTrace specifically supports that use. Redact unnecessary identifiers where practical.
You may withdraw consent for future optional processing by contacting us. Withdrawal does not retroactively invalidate processing already performed at your request and may make it impossible to continue or reproduce a reconstruction. We may still retain limited information when reasonably necessary for transactions, security, fraud prevention, dispute handling, legal obligations, or records of a completed purchase and the consent associated with it.
4. When we share information
We share information only as reasonably necessary with service providers that help operate IbisTrace, such as hosting/infrastructure providers, Clerk for authentication, Stripe for payments, Google Analytics for product analytics, email providers for service communications, and configured geocoding/location-enrichment providers. The specific provider used for location enrichment can vary by deployment.
We may also disclose information when reasonably necessary to comply with law or legal process, protect users or the service, investigate fraud or security incidents, or complete a business transfer such as a sale or reorganization. We do not sell your uploaded Timeline, statement, bank, or mileage-project data, and we do not disclose those project records for targeted or cross-context behavioral advertising or use them to build advertising profiles for third parties.
5. Data retention and deletion
Large Timeline files may be staged in resumable upload pieces before a project is created. Abandoned staging uploads are designed to expire after approximately 24 hours. You control your project data. Saved projects remain available until you delete them. You can permanently delete any saved project, paid or unpaid, through IbisTrace at any time, or request deletion through IbisTrace Help & Support.
When a project is deleted, we delete the associated project data from our active systems, including the uploaded Timeline source, uploaded statements and supporting evidence, project settings and context, review decisions, derived classifications and mileage allocations, project-linked caches, reconstruction job records, and generated report or performance artifacts associated with that project. Project deletion is permanent. IbisTrace cannot restore a deleted project, so you should keep your own copies of source records and final exports that you need. Deleting a paid project does not by itself cancel, reverse, or refund the completed purchase, and recreating a deleted project may require a new purchase.
You may also ask us to delete your broader account-related personal information through IbisTrace Help & Support. After reasonable identity verification, we will delete the requested personal information under our control unless we must retain limited information for payment and accounting records, fraud or security prevention, dispute handling, compliance with law, or establishment or defense of legal claims. Stripe, Clerk, analytics, hosting, and other service providers may retain their own records under their policies and legal obligations.
Deleted data may remain temporarily in backups or system logs until those copies rotate or expire according to our normal backup and log lifecycle. We do not use residual copies to restore a project you intentionally deleted.
6. Privacy requests
You can delete saved project data directly through IbisTrace, including paid projects. You may also contact us through IbisTrace Help & Support to request access, correction, deletion, or a portable copy of personal information associated with your account. We may need to verify your identity before acting on a support request. If a state privacy law applies to IbisTrace and grants you additional rights, we will honor those rights as required by that law and respond within the period that law requires.
If we deny a request that applicable law gives you a right to make, we will provide the reason when required. Where an appeal right applies, you may appeal through the same support channel by clearly identifying the request as a privacy appeal.
Kentucky’s Consumer Data Protection Act applies only after statutory applicability thresholds are met, but IbisTrace uses the same request channel for Kentucky users even if the Act does not yet apply to the service. We do not discriminate against users for exercising applicable privacy rights.
7. Cookies, sessions, and analytics
IbisTrace uses an essential first-party session cookie to keep a browser connected to the correct isolated workspace. Authentication providers may use their own necessary cookies. Google Analytics uses browser technologies to measure visits and product events. Browser settings and privacy tools may limit some analytics technologies, but blocking essential authentication or session storage can prevent the service from working correctly.
8. Security
We use administrative, technical, and organizational safeguards designed to protect project information, including customer-isolated workspaces and authenticated access to account-bound project data. No internet service can guarantee absolute security. Do not upload material you are not authorized to provide, and notify support if you believe your account or project has been accessed improperly.
9. Children
IbisTrace is not intended for children under 18, and we do not knowingly offer paid reconstruction services to children. If you believe a child has provided personal information to IbisTrace, contact support.
10. United States service
IbisTrace is currently offered from the United States and is intended for United States users and U.S. mileage-record workflows. If you access the service from another country, information may be processed in the United States and by service providers in other locations where they operate.
11. Changes to this Policy
We may update this Policy as providers, features, or legal requirements change. The effective date above identifies the current version. Material changes will be presented in a reasonably conspicuous way when required.
12. Contact
Privacy questions and requests may be submitted to support@ibistrace.com. Please do not email full bank statements, passwords, payment-card numbers, or an entire Timeline export.