Privacy policy

1. Who we are and what this policy covers

ObaCoders Ltd. operates this website and the Truconcile service. Truconcile is sold to businesses, and is used by their employees and contractors to reconcile hauling invoices against load and scale tickets.

When a business (our “customer”) uses Truconcile, the invoices, tickets and other documents it uploads, and the information extracted from them, are processed on the customer’s behalf and under its instructions. For that information the customer decides how it is used, and we act as its service provider (sometimes called a “processor”). If you are an employee of one of our customers and have a question about that information, you may also want to contact your employer. For everything else described here — website visitors, demo requests, and the account details we need to run the service — we decide how the information is used.

2. Information we collect

On this website

• Demo requests. If you ask for a demo, we collect your name, company, work email address and, if you choose to give them, your phone number and company website. The form is processed by Formspree, which delivers the request to us.
• Email. If you write to us, we keep your message and your contact details so we can reply.
• Analytics, only with your consent. If you accept analytics cookies, Google Analytics records which pages you view, how you arrived, and general information about your device, browser and approximate location (derived from your IP address). If you do not accept, the analytics script is not loaded at all.
• Server logs. Our hosting provider records technical information about requests to this site, such as IP address, browser type and the page requested, to operate and secure the service.

In the Truconcile service

• Account information. Your name, work email address, the organization you belong to and your role in it.
• Sign-in information. Truconcile does not use passwords. To sign in, we email you a one-time link; when you follow it, we create a session so you stay signed in. We record when sign-in links are issued and used, to prevent misuse.
• Customer documents and data. Hauling invoices and images of load, quarry and scale tickets that you upload, and the information we extract from them — for example ticket numbers, dates, quantities, weights, rates, materials, truck and hauler identifiers, job and purchase-order numbers — together with reconciliation results, notes and review decisions. Tickets can contain personal information such as a driver’s name or a truck number.
• Activity and log information. Actions taken in the service (for example who approved or disputed a finding, and when), IP addresses, browser information and error logs. Some of this is kept as an audit trail, because it is evidence for payment decisions.
• Billing information. Where a paid plan applies, payments are handled by Stripe. We receive the billing contact, plan and payment status; we do not receive or store full card numbers.

3. How we use information

• To provide the service: reading uploaded documents, reconciling tickets against invoices, and showing you the results.
• To create and secure accounts, send sign-in links, invitations and service notifications.
• To respond to demo requests and other enquiries.
• To understand, with consent, how this website is used, so we can improve it.
• To maintain, secure and troubleshoot the service, and to prevent fraud and abuse.
• To bill for the service where billing applies.
• To comply with law and enforce our Terms of Service.

We do not sell personal information, and we do not use it for cross-context behavioural advertising. We do not use customer documents for any purpose other than providing the service to the customer that uploaded them.

4. How uploaded documents are read

To turn an invoice or a ticket image into structured fields, Truconcile sends the document to OpenAI, a third-party provider of machine-learning models, which reads it and returns the extracted text and fields to us. OpenAI processes these documents on our behalf, under its terms for business API customers, which do not permit it to use that data to train its models. The extracted values are stored in Truconcile alongside the original image so that every value can be checked against the paper.

5. Cookies and similar technologies

You can change your choice at any time with the “Cookie settings” link at the bottom of every page. Withdrawing consent stops analytics and removes the analytics cookies. You can also block or delete cookies in your browser settings; blocking the application’s session cookies will prevent you from signing in.

6. Who we share information with

We share information with the service providers below, who process it on our behalf and only to provide their service to us:

We may also share information:

• Within your organization — other users in your customer account can see documents, results and activity in that account, according to their role.
• When required by law, or to protect the rights, property or safety of our customers, users, us or others.
• As part of a merger, acquisition or sale of assets, in which case this policy will continue to apply to the information transferred.
• With your consent or at your direction.

7. How long we keep information

• Customer documents and data are kept for as long as the customer’s account is active, because ticket images and review decisions are the audit evidence for payments the customer has made. After an account is closed we delete them within [90] days, unless the customer asks for earlier deletion or the law requires us to keep them. Copies in backups are deleted on the backups’ normal rotation.
• Files uploaded but never attached to an account (for example an abandoned upload during an invitation) are deleted automatically after 30 days.
• Account and audit information is kept for as long as the account is active and then for as long as needed to resolve disputes, meet legal and accounting obligations and enforce our agreements.
• Demo requests and correspondence are kept for up to [24] months after our last contact, unless you become a customer.
• Analytics data is kept by Google Analytics for [14] months.

8. Security

We protect information with measures appropriate to its sensitivity, including encryption in transit and at rest, storage that is never publicly accessible, short-lived signed links for viewing documents, access limited to the people and systems that need it, and separation of each customer’s data. No system is perfectly secure, and we cannot guarantee the security of information. If we become aware of a security incident affecting your personal information, we will notify you and the relevant authorities as required by law.

9. Where information is processed

We and our service providers process information in the United States and may process it in other countries where they operate. Where the law requires it, we use appropriate safeguards, such as standard contractual clauses, for transfers.

10. Your rights and choices

Depending on where you live, you may have the right to access the personal information we hold about you, to correct it, to have it deleted, to receive a copy in a portable form, to object to or restrict certain processing, and to withdraw consent you have given. To exercise any of these rights, email support@truconcile.com. We will verify your request and respond within the time the law requires. We will not discriminate against you for exercising your rights.

If your request concerns documents or data that one of our customers uploaded, we will refer it to that customer, or help the customer respond, because the customer controls that information.

If you are in the European Economic Area or the United Kingdom, we rely on these legal bases: performance of a contract (to provide the service), legitimate interests (to secure and improve the service and respond to enquiries), consent (for analytics cookies) and legal obligation. You may also complain to your local data protection authority.

11. Children

Truconcile is a business service and this website is intended for business users. Neither is directed at children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has given us personal information, contact us and we will delete it.

12. Changes to this policy

We may update this policy as the service changes. We will change the “Last updated” date above and, if the changes are material, notify customers by email or in the service before they take effect.

13. Contact us

Questions about this policy or your information can be sent to ObaCoders Ltd. at support@truconcile.com.