Customer Data Protection and Document Handling Policy

This policy describes how Money By The Mile LLC ("we," "us," or "our") protects your data and handles the documents you upload to the MBM platform. It supplements our Privacy Policy and is incorporated into our Terms of Use.

1. Types of Data We Handle

We handle the following categories of customer data:

• Account data. Your name, email address, and account credentials.
• Carrier and business data. Information you enter about your carrier operation, including legal name, USDOT number, MC number, address, and contact information.
• Carrier documents. Files you upload to the platform, including W-9 forms, certificates of insurance, operating authority documents, and other business documents (collectively, "Carrier Documents").
• Load and trip data. Information you enter about loads, trips, earnings, and expenses.
• Subscription and billing data. Subscription status and billing history. Full payment card numbers are not stored by MBM — they are handled exclusively by Stripe, Inc.

2. Carrier Document Storage and Security

Storage Location

Carrier Documents you upload are stored in a private, access-controlled storage location on our servers. Document files are not publicly accessible. Access requires authentication and an active subscription.

Encryption

Data in transit between your browser and our servers is encrypted using TLS (Transport Layer Security). Our platform backup system uses AES-256-GCM symmetric encryption combined with RSA-OAEP-SHA-256 asymmetric key wrapping to protect backup archives. The plaintext database export and document archive are deleted from our servers before the encrypted backup is uploaded to off-site storage. We do not retain unencrypted backup artifacts.

Access Controls

Carrier Documents are accessible only to the account that uploaded them. We do not share your documents with other users. Our staff may access documents only as necessary to provide support or investigate a reported issue, and only with appropriate authorization.

3. Carrier Packet Transmission

When you use the Carrier Packet feature to send documents to a broker or other recipient, the selected documents are transmitted as email attachments via our email delivery service. By using this feature, you authorize us to transmit the selected documents to the email address you specify.

You are responsible for verifying the recipient's email address before sending. We are not responsible for documents sent to an incorrect address you provide. A record of each transmission (including recipient name, email address, and a list of documents sent) is retained in your account history.

We do not transmit your documents to any third party other than the recipient you specify, except as required by law or as described in our Privacy Policy.

4. Document Status and Archiving

Documents in your account have a status of active or archived. Archived documents are no longer included in carrier packet transmissions but remain in your account and are not deleted. You may archive or restore documents at any time through your account settings.

Deleting a document from your account removes it from the platform. Deleted documents cannot be recovered. We recommend downloading copies of important documents before deleting them.

5. Data Retention

Active Accounts

We retain your account data, carrier data, documents, and load history for as long as your account is active and for a reasonable period thereafter to allow you to reactivate your account or resolve any outstanding issues.

After Cancellation

After you cancel your subscription, your account data and documents are retained for a period to allow for account reactivation and to comply with our legal obligations. If you wish to request deletion of your data after cancellation, contact us at support@moneybythemile.com.

Backup Retention

Encrypted backup archives are stored in off-site cloud storage (Backblaze B2). Backups are retained for a period sufficient to support disaster recovery. Backup archives are encrypted and cannot be decrypted without the private key, which is held offline and not accessible to production systems.

6. Data Security Practices

We implement the following security measures to protect your data:

• TLS encryption for all data in transit.
• Access controls requiring authentication and an active subscription to access paid features and documents.
• Server-side session management with secure, HTTP-only session cookies.
• Email verification required before a subscription can be started, reducing the risk of unauthorized account creation.
• Encrypted off-site backups using AES-256-GCM and RSA-OAEP-SHA-256, with no plaintext retention after backup completion.
• Payment card data handled exclusively by Stripe, Inc. — we do not store full card numbers.

No security system is perfect. We cannot guarantee that unauthorized parties will never gain access to your data. If you believe your account has been compromised, contact us immediately at support@moneybythemile.com.

7. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you and any applicable regulatory authorities as required by applicable law. Notification will be sent to the email address associated with your account.

8. Your Rights

You may request access to, correction of, or deletion of your personal data by contacting us at support@moneybythemile.com. We will respond to your request within a reasonable time. Certain data may be retained as required by law or for legitimate business purposes even after a deletion request.

For a full description of the personal information we collect and how we use it, see our Privacy Policy.

9. Third-Party Services

We use the following third-party services in connection with data handling:

• Stripe, Inc. — payment processing. Stripe handles payment card data under its own privacy policy.
• HERE Technologies. — routing and mapping data used in the Trip Planner.
• Backblaze B2. — off-site encrypted backup storage.

We do not sell your personal data to third parties. We do not share your Carrier Documents with third parties except as necessary to transmit them to recipients you specify or as required by law.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated as described in our Terms of Use.

11. Contact

Questions about this policy or requests regarding your data should be directed to support@moneybythemile.com.