Privacy Policy

Who is responsible

MAWIK TOURS LTD (“Milemate”, “we”, “us”) is the data controller for personal data processed through Milemate, an online-only software service for driver trip, mileage and earnings records.

Registered office: 8 Bedwell House, Stockwell Park Road, England, SW9 0UH, United Kingdom. Privacy contact: support@mawiktouurs.shop, +44 7469203603.

What we collect and where it comes from

• Account data — name, email and password credentials, provided by you at sign-up.
• Subscription & billing data — plan, billing status and the last four digits and card brand returned by our payment processor. We never receive or store full card numbers.
• Your inputs — the trip notes, mileage, hours, gross earnings, commission rates and expense figures you enter or import. These may include earnings and approximate location-type information, which we treat as sensitive and minimise.
• Generated results — the summaries, mileage ledgers, expense lists, charts and recap videos Milemate produces from your inputs.
• Uploaded or sample files — any daily notes or example data you paste or attach for a summary.
• Support data — messages you send us and lead-form submissions.
• Technical data — device, browser, IP-derived region and basic usage events collected automatically to run and secure the service.

Why we use it and our legal bases

• To provide the service (generate records, charts and exports) — performance of our contract with you.
• To take payment for your subscription — performance of a contract; we never collect your fares.
• To secure and improve the service — our legitimate interests in a reliable, abuse-free product.
• To provide support and respond to enquiries — performance of a contract and legitimate interests.
• To meet legal and accounting obligations — compliance with a legal obligation.
• Optional analytics and non-essential cookies — your consent, which you can withdraw at any time.

How we handle your inputs, results and files (AI processing)

User input — the trip notes and figures you type — is processed to compute your summary and, where you enable it, sent to an AI provider only to help interpret your note. The generated output (summaries, ledgers, charts and recap media) always draws its numbers from our own calculation engine.

• User input: we process the trip notes and figures you enter solely to produce your records; you can edit or delete them at any time.
• Generated output: the summaries, mileage ledgers, expense lists, charts and recap videos we create are stored so you can revisit and export them, and are deleted when you delete a record or close your account.
• File uploads and sample data: any daily notes or example files you paste or attach for a one-off summary are retained only as long as needed to produce and let you download the result, then removed.
• We do not use your user input, generated output or uploaded files to train AI models — ours or a third party's.
• Generated output is for your reference and is not tax, accounting or legal advice; you are responsible for the accuracy of what you enter.

Who we share it with

We do not sell your personal data. We share it only with processors who help us run Milemate, under contract and only as needed:

• Hosting & delivery — our cloud hosting and CDN provider serves the application.
• Payments — Stripe processes subscription payments and card details; MAWIK TOURS LTD does not receive full card numbers.
• Database, authentication & storage — our managed backend stores your account, records and subscription status.
• AI provider — where you enable note interpretation, the text of that note is sent to an AI provider to assist parsing.
• Email — our email provider delivers transactional and support messages.

We may also disclose data where required by law or to protect our rights and users.

International transfers

Some processors are located outside the UK and EEA. Where personal data is transferred internationally, we rely on appropriate safeguards such as UK International Data Transfer Agreements, the UK Addendum to the EU Standard Contractual Clauses, or adequacy decisions, so your data stays protected.

How long we keep it

• Account and records data — for the life of your account, then deleted or anonymised within 90 days of account closure, unless we must keep it longer for legal reasons.
• Billing and accounting records — retained for up to 6 years to meet UK financial and tax record-keeping obligations.
• Support messages and leads — up to 24 months.
• You can delete individual records at any time from your workspace.

Your rights (UK GDPR, EU GDPR and CCPA)

Depending on where you live, you have rights to:

• Access the personal data we hold about you and receive a copy.
• Rectify inaccurate data and complete incomplete data.
• Erase your data (“right to be forgotten”).
• Restrict or object to certain processing, including direct marketing.
• Data portability — receive your data in a portable format.
• Withdraw consent at any time where processing is based on consent.

California residents (CCPA/CPRA) additionally have the right to know, delete, correct, and to limit use of sensitive personal information, and the right not to be discriminated against for exercising these rights. To exercise any right, email support@mawiktouurs.shop.

Do Not Sell or Share

We do not sell your personal information and we do not share it for cross-context behavioural advertising. If this ever changes we will provide a clear opt-out and update this policy first.

Cookies and analytics

We use essential cookies to run the service and, only with your consent, optional analytics cookies to understand usage. See our Cookie Policy for the full list and how to change your choices.

Automated decisions and children

Milemate produces calculations and summaries from your inputs but does not make legal or similarly significant automated decisions about you.

Milemate is intended for working drivers. It is not for children under 13, and users aged 13–17 must have the consent of a parent or guardian. We do not knowingly collect data from children under 13; contact us to remove any such data.

How we protect it

We use encryption in transit, access controls, and reputable processors to protect your data. No method of transmission or storage is completely secure, but we work to protect your information and to notify you and regulators of any qualifying breach as required by law.

Complaints and contact

Contact us first at support@mawiktouurs.shopand we will do our best to resolve your concern. UK and EEA users also have the right to complain to a data protection authority — in the UK, the Information Commissioner's Office (ICO). This policy may be updated; the date at the top shows the latest version.