Privacy Policy
1. What we collect
- Account: your name, email address, and sign-in details, handled by our sign-in provider.
- Your content: document photos you scan or upload, the fields read from them, and the loads, expenses, mileage, maintenance, and settings you enter.
- Corrections: the changes you make to fields the Desk read.
- Records of use: server logs (IP address, device and browser type, time of request), how many documents you scan, error reports when something breaks (see section 3), and a record of when you accepted these policies, including your IP address at that moment.
- Feedback: when you use Send feedback in the Desk, your note, a screenshot if you attach one, your device and browser type, the Desk's version, and its recent error messages. It reaches us by email.
- People you invite: the email address of anyone you invite into your books (see section 4).
We never ask you to type in a Social Security number, bank login, or card number. A document you store can show one: the W-9 in your carrier packet usually carries your Social Security number if you file as a sole proprietor. It is kept and protected like your other documents. When paid plans open, card payments are handled by our payment processor, and card numbers never reach our servers.
2. How we use it
- To run the Desk for you: read documents, sync your records between devices, keep backups, and produce your reports.
- To support you when you ask for help.
- To keep the service secure and working, and to count usage.
- To improve our document reader, using your corrections.
- To contact you about your account and, during the beta, for check-ins through the channel you chose.
- To send the emails you ask for: invoices you send from the Desk, invites to your books, and deadline alerts and the weekly summary if you turn them on.
We don't sell your personal information, don't share it for advertising, and don't use it to build profiles for anyone else. We don't share your rates or business numbers with brokers, carriers, or other drivers.
3. Who processes it for us
We use these service providers, only to run the Desk:
- Railway: application hosting and the database (United States).
- Cloudflare: document photo storage (R2), off-site encrypted backups, domain, and email forwarding. It also serves the PDF-reading code your browser downloads when you add a PDF in the Desk.
- Clerk: sign-in and account management.
- Anthropic: automated reading of documents you scan, through its commercial API. Under its commercial terms, API inputs are not used to train its models; they may be retained briefly for safety monitoring, then deleted.
- GitHub: storage of encrypted database backups.
- Resend: sends the Desk's email. It receives each message with its addresses and attachments: invoices you send to your customers, with the rate confirmations, bills of lading and delivery receipts you attach; feedback you send us, with your email address and any screenshot; invites to your books; and deadline alerts and the weekly summary if you turn them on (these list filing due dates, load numbers, customer names and invoice numbers). It keeps its own delivery records of sent email.
- Sentry: error reports, so we can find and fix what breaks. When the Desk or our server hits an error, it receives the error message and where in the code it happened, the screen or request it happened on (never the full web address), your account's internal ID number (not your name or email), and, for an error in the Desk, the Desk's version and your browser and device type. Email addresses and sign-in tokens are removed from every report before it leaves, and we don't send it your documents. If a feedback note can't be emailed, its text goes there instead, cleaned the same way.
- Google Fonts: the lettering on the Desk and on our home page. When you open them, your browser downloads the fonts from Google, so Google receives your IP address and browser details. None of your records or documents go to Google.
- Stripe: payments, once paid plans open (not used during the free beta).
If we add or replace a provider that handles your content, we'll update this list before the change.
4. Who can see your data
Your records are tied to your account. Other users can't see them unless you invite someone into your books with the office seat (Settings → People), for example a dispatcher, bookkeeper or family member who helps with the paperwork. A person you invite can see and edit everything in your books, document photos included, and can download all of it, but can't change billing or delete your account. You can remove them at any time in Settings → People. That stops their access to your books on our servers right away. The Desk on their phone or computer keeps its own copy of your books, and it removes that copy the next time it syncs with our servers, which needs them to be signed in and to have accepted our current terms. Until then they can still open it there. Removing them can't take back anything they already downloaded or sent.
The founder can technically access account data but only looks at your records when you ask for help or when needed to fix a problem, keep the service secure, or comply with the law. Access to documents is logged. We may disclose information if required by law or valid legal process, and we'll tell you first unless the law prevents it.
5. How long we keep it
We keep your data for as long as your account exists, including after you stop using the Desk or cancel a paid plan, because many drivers need their records for audits years later. We don't delete it on our own schedule. When you delete your account in the Desk, or ask us to, we delete your data from our live systems within 30 days; encrypted backups expire within 90 days. Our email and error-reporting providers keep their own records of email already sent and of past error reports, and the payment processor keeps its billing records, each for its own retention period. We may keep the record of your policy acceptance and minimal account details as long as needed to show what you agreed to.
6. Your choices
- Export: in the Desk, Settings → Your data → Download everything (.zip), anytime. It has your records, a list of the invoices you've emailed, and every document photo.
- Correct: edit any record in the Desk.
- Delete: in the Desk, Settings → Your data → Delete my account, or email ryan@owneroperatorcentral.com.
- Stop check-ins: reply STOP to a text or tell us by email. It doesn't affect your account.
Depending on where you live, you may have additional rights to access, correct, or delete your information. Email us and we'll honor them.
7. Security
Data is encrypted in transit and at rest, backups are encrypted, and access to our systems is limited to the founder with two-factor sign-in. No system is perfectly secure. If a breach affects your information, we'll notify you without undue delay and as the law requires.
8. Other things
The Desk is for businesses in the United States and is not meant for anyone under 18. If we change this policy in a way that matters, we'll tell you by email or in the app before the change takes effect.
Contact
OODESK LLC · Bloomington-Normal, Illinois · ryan@owneroperatorcentral.com