Privacy Policy
Fuelink ("the app", "we") is a personal fuel, trip and vehicle-maintenance tracker. This page explains what we collect, why we collect it, where it is stored, and how you can control or delete it. The data controller is the operator of fuelink.eu/backend-api; contact details are at the bottom.
1. What data we collect
1.1 Account & identity
- Household code — a short random identifier (e.g.
FAM-X7K2-9Y4P) generated the first time the app runs. It is the sole credential the app uses; no email or password is required. - Device record — a per-device id, a label you can edit (e.g. "My phone"), an approval status, and the timestamp of the last successful sync. Used to let the household owner approve, revoke, or list devices that share the same household code.
- User profile — display name, accent colour, and a randomly generated user id local to your household. Stored in the device's secure store (Keychain on iOS, EncryptedSharedPreferences on Android).
- Recovery code — an optional one-time code the household owner can generate to claim ownership from another device. Hashed before storage; never shown again after creation.
1.2 Fuel & trip data
- Fuel entries — date, amount, litres or kWh, price/L or price/kWh, fuel type, station name, odometer reading (km), optional notes.
- Vehicles — name, plate number, vehicle type, fuel type and an accent colour you choose.
- Trips — date, start/end odometer or GPS-tracked distance, optional purpose label (work / personal / other), optional start and end text addresses, and the recorded GPS polyline if you used the live-tracking mode. GPS is sampled only after you manually start a trip recording. While a trip is active, a foreground service (with a persistent, visible notification) keeps sampling location so route and distance tracking continue working even when the screen is off or the app is in the background. Location access stops the moment you stop the trip; the app does not access location at any other time and does not perform any passive or ambient location collection.
- Maintenance reminders — service type, last service date and odometer, optional custom interval.
1.3 Receipts (optional, on-demand)
When you tap Scan on a fuel receipt:
- The image is sent over HTTPS to our backend at
fuelink.eu/backend-api. - The backend forwards the image to a third-party AI provider (OpenRouter, which routes the request to Google Gemini) for text extraction.
- The image is processed in memory only. Neither our backend nor OpenRouter persists the image after the response is returned.
- The extracted fields (date, amount, litres, price/L, station, fuel type) are sent back to your device for you to confirm or edit before saving.
If you also attach a receipt photo to a saved entry, the photo file itself is kept on your device only and is not uploaded to our server.
1.4 Billing
If you subscribe to Fuelink Pro (monthly, annual, family or lifetime) the purchase is made through the Google Play in-app billing system on Android (or the App Store on iOS). The payment itself is handled entirely by the store; we never see or receive your card or payment details. Entitlement (whether your subscription is active) is validated for us by RevenueCat, which receives the store purchase receipt and an anonymous app-user identifier equal to your household code. On our own server we store only the resulting plan, store, product id, status, renewal/expiry date and trial start date, all tied to your household code, so that the app knows which features to unlock.
1.5 What we do not collect
- No email address or phone number.
- No address book / contacts access.
- No third-party analytics or advertising identifiers.
- No passive or ambient location pings. Location is only sampled during a trip you started, and stops when you stop the trip.
- No social-network sign-in.
2. Where data is stored
The household, devices, vehicles, entries, trips and maintenance records are stored in a MySQL database on our server at fuelink.eu/backend-api, hosted in the European Union. All traffic between the app and the server is encrypted with HTTPS.
Receipt photos that you attach to an entry remain on the device and are not uploaded. Charts, statistics and the carbon-footprint dashboard are computed locally on your device from the data you have entered; no per-user analytics are sent to us.
3. Legal basis (GDPR)
- Performance of the service you requested — the household, entries, vehicles, trips and maintenance records are processed because the app cannot work without them.
- Legitimate interest — rate limiting and basic anti-abuse logging on the backend.
- Contract — billing data when you choose to subscribe to Fuelink Pro.
- Consent — the OCR scan upload only happens when you explicitly tap the Scan button.
4. Retention
- While your household exists, your data is kept indefinitely so that statistics and history remain available.
- When you delete your household (see section 5) the records are removed immediately from the live database. Backups are rotated and purged within 30 days.
- Billing records linked to your store purchase may be retained by Google Play / Apple and by RevenueCat under their own retention policies for tax and accounting compliance even after household deletion; on our side we keep only the plan mapping tied to your household code.
5. Your rights
You can exercise the following rights at any time:
- Access & portability — export every fuel entry to CSV or JSON from Settings → Data → Backup options. The export contains everything we store about your fuel and vehicle records.
- Rectification — edit or delete individual entries directly inside the app.
- Erasure — open Settings → Account → Delete account and confirm. This wipes every entry, trip, vehicle, maintenance reminder and the household record itself. Deletion is irreversible.
- Objection & complaint — if you believe we are processing your data unlawfully you can complain to your local data-protection authority. In Greece this is the Hellenic DPA (
dpa.gr).
You can also send the household code to [email protected] and we will action the request within 30 days.
6. Sharing & third parties
We do not sell your data and we do not share it with advertisers. The third parties that strictly process data on our behalf are:
- OpenRouter — forwards each Scan request to the underlying AI model.
- Google — operates the Gemini model used for receipt OCR.
- Google Play (and the Apple App Store on iOS) — process subscription and one-time purchases. Payment details are handled by the store and never reach our servers.
- RevenueCat — validates store purchase receipts and tells our backend whether your subscription is active. It receives the purchase receipt and your household code as an anonymous app-user id.
- OpenStreetMap and Carto — serve the basemap tiles that appear behind GPS trip previews. They receive only the tile coordinates needed to render the map, no account identifier.
7. Security
- All client ↔ server traffic uses TLS (HTTPS).
- The household code is the only credential and is stored in the platform's secure store on your device.
- Tokens issued to each device are hashed (SHA-256) before being stored on the backend and are regenerated on recovery / claim flows.
- Billing webhook traffic from RevenueCat is authenticated with a shared secret before any household plan is changed.
8. Children
Fuelink is not directed at children under 13 and does not knowingly collect data from them. If you are a parent or guardian and become aware that a child has provided us with data, please contact us so that we can delete it.
9. Changes to this policy
Material changes are published on this page with a new "last updated" date. The version visible inside the app always links here, so the document you are reading is the current canonical version.
10. Contact
Questions, complaints, data-export requests or deletion requests: [email protected].
Fuelink is operated by the team at fuelink.eu. The app is offered free with optional in-app subscriptions for Fuelink Pro.