Privacy Policy
PermitMile (permitmile.com) is a compliance service for trucking carriers and the permit services that file for them. It is operated by Glo Matrix LLC ("we", "us"). This policy explains what information we collect, how we use it, who helps us process it, and the choices you have.
Information we collect
- Account details: name, email address, workspace name, and sign-in information. If you sign in with Google, we receive your name and email address from Google.
- Compliance records: carrier, vehicle, filing, document, and workflow records that authorized users add to a workspace, including uploaded documents such as registrations, insurance certificates, tax forms, fuel receipts, inspection reports, and settlement statements.
- Public records: information published by government agencies, such as FMCSA company, safety, and authority records, that we look up for a USDOT or MC number you enter.
- Billing details: your plan, the number of active trucks on a Carrier plan (which sets its price), and subscription and payment status. Card details are entered on Stripe's own page and never reach PermitMile.
- Mobile phone number: if you turn on reminder texts, the number you enter and the date and time you agreed to receive texts.
- Connected payment accounts: if a permit service connects its own Stripe, Square, or QuickBooks account to take card payments on its invoices, the account or company ID and business name that provider shares with us, the sign-in tokens it issues, and the status and amount of payments made on those invoices. Card numbers are entered on the provider's own page and never reach PermitMile.
- Usage and technical data: log data such as IP address, browser type, pages used, and error reports, collected to keep the service secure and working. We count page visits with Vercel Web Analytics, which sets no cookies and receives page addresses without tokens or record IDs. If you allow browser notifications, we store the notification address your browser gives us.
- ZIP codes and searches: a ZIP code you type into the bank finder, used to show nearby banks and credit unions. We do not ask for or use your device's location.
How we use information
- To operate the PermitMile workspace and show users the work they ask us to manage.
- To read documents you upload and suggest the details they contain, which a person reviews before they are saved (see "AI features" below).
- To send reminders and notices you have turned on, by email, browser notification, or text message, about filings and compliance steps that need your attention, and the free check reminders and emails you sign up for (see "Free check reminders and emails" below).
- To bill subscriptions, including counting active trucks to set the Carrier plan price.
- To answer support requests, protect accounts, prevent abuse, and keep an audit trail.
We do not sell personal information, and we do not use workspace records to advertise to you or to anyone else. If you sign up for reminders on a free check and agree to PermitMile emails, we email you about filings and our paid plans until you unsubscribe.
AI features
Some features use AI models: reading uploaded documents, summarizing notices, checking IFTA audit risk, drafting messages a user approves before sending, the free compliance check, and reading bank and credit union rates from their public websites. For these, we send the text or image needed for that one task to the AI provider and get the answer back. We use Anthropic's Claude API. If it is unavailable, the same request may go through OpenRouter to another model provider. Anthropic does not use API inputs to train its models. AI answers can be wrong, so PermitMile shows them for review and marks low-confidence details instead of saving them silently.
Prospect reports from permit services
A permit service on the Enterprise plan can build a compliance report from public FMCSA records for a trucking company, and email that report to the company only when the company asked the permit service for it. In that case:
- We process the company's name, USDOT number, public records, and the email address the company gave the permit service.
- The email comes from the permit service, names it, carries its postal address and Glo Matrix LLC's, and a one-click opt-out, and replies go to the permit service. Nothing is sent until a person at the permit service reviews it, confirms the company asked for it, and sends it. We keep that confirmation and when it was given.
- When someone opens the report link, we count the view and record the time, and the permit service can see that the report was viewed. We do not record who opened it.
- If the recipient opts out, the address goes on PermitMile's do-not-email list, so no permit service can email it through PermitMile and no optional PermitMile email reaches it.
To ask about a report you received, or to have your address removed, use the opt-out link in the email or write to support@permitmile.com.
Free check reminders and emails
If you enter your email on a free check, we keep it with the USDOT number and filing date you asked about, the days we'll remind you, the filings due that day as the check read them, and the company's name, state and truck count from its public FMCSA record. We also keep the exact words of the box you ticked, when you signed up and confirmed, your time zone, the page you were on, and the web address or campaign tags that brought you to the check, if any. To limit abuse, we keep a daily-changing one-way code made from your network address, not the address itself, and delete it after 30 days.
We use this to send what you asked for: a confirm link, then, once you confirm, your reminders and that USDOT's filing year. If you agreed, we also send PermitMile emails about filings and Autopilot, our paid plan, until you unsubscribe. If you don't confirm, we send one reminder to confirm, nothing else, and delete the address within a week. Canadian carriers get reminders only.
After you confirm, you can answer optional questions: your part in the company, how many trucks it runs, who files its permits, which permit service, and your first name. We use your answers to decide what to send and which plan to show you. If you give a phone number and tick its box, a person from PermitMile may call you at that number about that USDOT's filings and Autopilot. We keep the number with the words you agreed to and when.
We send these emails through Resend and never sell your email or your answers. We delete each sign-up 2 years after the filing date it was for. If you stop all email or tell us an email wasn't meant for you, we keep the address on a do-not-email list and don't email it again, except emails you or your permit service ask us to send, such as a sign-in link or an invoice, and the one case below. If an address that pressed Stop all (not Not me) is entered on a free check again, we send it one email to confirm, at most once every 30 days. Pressing Confirm in that email takes the address off the do-not-email list and starts the emails for that sign-up only.
We send email through Resend from permitmile.com addresses. Our email provider may tell us whether a message was delivered, bounced, or marked as spam, and, for some messages such as invoices, whether it was opened, so we can tell you if a message did not arrive. Reminder, digest and setup tip emails carry an unsubscribe link that turns off that type of email; account and security emails, such as sign-in links, cannot be turned off. Free check emails carry an Unsubscribe link that lets you keep only the reminders or stop them all, and a one-click unsubscribe for your email app that stops them all. The confirm emails also carry a Not me link that stops all email to that address.
Bank finder and partner links
The bank finder lists business accounts and cards ranked by rate and fees. Some Apply links are partner links, and PermitMile may earn a commission if you are approved through one. A partner link never changes the order. When you follow one, you leave PermitMile, and the bank's own privacy policy applies to what you give it. We do not share your PermitMile records with banks.
Enterprise API
A permit service on the Enterprise plan can create API keys that read its own carriers, filings, deadlines, and trucks. Keys are stored only as a one-way hash, each key reads only its own workspace, and we log each request (time, path, and key) for seven days to enforce limits and investigate problems. The permit service is responsible for the systems it connects with its keys.
Payment and accounting accounts you connect
A permit service can let carriers pay its invoices by card through its own Stripe, Square, or QuickBooks Payments account. The money goes straight to that permit service. PermitMile does not hold it and takes no fee. When an admin connects one of these accounts, we use the access it grants only to:
- create a payment link (Stripe or Square) or a matching invoice (QuickBooks) for an invoice the permit service sent from PermitMile, including the carrier's name, email address, and invoice lines;
- in QuickBooks, find or create that carrier as a customer and a "PermitMile filings" service item to put on the invoice;
- read whether that payment or invoice was paid, so PermitMile can mark its own invoice paid.
We do not read or change other records in the connected account, and we do not use data from it for any other purpose. Sign-in tokens are stored encrypted and are visible only to the server code that makes these calls. An admin can disconnect at any time under Invoices > Prices > Get paid by card, which signs PermitMile out of the account and deletes the tokens. Disconnecting PermitMile from the Stripe, Square, or QuickBooks side also ends its access. Records already created in the permit service's own account stay there.
Text messaging (SMS)
We send reminder texts only to people who entered their mobile number and checked the consent box in PermitMile. Texts are never turned on by default. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service and the messaging provider that delivers our texts (Twilio), is permitted solely to send the messages you asked for. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
You may revoke your consent to receive texts at any time. We keep a record of each opt-in, including the date and time of consent, for compliance purposes. Help: reply HELP or email support@permitmile.com. See how to opt in on our text reminders page.
Service providers we use
These companies process information on our behalf, only to provide PermitMile:
- Supabase: database, sign-in, file storage, and server functions.
- Vercel: website hosting and cookieless page-visit counts.
- Anthropic (Claude API), and OpenRouter as a backup: AI features described above.
- Resend: email delivery.
- Twilio: text message delivery, only if you turn texts on.
- Stripe: subscription billing and checkout.
- Sentry: error reports from the app, so we can fix problems.
- Google: sign-in, only if you choose "Sign in with Google", and the map on the bank finder.
- OpenStreetMap: map images and place lookups on the bank finder.
We also look up public government data (for example FMCSA, NHTSA, the IRS, the FDIC, the NCUA, and the U.S. Treasury) to fill in records and rates. If a permit service connects Stripe, Square, or QuickBooks, that provider receives the invoice details described above.
How we share information
We share information only with the service providers listed above, under obligations to protect it and use it only for our service; with the payment provider a permit service connected, as described above; with the people a workspace invites, such as a permit service and the carriers it serves through the carrier portal; when required by law; or to protect the rights and safety of our users and the service. If PermitMile is sold or merged, information may transfer to the new owner under this policy.
Retention and deletion
We keep information while your workspace is active and as needed to provide the service and meet legal obligations. Some records are deleted on a schedule: the free compliance check's request log and app error reports after 30 days, and API request logs after 7 days. The free compliance check counts requests with a daily-changing one-way code made from the visitor's network address, not the address itself, and that code is deleted with the request log. We keep the public federal record a free check returns for a USDOT number, and our read of it (findings, deadlines and a short summary), with no record of who ran it, unless you give us your email on the free check (see "Free check reminders and emails" above). Admins can download a copy of their workspace's records from PermitMile at any time. You can turn off texts at any time in PermitMile or by replying STOP. To ask us to access, correct, or delete your information, email support@permitmile.com.
Your choices and rights
You can update your account details in Settings, turn reminder emails and texts on or off, and close your account by writing to us. Depending on where you live, you may have the right to know, access, correct, delete, or get a copy of your personal information. We will not treat you differently for asking. Email support@permitmile.com and we will confirm your request and respond within 45 days.
Security
We use access controls that keep each workspace's records separate, encryption in transit, encrypted storage of sign-in tokens, and audit logging to protect information. PermitMile is designed not to store carrier agency passwords or PINs. To report a security problem, email support@permitmile.com with "Security" in the subject.
Children
PermitMile is a business service and is not meant for anyone under 18. We do not knowingly collect information from children.
Changes
We may update this policy. We will post the new version on this page with a new effective date, and tell account holders, and people signed up for free check emails, by email or in the app about material changes. Our website does not change what it does when your browser sends a Do Not Track signal. We do not use advertising cookies or follow you across other websites.
Contact
Glo Matrix LLC, operator of PermitMile, 8735 Dunwoody Place, Ste 6, Atlanta, GA 30350. Email support@permitmile.com.