Fleet Invoice AI
Last updated: August 2, 2026
Fleet Invoice AI ("the App") is operated by VTL Trans LLC ("we," "us," "our"). This policy explains what information the App collects, how it's used, and who it's shared with. The App is a business tool provided to trucking companies for their drivers and administrators — it is not directed at the general public or at children.
Account information: name, a 4-digit PIN (drivers) or email address and password (administrators), assigned truck number, role, and the company you're associated with.
Content you submit: photos or PDFs of receipts and expense documents; the vendor, amount, date, and category of each expense; Bills of Lading and Proof of Delivery documents; trip/load numbers; and any notes attached to a submission.
Administrator-configured settings: if enabled by your company's administrator, WhatsApp Business API credentials and recipient email addresses used solely to deliver copies of submitted documents to that company's own WhatsApp group or inbox.
Biometric authentication: if you enable Face ID or Touch ID, that authentication is handled entirely on your device by Apple's Secure Enclave. We never receive, see, or store your biometric data.
We do not collect your location, and we do not use any advertising or analytics tracking software.
We use the information above to operate the App: to authenticate you, to let administrators review and approve expense submissions, to generate spend reports, to route documents to the notification channels your company has configured, and to maintain an audit trail of actions taken on each submission.
Receipt and document images are sent to Google's Gemini API to automatically read the vendor, amount, date, and category from the photo. This happens every time you scan a receipt.
We use the following service providers to operate the App. They process data on our behalf and are not permitted to use it for their own purposes:
Fleet Invoice AI is used by multiple trucking companies. Every company's data is logically isolated — your company's drivers, trucks, invoices, and documents are never visible to any other company using the App.
We retain your information for as long as your account is active and as needed for your employer's recordkeeping, tax, and audit purposes. If you'd like your data deleted, contact us or your company's administrator — some information may need to be retained longer for legitimate business recordkeeping needs.
Depending on where you live, you may have rights to access, correct, or request deletion of your information. Because accounts are created and managed by your employer's administrator, please start by contacting them; you can also reach us directly at the email below.
The App is intended for use by employees of trucking companies and is not directed at children. We do not knowingly collect information from anyone under 13.
We may update this policy from time to time. We'll update the "Last updated" date above when we do.
Questions about this policy or your data can be sent to info@vtltransllc.com.
