These Terms govern your use of IbisTrace, a mileage-record reconstruction service operated by a Kentucky sole proprietor. References to “IbisTrace,” “we,” “us,” or “our” mean the individual operator of the IbisTrace service.
1. What IbisTrace does
IbisTrace analyzes information you provide—such as Google Timeline data, earnings records, bank or payment statements, vehicle information, addresses, work context, and your own answers—to help reconstruct and organize a historical mileage record. IbisTrace may identify patterns, correlate evidence, propose classifications, and create reports and exports from the saved project record.
IbisTrace is software. It is not a law firm, accounting firm, tax-return preparer, enrolled agent, CPA, financial adviser, government agency, or representative of the Internal Revenue Service. IbisTrace does not independently decide whether a trip or expense is legally deductible and does not guarantee that any tax authority, accountant, preparer, employer, court, or other reviewer will accept a reconstructed record or a particular tax position.
2. Your facts remain your responsibility
You are responsible for the accuracy, completeness, and lawful use of the information you provide. Facts that only you can know—including why a trip occurred, whether a location was a residence or business location, vehicle identity and service dates, and the business purpose of travel—remain taxpayer-supplied facts even when IbisTrace uses them in later analysis.
You must review the finished record before relying on it. If a classification, mileage allocation, location, date, vehicle assignment, or purpose is wrong or incomplete, you are responsible for correcting it or obtaining professional advice before using the record for tax, reimbursement, audit, legal, or other official purposes.
3. Reconstruction is not contemporaneous recordkeeping
IbisTrace is designed for historical reconstruction. A reconstructed record is not the same thing as a contemporaneously maintained mileage log. Tax rules can give greater evidentiary weight to records made at or near the time of an expense or vehicle use. You should retain the underlying source material and consult a qualified tax professional if you are uncertain whether your evidence supports a deduction or other tax treatment.
4. Accounts, eligibility, and source-data authorization
You must be at least 18 years old and legally capable of entering into a contract to purchase or use paid IbisTrace services. You are responsible for safeguarding your account and for activity conducted through it. Do not upload another person’s private records unless you have lawful authority to do so.
By affirmatively accepting the intake consent and submitting source records, you authorize IbisTrace and its service providers to process the records you choose to provide—including precise location information and, when you choose to upload it, financial or earnings information—for the purpose of providing, securing, supporting, and maintaining the reconstruction service as described in the Privacy Policy.
5. Purchases
The mileage reconstruction currently offered through checkout is a one-time digital service for the project and tax year identified at purchase. The base price shown immediately before checkout controls; applicable transaction taxes may be added at checkout. Payment is processed by Stripe; IbisTrace does not receive or store your full payment-card number.
By selecting the checkout consent and continuing to Stripe, you agree to these Terms, the Privacy Policy, and the Refund Policy in effect at that time. Paid access is tied to the purchased project and tax year and is not a license to resell, sublicense, scrape, reverse engineer, or operate IbisTrace for unauthorized third parties.
6. Refunds
Refund eligibility is governed by the Refund Policy, which is incorporated into these Terms. Nothing in these Terms limits rights that cannot lawfully be waived.
7. Acceptable use
You may not use IbisTrace to fabricate trips, falsify evidence, conceal personal use, create records you know are materially false, impersonate another person, gain unauthorized access, interfere with the service, upload malware, violate another person’s privacy rights, or facilitate fraud, tax evasion, or other unlawful conduct. We may restrict or terminate access when reasonably necessary to protect users, the service, our providers, or the integrity of records.
8. Your content and IbisTrace output
You retain your rights in the records and files you upload. You authorize IbisTrace and its service providers to process that content as reasonably necessary to operate, secure, support, improve, and provide the service as described in the Privacy Policy. You may use reports generated from your own project for your personal, business, accounting, tax-preparation, reimbursement, and recordkeeping purposes.
IbisTrace software, branding, interfaces, analysis methods, documentation, and other service materials remain the property of their respective owners. These Terms do not grant you ownership of the IbisTrace software or “Thoth” system.
9. Third-party services
IbisTrace relies on third-party services for functions such as authentication, payment processing, analytics, hosting, email, and location enrichment. Those services can experience outages, change their systems, or apply their own terms and privacy practices. IbisTrace is not responsible for third-party services outside our reasonable control.
10. Service availability and changes
We may change, repair, suspend, or discontinue features as the service evolves. We do not promise uninterrupted or error-free operation. We will use reasonable efforts to preserve paid project records unless you choose to permanently delete them, and you should keep your own copies of source records and completed exports. If you permanently delete a paid project, IbisTrace cannot restore its source data, reconstruction, generated artifacts, or project entitlement; deletion does not by itself create a refund or credit, and recreating the project may require a new purchase.
11. Disclaimers
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IBISTRACE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, TAX ACCEPTANCE, AUDIT OUTCOME, OR ERROR-FREE OPERATION. NO SOFTWARE OUTPUT REPLACES YOUR OWN REVIEW OR PROFESSIONAL JUDGMENT.
12. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IBISTRACE WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, LOST PROFITS, LOST TAX BENEFITS, PENALTIES, INTEREST, LOST DATA, OR BUSINESS INTERRUPTION ARISING FROM THE SERVICE. FOR A CLAIM ARISING FROM A PAID RECONSTRUCTION, OUR AGGREGATE LIABILITY WILL NOT EXCEED THE AMOUNT YOU PAID FOR THAT RECONSTRUCTION, EXCEPT TO THE EXTENT A DIFFERENT LIMIT IS REQUIRED BY LAW.
These limitations do not exclude liability that cannot lawfully be excluded, including liability arising from fraud or other conduct for which applicable law prohibits limitation.
13. Indemnity for misuse
To the extent permitted by law, you agree to be responsible for claims, losses, or costs caused by your unlawful use of IbisTrace, your knowing submission of false or unauthorized material, or your violation of another person’s rights. This section does not require you to indemnify IbisTrace for our own unlawful conduct.
14. Governing law and disputes
These Terms are governed by Kentucky law, without regard to conflict-of-law rules. Unless applicable law requires otherwise, disputes relating to these Terms or IbisTrace will be brought in a state or federal court with jurisdiction in Kentucky. Before filing a claim, both sides agree to make a reasonable good-faith effort to resolve the issue informally through the support channel.
15. Electronic communications and records
You agree that contracts, notices, disclosures, purchase records, and other service communications may be provided electronically when permitted by law. You may save or print the legal documents presented to you. If a law requires a communication in another form, that requirement controls.
16. Changes to these Terms
We may update these Terms as the service changes. The effective date identifies the version in force. Material changes apply prospectively unless law permits otherwise. The version you affirmatively accept at checkout governs that purchase to the extent applicable.
17. General terms
These Terms, together with the Privacy Policy, Refund Policy, and any purchase-specific terms presented at checkout, form the agreement governing the service. If a provision is unenforceable, the remaining provisions remain in effect to the extent permitted by law. A failure to enforce a provision once is not a waiver of the right to enforce it later. You may not transfer your account or purchased project rights to another person without our consent; we may transfer these Terms as part of a lawful reorganization, financing, or transfer of the service, subject to applicable privacy law.
18. Contact
Questions about these Terms may be sent to support@ibistrace.com.