OTRKeychain Privacy Policy

Operated by SEMPERX INC ("we," "us," "our"). Effective date: July 15, 2026. Last updated: October 11, 2026.

OTRKeychain is a bookkeeping and document-organizing tool for truck drivers and small carriers. It helps you record loads, revenue, expenses, fuel, and settlements, and store and organize business documents such as rate confirmations, receipts, and compliance paperwork. OTRKeychain is a hosted web application. It is also available as an Android app, which displays the same web application inside an in-app browser (WebView), and as an iPhone app. Information you enter or upload in either app is stored and processed by the same hosted service described in this policy.

This policy explains what information OTRKeychain collects, why, how it is used, who processes it, and the choices you have.

Information we collect

Account information

• Your email address, which is used as your login and to contact you about your account.
• Your password, which is stored only in a hashed (scrambled, non-reversible) form. We cannot read your password.
• An optional device PIN or biometric (fingerprint/face) that you can enable for quick unlock. Biometric data never leaves your device; it is handled by your device's operating system, not by us.

Waitlist

• If you join a waitlist, we keep your email address, the tier you picked, and your name if you gave one, so we can send you one message when that tier opens. Ask us any time and we delete it.

Business and profile information you enter

• Company/carrier profile details you choose to enter, such as carrier or company name, MC number, DOT number, and truck/unit numbers.
• Operational and financial records you create in the app, such as loads, mileage, pay/revenue, expenses, fuel purchases, credits, per-diem, settlements, and the profit/loss figures calculated from them.

Documents and photos you upload

• Files and photos you upload or capture with your camera, including rate confirmations, receipts, fuel receipts, scale tickets, maintenance receipts, and "Truck Book" compliance documents (for example: registration, inspection, insurance, IFTA, permits, and driver's license/CDL, plus any other documents you choose to add, which may include items such as a DOT medical card).
• These documents may contain sensitive personal and business information. You should only upload documents you are authorized to store.
• On Android, camera and photo/media access is used solely so you can capture or select a document to upload. We do not access your photo library for any other purpose.

Automatic document reading (AI)

To save you from typing, when you upload a document or photo for scanning, its contents are sent to a third-party AI provider that reads the document and returns the extracted fields so the app can pre-fill your entry. The AI provider processes the document to perform this task on our behalf. You review and confirm the extracted information before it is saved. If you would rather not use AI reading, you can enter the information manually instead.

For the hosted service (including the mobile apps), a document is sent to one AI provider per scan — the provider selected in our configuration at that time — not to all of them. The providers that may be used are:

• Anthropic — document reading, and also the AI used for in-app support chat and for answering email sent to our support address.
• OpenAI — document reading, when selected as the active provider.

We may change which of these providers is active, or add another provider, as the service evolves. If we do, we will update this policy. If you run the optional self-hosted desktop version of OTRKeychain and supply your own AI key, your documents go to the provider you configure (which may include Google Gemini, Anthropic, or a locally run model), and not through our servers.

These providers process documents on our behalf under their applicable commercial API terms and privacy and security commitments. Retention and processing practices may vary by provider, service configuration, and legal or security requirements. Please review the providers' published policies for additional details.

Technical and security information

• A signed session cookie so you stay logged in.
• Limited local storage on your device for preferences (such as your view choice) and to remember your username for quick PIN sign-in.
• Basic usage counts: when you last signed in and last opened the app, how many times, and whether you used the web, Android, or iPhone version. These counts do not include what you looked at or entered.
• Security and server logs. When you use OTRKeychain, our server and our hosting and network providers record information about each request. These logs can include your IP address, browser or device information, the time of the request, and the page or feature requested. We use them to run the service, troubleshoot problems, and detect and block abuse, such as repeated failed sign-ins or automated attacks. Logs are kept for a limited time and then deleted.
• Sign-in protection. To slow down password guessing, we count failed attempts and lock sign-in for a few minutes after too many. These counters store a scrambled (hashed) form of the IP address and account name, not the plain values.
• Admin actions. When our staff use our admin tools — for example, to sign in, reset a password, change a plan, or delete an account — we log the action, the account it affected, and the IP address it came from.
• Terms acceptance. When you sign up, we record when you accepted our Terms of Service and this Privacy Policy, which version you accepted, and the IP address you used. If you choose a paid plan, we also record your agreement to automatic renewal.

Payment and subscription information

Paid plans bought on our website are processed by our payment provider, Stripe. Stripe collects and processes your payment details directly; we do not receive or store your full card number.

Paid plans bought in our iPhone app are sold through Apple's App Store using Apple in-app purchase. Apple handles those purchases under its own terms and privacy policy. We receive confirmation of your subscription — such as the plan, Apple's transaction reference, and when it renews or expires — rather than your card details. In-app purchasing through Google Play is not available at this time.

In all cases, we keep basic subscription status — for example, your plan and whether your subscription is active — so we can provide the service you paid for.

How we use information

• To provide the app's core features: recording your business data and storing and organizing your documents.
• To read uploaded documents with AI so fields can be auto-filled (subject to your review).
• To manage your account, authenticate you, and keep you signed in.
• To secure the service and detect and block abuse (for example, login rate-limiting and blocking automated attacks).
• To process payments and manage subscriptions.
• To keep a record that you accepted our terms.
• To provide customer support and respond to your requests.
• To carry out your request to delete your account, including emailing you your records.

We do not use third-party advertising networks, and we do not use third-party analytics or ad-tracking software in the app.

Service providers who process data for us

We use trusted service providers to run OTRKeychain. They process data only to provide their service to us, under their own security and privacy obligations. This is not a sale of your data. Our main providers are:

• Render — application hosting and database hosting, in the United States.
• Cloudflare — all web traffic to and from OTRKeychain passes through Cloudflare's network, which our host Render uses to deliver and protect the service. Cloudflare R2 also stores the files and photos you upload, and some printing and PDF tools in the app are loaded from Cloudflare's code library (cdnjs).
• Google Fonts — some lettering (fonts) in the app is loaded from Google, so your browser sends your IP address and browser information to Google when it downloads them.
• Anthropic — AI reading of uploaded documents, in-app support chat, and support-email replies.
• OpenAI — AI reading of uploaded documents, when selected as the active provider (see "Automatic document reading" above).
• Stripe — payment and subscription processing for plans bought on our website.
• Apple — payment and subscription processing for plans bought in our iPhone app.
• Email provider — support email hosting and communications, including the email we send when you ask to delete your account.

These providers may change over time. If we make a material change to how your data is processed, we will update this policy.

When the law requires us to share information

We may share information, including account records and security logs, with law enforcement or other parties when the law requires it — for example, in response to a valid subpoena, court order, or similar legal process.

How your information is protected

• Information is transmitted over encrypted connections (HTTPS/TLS).
• Passwords are stored using industry-standard hashing (PBKDF2); we cannot read them.
• Your data and uploaded files are stored on managed infrastructure (Render and Cloudflare) that provides encryption of stored data at the infrastructure level.
• Access controls are in place so that one account cannot read another account's data or documents.
• The optional desktop version of OTRKeychain stores its data in an encrypted vault (AES-256-GCM) on your own computer.

We do not claim end-to-end encryption of your hosted business data, and we do not claim HIPAA compliance. No method of transmission or storage is completely secure, but we work to protect your information using reasonable measures.

Aggregated and de-identified industry insights

We may use aggregated, de-identified, and/or anonymized operational data to create general informational products and industry insights, such as trucking benchmarks, lane and rate trends, fuel-cost trends, market forecasting, route-profitability insights, and other general industry analytics.

To be clear, in connection with any such data product:

• We do not sell your personal documents.
• We do not sell user identities.
• We do not sell account credentials.
• We do not sell broker, shipper, receiver, or direct-customer identifying information.
• We do not sell CDL, medical card, registration, insurance, or other Truck Book documents.
• We do not sell individual user records.

Any data product is intended to be aggregated and/or de-identified so that it does not reasonably identify a specific user, driver, carrier, broker, shipper, receiver, or individual load. If we ever decide to use or share information in a way that could reasonably identify you or your business at an individual level, we will update this policy first and, where appropriate, give you a choice before doing so.

Data retention and deletion

• We keep your account information, business records, and uploaded documents while your account is active.
• Deleting your account. You can delete your account in the app under Settings → Delete account by entering your password and typing DELETE. Your account is then scheduled for deletion 30 days later. Nothing is erased during those 30 days, but the account is locked: you can sign in only to keep your account (which cancels the deletion), download your records, or sign out.
• What we email you. When you ask to delete your account, we email the address on your account from help@otrkeychain.com. The email confirms the deletion date and includes a Profit & Loss report for each year that has records, a maintenance report for each year that has maintenance records, and an encrypted backup of your account. The backup is encrypted (AES-256-GCM) with a key made from your account password, so only that password opens it, and it can be restored into a new account later. Your uploaded documents are not attached to the email; you can download them from the app until the deletion date.
• On the deletion date (or shortly after), we permanently delete the account and everything in it: your trip and business records, your settings, and your uploaded documents (such as rate confirmations, receipts, PODs, and scans) stored in Cloudflare R2.
• Backups. After that, copies may remain in our database host's (Render's) recovery backups and in our own encrypted off-site backups for up to about 7 days before they are overwritten or deleted.
• What others keep. Payment processors (Stripe and Apple) keep their own records of your transactions under their own policies. Messages you sent to our support email address may remain in our support email records. Security logs, which can include your IP address, are kept for a limited time as described above.
• We may also keep information where the law requires us to.
• If you can't sign in, you can ask for deletion by email instead. See our Account Deletion page for how.

Your choices

• You control what you enter and upload; you can edit or delete individual records and documents in the app.
• You can decline AI document reading and enter information manually.
• You can request access to, correction of, or deletion of your data by contacting us.
• You can delete your account in the app at any time (Settings → Delete account), and you have 30 days to change your mind.
• You can cancel your subscription at any time.

Do Not Track

Some browsers have a "Do Not Track" setting that asks websites not to follow your activity. There is no single agreed standard for how websites should respond to it, so OTRKeychain does not change how it works when it receives that signal. OTRKeychain does not track you across other websites over time, and we do not use third-party advertising or analytics tools that do. The service providers listed above receive basic request information, such as your IP address, when they deliver their part of the service.

Your responsibilities

OTRKeychain lets you store business documents that may contain personal and sensitive information about you and others. Please only upload documents that you are authorized to store, and do not upload another person's personal information that you have no right to keep.

Children

OTRKeychain is a business tool intended for use by adults (18+). It is not directed to children, and we do not knowingly collect information from children.

Changes to this policy

We may update this policy from time to time. When we do, we will change the "Last updated" date above and, where appropriate, provide additional notice. Continued use of OTRKeychain after an update means you accept the revised policy.

Contact us

If you have questions about this policy or your data, or you want to request access or deletion, contact:

SEMPERX INC
Email: help@otrkeychain.com

To delete your account, use Settings → Delete account in the app. If you can't sign in, see our Account Deletion page.

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