EFFECTIVE OCTOBER 20, 2026

Privacy policy

This policy explains how RoadPlan Media, LLC (“RoadPlan,” “we,” or “us”) handles information when you use roadplan.app.

RoadPlan uses account and trip information to provide planning tools. Optional analytics stays off until you accept optional cookies. You can change that choice through Cookie settings.

Information we handle

Account details: name, username, email, phone number, truck number, driving arrangement, optional co-driver details and profile photo. Passwords are stored as salted hashes. Passkeys use public-key credentials rather than your device’s biometric data.
Trip and load information: addresses, dates, appointment times, route choices, HOS clocks, fuel estimates, truck dimensions, axle weights and other inputs you enter or save. Exported trip files may include images you choose to include.
Location: if you grant device location permission, location coordinates are used for current-address lookup or navigation. Location features can send coordinates to routing, map, traffic and weather providers.
Images: photo reading for HOS and scale tools runs on your device. Photos and extracted inputs may remain in browser storage or be included in saved/exported trips. Profile photos are uploaded to our storage. Attachments you submit with feedback are sent to the feedback service.
Support and device information: messages, contact details and attachments you choose to send. The feedback form asks before including optional device/OS details.
Technical information: requests, timestamps, IP addresses, browser information and error/security logs may be processed by our hosting and service providers. The public status page contains sample service-check results, not your trip or account details.
Historical payment records: records of payments made before the service became free may be retained for support and legal obligations.

How we use information

We use information to create and secure accounts, build and save trips, provide routes and forecasts, deliver requested voice directions, recover accounts, answer support requests and maintain service reliability. Administrators can access account and service records to operate and support RoadPlan. Account registration can generate an administrator notification containing the profile information you supplied.

If you accept optional cookies, Google tags may collect website usage and device/browser information to help us understand site use. The site’s analytics integration sends a page address without its query string or fragment; it does not intentionally send trip-form fields, uploaded images or account details as analytics events.

HERE maps and navigation

RoadPlan sends requested addresses, route endpoints, stop searches, truck dimensions and load weight to HERE to calculate truck routes and retrieve map and location data. Requested map tiles may include the viewed area. Native iPhone location and voice support the shared RoadPlan GPS, and fresh guidance can be sent to the paired Apple Watch. An internet connection is required for routing and maps. Install the latest iPhone build to receive the current provider integration.

Automatic GPS trip recordings

When a signed-in driver starts GPS, RoadPlan automatically records precise location samples, timestamps, accuracy, measured and displayed speed, displayed speed limits and sources, planned routes and stops, truck settings, Personal Conveyance mode, navigation events and voice-prompt requests. A visible trip-recording indicator is shown. No microphone audio or video is captured. Compressed diagnostic reports upload periodically to RoadPlan storage and are available only to authorized RoadPlan administration for reliability testing and support. This is separate from optional website analytics. Phone background and locked-screen recording can have gaps, and prompt requests do not prove audible delivery.

An account-specific browser queue retains pending uploads and retries when RoadPlan is open. Clearing browser storage can remove pending data. Uploaded recordings remain until deleted by administration; deleting a local report or saved trip does not delete the separate GPS archive. Contact matt@roadplan.app to request access or deletion. Choose End trip in the GPS menu to end the current recording. Long trips may have multiple recording parts. Recordings are not public or accessible to other drivers.

Trip assistant conversations

When you choose Talk to RoadPlan or its typed conversation option, ElevenLabs processes your messages and relevant current trip details to produce a draft. Microphone access begins only when you choose Talk. The assistant is configured not to record audio and to delete conversation transcripts after one day. Conversation text stays visible in your current page until you leave or reload; applying a reviewed draft saves trip data through the normal planner. Close or End conversation stops the session. You can use the standard map planner without this feature.

Services involved

The information shared depends on the feature you use. These services have their own privacy terms:

Hosting and storage: OpenAI Sites and its hosting infrastructure, including Cloudflare, host the application, database, files and technical logs.
Maps and addresses: HERE receives location searches, map coordinates, route points and relevant truck settings for maps, routing, traffic and business details. See HERE privacy and service terms.
Weather: the U.S. National Weather Service receives sample or requested forecast coordinates.
Voice: Navigation uses your device or browser speech voices. Online device voices may process spoken text through their provider. Sarah from ElevenLabs is the default navigation voice. Short directions, including spoken road names, are sent to ElevenLabs to generate audio. Account details, fuel and HOS inputs are not included. Choose a device voice to avoid ElevenLabs speech requests.
Account email: Resend delivers account recovery and administrator notification emails.
Feedback: FormSubmit processes feedback and attachments submitted through the planner’s feedback form.
Payments: Stripe handles historical payment records and any approved refunds.

Links to Facebook and other external sites take you to separate services. Their policies apply when you visit them. We may disclose information where necessary to meet legal obligations, protect rights and security, or handle a business transfer.

Cookies and browser storage

Essential cookies support sign-in, security and remembering your cookie choice. Browser storage supports drafts, load/scale information and the installed app. Optional analytics is separate from these requested features. See the cookie policy for names, durations and controls.

Retention and deletion

Account/profile data is retained while needed to provide and support your account. During weekly saved-trip cleanup, RoadPlan keeps the most recently updated saved trip and removes older saved-trip records and their files. Download any trips you want to keep. Historical service and payment records may remain for fraud prevention and legal obligations.

Public monitoring results are retained for 30 days. Browser drafts and load/scale data can remain until cleared, overwritten or removed using browser settings; exported/downloaded files stay on your device until you delete them. Provider logs, support messages and payment records have separate retention requirements and may not be erased when a trip is deleted.

Your choices and requests

You can update profile details in My account, delete saved trips, clear local drafts and browser data, revoke location/camera/notification permissions. Choose essential cookies only or reopen Cookie settings to change optional analytics consent. Selecting essential cookies only after analytics has loaded refreshes the page to stop those scripts; save your trip before changing that setting.

For access, correction, account deletion or other privacy requests, email matt@roadplan.app. Include your account email and describe the request. Do not include passwords, recovery codes or card numbers. We may verify your identity and retain records that must be kept for security, billing or legal reasons. Privacy rights and available remedies depend on where you live; you may also contact your applicable privacy regulator.

Driver weigh-station reports

When you report a state weigh station open, closed or bypass, RoadPlan stores the station ID, your account ID, status and report time. Your current GPS position is used to verify that you are within five miles and is not stored in this report table. Other signed-in drivers see the latest recent status, timestamp and counts without your name. Only your latest report for each station counts, and reports older than 30 minutes are excluded from current results.

Security, international processing and children

We use account authentication, access controls and protected transport to help safeguard information. No service can guarantee complete security. Providers may process information in the United States or other countries under their own arrangements. RoadPlan is intended for professional drivers and is not directed to children under 13. Contact us if you believe a child’s information was submitted.

Driver location reviews

If you choose to post a review after a recorded completed stop, your profile name, 1–5 star rating, comment and posting date are shown to signed-in RoadPlan drivers in location details. We store the review with your account and completed visit. You can update it through My previous stops or delete your review; administrators may remove reviews. Avoid including private information in comments.

Driver parking reports and trip tools

When you submit a parking report, we store its status, selected location, observation and server posting times with your account. Signed-in drivers see status and timestamps without your name or raw GPS coordinates. A fresh nearby device location is used to check the submission and is not stored in the parking report. You can delete your report; administrators may remove reports. Reports older than 24 hours are not displayed. Delivery instructions and roadside contact numbers are saved with your trip and may be kept in account-specific browser storage. Downloaded trip packs and detention CSV files remain on your device until deleted. Private delivery instructions are included in trip packs only when you select that option.

Changes and contact

We update the date above when this policy changes and request a new cookie choice if the consent version changes. Privacy questions: matt@roadplan.app, RoadPlan Media, LLC.

When you send a question or start voice, your message and current trip details (including addresses, stops, timing, fuel and HOS readings) are sent to ElevenLabs Agents to answer it. Voice mode sends microphone audio to ElevenLabs for recognition and spoken replies. Audio recording retention is disabled; text mode does not activate the microphone. Conversation history is displayed on your device during this page session. The agent is configured for one-day retention with transcript/personal-data deletion enabled. HERE handles requested location searches. Suggested stop replacements require your confirmation button and the planner’s normal checks. Do not include passwords or payment information.