Mile AccountPrivacy policy
Last updated 11 October 2026
Mile Account is an iPhone app that records business journeys, works out mileage allowances at HMRC's approved rates and, if you choose, sends reports to Xero. This policy explains what information we hold, why, who we share it with, and your rights.
Who we are
Mile Account is made by Behaviour Digital in the UK ("we", "us"). We are the controller of the personal information described here.
For anything about your data, email privacy@mileaccount.com.
The short version
- Your detailed GPS route stays on your iPhone. Our servers hold only where a trip started and ended, at street-level precision (about 110 metres), and its distance.
- We don't sell your data, show ads, or use advertising or analytics trackers.
- Xero only receives what you, or your company's admin, choose to send: a draft bill and its PDF report.
- You can export everything we hold, or delete your account and all of it, from inside the app.
What we collect and why
| Information | Why | Legal basis |
|---|---|---|
| Account: your email address, or the identifier and (optionally hidden) email Apple provides when you use Sign in with Apple; the name you enter for reports. | To sign you in, sync your records between devices and put your name on reports. | Contract |
| Location while driving (with your permission, including in the background). | To detect and record journeys and measure their distance. The full route is kept on your iPhone only. | Contract; your permission in iOS settings |
| Motion activity (with your permission). | To tell driving from walking or cycling. Used on your iPhone only; never sent to us. | Contract; your permission in iOS settings |
| Trips: date and times, start and end place names and rounded coordinates, distance and where it came from, business or personal, purpose, client, vehicle and notes. | To work out your mileage, build reports and sync between your devices. | Contract |
| Vehicles, saved places, work hours, earlier mileage this tax year, and your business details. | To apply the right rates, suggest which car and trip type, and fill in reports. | Contract |
| Reports: each finalised report, its trips at the time, and its PDF. | To keep a fixed record of what you claimed, as expense records need. | Contract; legitimate interests (keeping accurate records) |
| Xero connection (if you connect): your organisation's name, encrypted access tokens, the contact, account and tax rate you choose, and which bills were created. | To create draft bills in Xero exactly once per report version. | Contract |
| Company workspace (if you create or join one): your display name, role, and the reports you choose to submit, with their review status and notes. | So your company's admins can review and approve the reports you submit. | Contract; legitimate interests of your employer in processing expense claims |
| Subscription status (if you subscribe): which plan and when it renews. Solo and Solo Plus are paid through Apple; a company's Teams plan is paid through Stripe, which holds the billing contact, address and payment details. We never see card details. | To unlock paid features. | Contract |
| Support emails you send us. | To help you. | Legitimate interests |
Our server logs record technical events (for example that a report was sent) but are designed never to contain locations, report contents, passwords or access tokens.
Company workspaces
Joining a company does not share your trips, routes or personal journeys. Admins see only the finalised reports you choose to submit: the report, its business trips and its PDF. They can approve a report into the company's Xero organisation or send it back with a note. You can withdraw a submitted report until it has been approved.
Who we share it with
We use these service providers, under contracts that only let them process your data on our instructions:
- Supabase: our database, sign-in and file storage, hosted in London.
- Resend: sends sign-in codes by email.
- Apple: Sign in with Apple, App Store subscriptions, and Apple Maps for address search, place names and driving-distance estimates (the search text or coordinates are sent to Apple).
- Cloudflare: hosts this website and handles our email forwarding.
- Stripe: takes payment for Teams plans and issues their invoices.
And, only when you or your company's admin choose:
- Xero: receives the draft bill and PDF report. Once there, it is part of that organisation's accounting records under Xero's and the organisation's own terms.
- Your company's admins: see the reports you submit, as described above.
We may also disclose information if the law requires it. We don't sell personal information.
Where it's stored
Your synced data is stored in the UK (London). Some providers, such as Apple, Resend, Stripe and Cloudflare, may process data outside the UK; where they do, they rely on UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
How long we keep it
- Your records are kept until you delete them or your account.
- Finalised reports can't be deleted one by one, because they are expense records, but they are deleted with your account.
- When you delete your account, we disconnect Xero, delete your files and delete your account and every record linked to it. Encrypted backups are overwritten within a short period afterwards.
- Bills already created in Xero stay in Xero, because they belong to that organisation's books.
Your rights
Under UK data protection law you can ask to access, correct, delete, restrict or move your data, and object to processing based on legitimate interests. In the app you can:
- Export your data: Profile → Your data → Export all my data.
- Delete your account: Profile → Your data → Delete my account.
- Turn off location or motion at any time in iOS Settings; you can still add trips by hand.
For anything else, email privacy@mileaccount.com. We'll reply within one month. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk.
Security
Data is encrypted in transit and at rest. Xero access tokens are additionally encrypted and can't be read by your account. Each person can only read their own records; company admins can only read reports submitted to their company.
Children
Mile Account is for people recording business travel and isn't intended for anyone under 18.
Changes
If we change this policy we'll update the date above, and tell you in the app if the change is significant.