Privacy Policy
1. Overview & Scope
This Privacy Policy governs data collection, handling, and protection across the OdoFolio mobile application for iOS and the companion Mileage Tracker web platform accessible at mileage-map-generator.web.app. This platform is designed exclusively for authorized personnel, scholarship staff, and designated organizational stakeholders of the George Snow Scholarship Fund.
2. Information We Collect
We only collect data relevant to business travel expense reporting and user authentication:
- Account Profile & Authentication: Your full name, professional email address, organization role (standard member or administrator), and encrypted authentication tokens managed securely through Google Firebase Authentication.
- Saved Travel Addresses: Optional default home address and designated organizational office address (e.g.,
201 Plaza Real, Suite 260, Boca Raton, FL 33432) saved to streamline trip entry. - Trip & Mileage Records: Starting address, destination address, road mileage, date of travel, business purpose, cost center / expense classification, and optional toll/parking fees.
- Foreground-Only GPS Location: When you explicitly tap the “Current Location” button in the app, we access your device GPS coordinates strictly to reverse-geocode your physical street address. We do NOT monitor, record, or track your location in the background. Location access occurs only upon your manual tap.
- Apple Push Notification (APNs) Device Tokens: When you grant notification permission on iOS, your device registers a unique Apple Push Notification service (APNs) token. This token is used solely to deliver administrative broadcasts, policy updates, and critical system alerts to your device. Device tokens are never shared with marketing brokers.
3. How We Use Your Information
All collected data is utilized exclusively for genuine operational purposes:
- Calculating accurate point-to-point driving distances and IRS standard mileage reimbursement values.
- Generating authentic George Snow Scholarship Fund reimbursement forms (official GSSF multi-tab Excel workbooks and executive PDF audit packages).
- Delivering authorized administrative notifications and organizational alerts.
- Maintaining audit logs and fiscal integrity for non-profit governance.
4. Third-Party Service Providers
We work with trusted, enterprise-grade cloud service providers to maintain the platform:
- Google Firebase / Google Cloud: Provides secure authentication, identity verification, and high-availability database hosting (Cloud Firestore) located in the United States.
- Apple Inc.: Delivers remote push notifications via Apple Push Notification service (APNs) and provides native MapKit reverse geocoding.
- OpenStreetMap / OSRM: Computes driving distance algorithms and routing geometry.
None of these providers are authorized to use your data for advertising, independent marketing, or unauthorized purposes.
5. Data Security & Storage
We implement rigorous organizational and technical safeguards:
- Encryption in Transit: All data transmitted between the iOS app, web app, and cloud servers is secured using modern TLS 1.3 cryptographic protocols.
- Encryption at Rest: Cloud Firestore stores all records encrypted with AES-256 encryption.
- On-Device Protection: Mobile authentication session tokens and cached offline records are securely compartmentalized using the iOS Keychain and iOS Application Sandbox.
- Access Controls: Fine-grained role-based access rules restrict trip viewing to the employee who logged the trip and authorized organization administrators.
6. Account Deletion & User Data Rights
In accordance with Apple App Store Review Guideline 5.1.1(v), GDPR, and California Consumer Privacy Act (CCPA) standards, users maintain full control over their account and personal information:
🗑️ How to Permanently Delete Your Account & Data
You may initiate permanent deletion of your account and all associated personal records at any time through either of the following methods:
- Directly In-App (iOS): Open OdoFolio → Navigate to Settings → Scroll down and tap “Delete Account” → Confirm the prompt. Your authentication record and profile are immediately deleted.
- By Email Request: Send an email from your registered account address to jcontreras@scholarship.org with the subject line “Account Deletion Request”.
Upon receipt of a deletion request, all personal identifiers, login credentials, and associated trip logs are permanently purged from active databases within thirty (30) business days, subject only to statutory accounting retention obligations.
Additional Rights:
- Access & Export: You can export your complete trip history at any time as an Excel (.xlsx) spreadsheet or PDF document.
- Correction: You may edit your profile information (name, address) or trip entries directly within the app prior to accounting period lock dates.
7. Children’s Privacy
OdoFolio and Mileage Tracker are intended solely for organizational business use by working professionals and staff members. The platform is not directed toward children under 13 (or under 16 in applicable jurisdictions), and we do not knowingly collect information from minors.
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect system updates or legal standards. When modifications are made, the “Effective Date” at the top will be updated, and active mobile users will receive an in-app notice or administrative broadcast notification.
9. Contact & Organizational Information
If you have any questions, feedback, or data privacy inquiries regarding this policy, please contact our administrative office:
George Snow Scholarship Fund
201 Plaza Real, Suite 260
Boca Raton, FL 33432
Primary Contact: Jorge Contreras, System Administrator
Email: jcontreras@scholarship.org