Last Updated: August 15, 2026
CabTally ("CabTally," "we," "us," or "our") is a cloud-based bookkeeping, financial management, invoicing, mileage, and compliance management application designed for owner-operators and trucking businesses.
This Privacy Policy explains how we collect, use, process, disclose, retain, protect, and delete information when you access or use CabTally, including through our website, desktop application, mobile application, integrations, and related services (collectively, the "Service").
By creating an account or using the Service, you acknowledge that you have read and understood this Privacy Policy. Where applicable law requires consent for a particular processing activity, CabTally will obtain such consent as required.
CabTally provides tools to help users organize and manage business, financial, bookkeeping, invoicing, mileage, fuel, per diem, and compliance-related information. CabTally does not replace the user's legal responsibility to comply with applicable federal, state, local, tax, transportation, FMCSA, DOT, IFTA, or other legal requirements.
We collect information that you provide directly, information generated through your use of the Service, information collected automatically, information extracted from documents, and information received from third-party services that you authorize.
You may provide:
You may provide:
CabTally may collect information that you manually enter or that is extracted from documents, including:
CabTally may collect and store information associated with brokers and shippers, including:
Payment terms may be entered manually or automatically extracted from a rate confirmation when payment terms are present.
CabTally may collect and generate information used to create and manage invoices, including:
CabTally generates unique invoice numbers. Users may establish their own starting invoice-number sequence, after which the Service may continue the numbering sequence.
Depending on the features you use, CabTally may collect:
You may upload documents and images to CabTally, including:
CabTally may automatically process these documents to extract information and populate applicable features.
If you contact CabTally, we may collect information contained in your communications, including support requests, emails, feedback, and other correspondence.
If you use CabTally to send an invoice or other business communication, CabTally may process the information necessary to generate and deliver that communication to the recipient you designate.
When you use the Service, we may automatically collect information including:
We use this information primarily to operate the Service, maintain security, troubleshoot problems, prevent unauthorized access, and improve Service functionality.
When you accept CabTally's Terms of Service, Privacy Policy, or other agreements, we may record:
This information may be retained for security, dispute resolution, legal, and audit purposes.
CabTally may receive information from third-party services when you authorize an integration or connection.
These services may include:
Transaction information imported from bank accounts or financial institutions that you authorize CabTally to connect to.
Transaction information synced from fuel-card providers such as OTR, WEX, or EFS when you authorize the applicable connection.
When you authorize Gmail or Outlook integration, CabTally may process information from emails necessary to provide the features you request, including identifying and extracting receipt or other business information.
Mileage, vehicle, trip, or related information received from your Motive account when you authorize the connection.
Third-party integrations remain subject to the applicable third party's terms, privacy policies, and practices.
CabTally may use information we collect for purposes including:
We may also use information in aggregated or de-identified form where permitted by applicable law.
CabTally provides automated document-processing functionality that may extract information from rate confirmations and other documents uploaded by you.
When you upload a rate confirmation, CabTally may automatically extract:
The extracted information may be used to create or populate a trip and related records.
When payment terms are identified in a rate confirmation, those payment terms may be saved as part of the applicable broker information.
Automated extraction may not always correctly identify or interpret information contained in a document.
You are responsible for reviewing extracted information and correcting it when necessary.
CabTally may use trip, load, broker, and other information you provide or upload to generate invoices.
After a trip is created, CabTally may allow you to save an invoice or send an invoice.
If you choose to send an invoice through CabTally, the Service may transmit the invoice and associated load or billing information to the broker, shipper, customer, or other recipient designated by you.
CabTally may automatically generate the accompanying email using information associated with the applicable load or invoice.
You are responsible for reviewing:
before sending an invoice or business communication.
CabTally does not control how a recipient uses information contained in an invoice after the invoice has been delivered.
CabTally generates unique invoice numbers for invoices created through the Service.
Users may establish their own starting invoice-number sequence. CabTally may then continue generating invoice numbers from that sequence.
CabTally maintains invoice-numbering information as necessary to help prevent duplicate invoice numbers and maintain accurate invoice records.
CabTally may automatically generate per diem entries based on trip information entered or imported into the Service.
Depending on the information available and the user's configured settings, CabTally may classify trip days for purposes of generating per diem entries.
A calendar day spent entirely outside the user's configured home radius may be classified as a full travel day.
A departure day or return day involving leaving or entering the user's configured home radius may be classified as a partial travel day.
A same-day trip in which the applicable trip activity remains within the user's configured home radius may be classified as a day trip.
Generated per diem entries are presented to the user for review and confirmation.
CabTally's calculations are based on information available to the Service and settings configured by the user. Automated calculations may contain errors if underlying trip information or settings are inaccurate or incomplete.
Users are responsible for reviewing and confirming generated per diem entries and for determining whether the resulting treatment is appropriate for their particular tax circumstances.
CabTally does not provide legal, tax, or accounting advice.
CabTally uses artificial intelligence, machine learning, optical character recognition, and other automated technologies to assist with certain Service features.
These technologies may be used for:
AI-generated or automatically extracted information may not always be accurate, complete, or appropriate for your circumstances.
You are responsible for reviewing information generated by automated systems before relying on it for:
CabTally does not represent that AI-generated or automatically extracted information is error-free or a substitute for professional legal, tax, accounting, or compliance advice.
CabTally may use third-party AI, machine-learning, optical-character-recognition, and automated-processing service providers to provide certain features.
Information submitted to CabTally may be transmitted to or processed by applicable providers when necessary to perform the requested functionality.
CabTally seeks to require applicable service providers to process customer information only for authorized purposes and subject to appropriate contractual, security, and confidentiality protections.
CabTally does not authorize AI service providers to use customer information for unrelated advertising or marketing purposes.
Where supported by the applicable provider and contract, CabTally will configure AI services to limit retention and prevent customer content from being used to train general-purpose models.
CabTally does not represent that every AI provider will have identical retention periods or processing practices. AI providers may retain limited information where necessary for security, abuse prevention, service operation, debugging, or other purposes permitted by applicable agreements and law.
CabTally may change or add AI service providers as the Service evolves. If such a change materially affects how personal information is processed, CabTally may update this Privacy Policy or provide additional notice where required by applicable law.
CabTally does not sell your personal information.
We may disclose or provide access to information to the following categories of recipients when reasonably necessary to operate the Service or for purposes described in this Privacy Policy.
CabTally uses payment processors, including Stripe, to process subscription payments.
Payment-card information is processed by the applicable payment processor and is not stored on CabTally's servers except for information necessary to manage the payment relationship, such as transaction identifiers or limited payment metadata.
When you connect a bank account, fuel-card provider, email account, Motive account, or another supported integration, CabTally may exchange information with that provider as necessary to provide the functionality you authorize.
CabTally uses third-party email and communication providers to deliver:
When you choose to send an invoice through CabTally, information contained in or associated with that invoice may be transmitted through our email provider to the recipient you designate.
CabTally may use third-party providers for:
These providers may process or have access to information only as reasonably necessary to perform services for CabTally and subject to applicable contractual and legal requirements.
CabTally may disclose information when reasonably necessary to:
If CabTally is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, information associated with the Service may be transferred as part of that transaction, subject to applicable law.
CabTally takes reasonable technical and organizational measures designed to protect information against unauthorized access, alteration, disclosure, destruction, or loss.
Depending on the information and system involved, these measures may include:
No method of transmission or electronic storage can be guaranteed to be completely secure.
Accordingly, while CabTally works to protect information using reasonable security practices, we cannot guarantee absolute security of your information.
You are responsible for protecting your account credentials and notifying CabTally if you believe your account has been accessed without authorization.
CabTally does not treat account cancellation as an instruction to immediately destroy every record associated with an account.
Certain records may need to be retained because of applicable legal, regulatory, tax, accounting, security, fraud-prevention, dispute-resolution, or other legitimate requirements.
Different categories of information may therefore have different retention periods.
CabTally's retention system is designed to distinguish information needed for ordinary Service operation from information that must be retained for a legitimate legal, regulatory, security, or other permitted purpose.
When a user cancels a CabTally subscription, the account enters a grace-period lifecycle.
During the 30-day grace period:
The purpose of the grace period is to provide the user with an opportunity to retrieve and export their records before the account proceeds to archival.
After the 30-day grace period expires, the account may transition to an archived state.
At that stage:
The retention vault is designed to prevent retained records from being used for ordinary product functionality.
Retained records are restricted to purposes for which retention is required or otherwise permitted.
CabTally uses a record-category-based retention system.
The applicable retention period may depend on:
CabTally's internal retention system may assign retention periods such as three, four, or seven years to particular record categories where appropriate.
These periods are internal retention periods for the applicable data categories and should not be interpreted as a statement that federal law universally requires every record in that category to be retained for that period.
Where applicable law requires a longer retention period than the configured ordinary retention period, the applicable legal requirement or legal hold will control.
Where information no longer has a legitimate retention purpose, CabTally may delete or anonymize it.
CabTally is designed for trucking businesses and owner-operators whose operations may be subject to Federal Motor Carrier Safety Administration ("FMCSA") regulations.
CabTally may store information that can be relevant to transportation and compliance recordkeeping, including trip records, supporting documents, vehicle information, driver information, mileage information, fuel information, and other business records.
FMCSA retention requirements differ depending on the type of record.
For example:
These requirements are examples and do not constitute a complete list of FMCSA recordkeeping obligations.
CabTally does not represent that every record stored in CabTally is an FMCSA-required record or that CabTally's retention of a record alone satisfies every applicable FMCSA requirement.
The motor carrier, owner-operator, or other applicable user remains responsible for determining which records it is legally required to maintain and for complying with applicable FMCSA requirements.
CabTally may retain accounting, financial, invoice, expense, mileage, fuel, payment, and other business records for periods necessary to provide the Service and comply with applicable legal or regulatory requirements.
Federal tax recordkeeping periods vary depending on the record and circumstances.
For example, the IRS generally states that records supporting income, deductions, or credits should be retained for the applicable period of limitations, which is generally three years in many circumstances, with longer periods applying in certain circumstances. Employment-tax records generally must be retained for at least four years.
Certain transportation and fuel-tax records may also be subject to separate requirements, including applicable IFTA requirements.
CabTally therefore does not represent that every tax, accounting, fuel, mileage, invoice, or business record must be retained for one universal period.
The applicable retention period may vary according to the nature of the record and applicable requirements.
During the archival process, CabTally evaluates information based on whether there is a continuing legitimate retention purpose.
Information that does not have a continuing retention purpose may be:
For example, certain ordinary customer, truck, driver, account-profile, or other information may be scheduled for anonymization or deletion when it is no longer required for a legitimate retention purpose.
Information associated with retained regulatory, financial, legal, security, or audit records may remain in restricted storage for the applicable retention period.
CabTally supports legal holds for records that may be subject to:
When a legal hold applies, automated sanitization for affected records is suspended.
Records subject to a legal hold remain protected from automated deletion until the legal hold is formally released or the applicable preservation obligation otherwise ends.
Legal-hold actions may be recorded in CabTally's audit trail.
After the legal hold is released, normal retention and sanitization processes may resume.
After the applicable retention period expires and provided that no legal hold or other legitimate retention requirement remains, CabTally may permanently sanitize the applicable retained dataset.
CabTally's current retention architecture uses cryptographic erase for applicable retained encrypted data.
The sanitization process is designed to make the retained information permanently inaccessible by destroying the cryptographic key required to decrypt the applicable data.
CabTally's sanitization process is designed to follow applicable principles of NIST Special Publication 800-88 Revision 2, Guidelines for Media Sanitization, where applicable to the storage technology and sanitization method. NIST published Revision 2 on September 26, 2025.
The specific sanitization method used may depend on the underlying storage technology and applicable technical requirements.
After a successful permanent sanitization event, CabTally may generate a Sanitization Certificate documenting the completion of the applicable sanitization process.
The certificate may include:
CabTally may retain sanitization certificates and limited audit-trail metadata after customer data has been sanitized when reasonably necessary to demonstrate that the sanitization process occurred, maintain security records, comply with legal obligations, or defend against legal claims.
Such metadata is not intended to preserve the underlying customer records that were permanently sanitized.
Depending on the nature of the information and applicable law, CabTally may act as a controller, business, processor, service provider, or similar role.
CabTally may determine the purposes and means of processing certain information for purposes such as:
For information processed on behalf of a customer according to that customer's instructions, CabTally may act as a processor, service provider, or similar role where applicable.
The applicable legal role depends on the type of information, the purpose of processing, the customer relationship, and applicable law.
Depending on where you live and whether a particular state privacy law applies to CabTally and your circumstances, you may have certain rights concerning your personal information.
These rights may include:
You may have the right to request access to personal information CabTally maintains about you.
Where applicable, you may have the right to request information about:
You may have the right to request correction of inaccurate or incomplete personal information.
You may have the right to request deletion of personal information, subject to applicable legal and regulatory exceptions.
Where applicable, you may have the right to obtain certain personal information in a portable and reasonably usable format.
Depending on applicable law, you may have rights to opt out of certain processing activities, including:
CabTally does not sell personal information.
Where required by applicable law, you may have rights concerning certain uses or disclosures of sensitive personal information.
Where required by applicable law, you may have the right to appeal a decision concerning your privacy request.
Where required by applicable law, CabTally will not discriminate against you for exercising applicable privacy rights.
U.S. state privacy laws differ in their applicability thresholds, definitions, exemptions, rights, and requirements.
A state privacy law may not apply to CabTally or to a particular user solely because the user resides in that state. Many state laws contain thresholds and exemptions, including exemptions concerning certain business, employment, financial, or regulated information.
Where an applicable state privacy law grants you rights, CabTally will provide those rights in accordance with applicable law.
Depending on your jurisdiction, applicable rights may include access, correction, deletion, portability, opt-out rights, rights concerning sensitive personal information, rights concerning targeted advertising or profiling, and rights to appeal certain privacy decisions.
Where required by applicable law, CabTally will honor recognized universal opt-out mechanisms for applicable processing activities.
CabTally currently does not sell personal information or process personal information for targeted advertising.
CabTally is primarily a business-to-business service designed for owner-operators, motor carriers, trucking businesses, and other business users.
Some state privacy laws define a protected "consumer" as an individual acting in an individual or household context and may exclude certain information processed in an employment, commercial, or business-to-business context.
For example, the Colorado Privacy Act defines "consumer" in terms of an individual acting only in an individual or household context.
The applicability of a state privacy law depends on the applicable law, the nature of the information, the user's relationship with CabTally, and other statutory requirements.
CabTally will evaluate privacy requests based on the law applicable to the requesting individual and the information involved.
To submit a privacy request, contact:
Please use the subject:
Privacy Rights Request
Your request should include:
CabTally may need to verify your identity before completing certain requests in order to protect your account and personal information.
CabTally will respond within the timeframe required by applicable law.
If applicable law provides a right to appeal a decision, CabTally will provide instructions for submitting an appeal.
A request to delete personal information does not necessarily require CabTally to immediately delete every record associated with a user.
CabTally may retain information when reasonably necessary or legally required to:
When a retention exception applies, CabTally may restrict the retained information from ordinary Service use and retain it only for the applicable purpose.
When the applicable retention period expires, the information may be permanently sanitized in accordance with CabTally's retention and sanitization procedures.
CabTally uses cookies and similar technologies as necessary to operate and secure the Service.
These technologies may be used to:
Certain cookies or similar technologies may be provided by third-party service providers.
You may control cookies through your browser settings. Disabling necessary cookies may affect functionality or security.
CabTally does not sell personal information through cookies.
If CabTally introduces cookies or tracking technologies that create additional privacy rights or opt-out obligations under applicable law, CabTally will provide any disclosures or controls required by law.
The Service is not intended for individuals under the age of 18.
CabTally does not knowingly collect personal information from individuals under 18 for the purpose of providing the Service to them.
If you believe that an individual under 18 has provided personal information to CabTally, contact:
CabTally will evaluate the matter and take appropriate action as required by applicable law.
You retain your rights and interests in the information and documents that you submit to CabTally, subject to the rights necessary for CabTally to operate the Service and the rights of third-party providers or other parties with respect to information they provide.
CabTally provides tools for organizing and managing business, financial, and compliance-related information.
You remain responsible for:
CabTally does not provide legal, tax, accounting, or regulatory advice.
CabTally is intended to assist users in organizing and managing information relevant to their businesses.
Use of CabTally does not by itself establish compliance with any law or regulation.
CabTally does not guarantee that use of the Service will satisfy the recordkeeping, tax, FMCSA, DOT, IFTA, or other regulatory obligations applicable to a particular user.
Users remain responsible for understanding and satisfying the requirements applicable to their specific operations.
CabTally may update this Privacy Policy from time to time to reflect changes to:
When we make changes, we will update the "Last Updated" date at the beginning of this Privacy Policy.
If we make material changes to how we collect, use, disclose, retain, or otherwise process personal information, we may provide additional notice through email, an in-app notification, or another reasonable method when required by applicable law.
If you have questions, concerns, privacy requests, or complaints regarding this Privacy Policy or CabTally's privacy practices, contact:
CabTally
Email: admin@cabtally.com
For privacy-rights requests, please use:
Subject: Privacy Rights Request