The data controller behind BillMile is Vertum LLC, a Texas limited liability company doing business as BillMile, located at 5900 Balcones Dr Ste 100, Austin, TX 78731. BillMile is a registered trade name of Vertum LLC; the two are the same legal entity.
BillMile is built to help owner-operators turn paperwork into a ready-to-send invoice or evidence package through WhatsApp. This policy explains what information is processed, how sensitive data is handled, and what controls exist around support, retention, and deletion.
1. Data Minimization
BillMile only processes the documents and fields required to prepare invoices and operational evidence packages, such as RateCons, Proofs of Delivery (PODs), Bills of Lading (BOLs), and scale or lumper receipts.
2. Identity Checks and Restricted Data
During onboarding or account recovery, BillMile may need to confirm that you are who you say you are. That check runs through a third-party identity verification provider.
- The selfie and the photograph of your CDL are captured and held by Didit, not by BillMile. The images themselves never come to us.
- What Didit sends back is a result record. It carries the identity data read off your licence — licence number, date of birth, address — and time-limited links to the images. We strip all of that out the moment it arrives. What we write down is your name, the session number, and whether the check passed. The rest never reaches our database at all.
- How long we keep it: 30 days, after which even your name is dropped and only the session number and outcome remain. The destruction is scheduled the moment the record arrives. The selfie and licence images are held by Didit, never on BillMile’s systems, and are destroyed 30 days after the check — a limit we set.
- Identity checks are used only to validate risk and recover accounts. They are never used for advertising, profiling, or sold to anyone.
- Biometric verification proves that a real person is present. It does not prove authority over a carrier — that is what the FMCSA check and the one-time code are for.
3. Data Sharing and Third Parties
BillMile runs on third-party infrastructure, and your documents pass through it. We would rather name those services than describe them vaguely:
- Google Cloud — hosting, database, and document storage. Processing takes place in the United States.
- Google Vertex AI — reads the fields out of your documents. Google does not use it to train its models. It caches the document for up to 24 hours to speed up processing, and may log requests to detect abuse of its service. Nothing about your paperwork is used to advertise to you.
- Meta / WhatsApp Business — carries the conversation with the driver.
- SendGrid — receives rate confirmations sent by email and delivers the finished packet.
- Stripe — processes credit purchases. BillMile never sees or stores your card number.
- Didit — runs the identity and biometric check. Processing takes place in the European Economic Area. Didit captures and holds the selfie and the CDL image and destroys them 30 days after the check; see section 2 for exactly what comes back to us.
- Firebase — signs you in to the web portal.
Documents are processed to deliver the service and for nothing else. A finished packet can only ever reach three places: your WhatsApp thread, the carrier's own contact address on file, and the dispatcher who emailed the rate confirmation in. BillMile has no way to send your paperwork to a broker or a factoring company — forwarding it is your decision to make, from your own inbox.
- BillMile does not report to DOT, FMCSA, ELD providers, or insurers, and is not designed as a regulator-facing monitoring system.
- Third-party services are expected to operate under contractual controls appropriate for restricted business data.
- Mobile contact information and consent records are not shared with or sold to third parties or affiliates for marketing or promotional purposes.
- Information may be disclosed only where legally required.
4. Security Controls
BillMile assumes public networks can be hostile. Messages are transported through WhatsApp infrastructure, while documents and extracted fields are expected to be protected with access controls, logging, and secure storage practices on the BillMile side.
- Support and engineering access should follow least-privilege principles.
- Sensitive data should be redacted or segmented whenever possible during internal review.
- Operational events and high-risk account changes should be auditable.
5. What We Keep, and For How Long
- Rate confirmations received by email: the raw message body is redacted after 30 days. The document itself stays attached to the load.
- Documents and load records: kept for 24 months. They are the evidence behind an invoice you may need to defend later, and that window covers the time a broker can dispute or short-pay one. After it, the documents are deleted whether your account is open or not.
- Identity verification records: the provider's result message is stripped down to the session id and the outcome after 30 days. The redaction is scheduled the moment the record arrives, not swept for later.
- Billing and audit records: kept as long as required for tax, dispute, and legal recordkeeping.
6. Your Choices
Write to support@billmile.com and you can ask us to show you the personal information we hold about you, correct it, give you a copy, or delete it. We will respond within 45 days.
We do not sell your personal information, and we do not share it for cross-context behavioral advertising. Your phone number and consent records are never shared with third parties or affiliates for marketing.
7. If Something Goes Wrong
If personal information is exposed in a security incident, we will notify affected users without unreasonable delay, and regulators where the law requires it.
8. Deletion and Account Control
Write to support@billmile.com to close your account or ask us to delete your data, and we will handle it by hand. We are being straight with you about the state of this: BillMile is in beta and account deletion is not yet automated, so there is no chat command that does it. A person does it, and we answer within 45 days. Records we are required to keep for billing, dispute handling, or legal recordkeeping stay with us. Either way your documents expire on the 24-month schedule above, account or no account.
One thing worth saying plainly: the documents you send us often contain information about other people — dispatchers, broker staff, shippers, and consignees. We process that information only to build your paperwork, and we do not use it to contact them or to build any profile.
9. Questions
For privacy or security questions, contact support@billmile.com. If we change this policy we will update the date below, and material changes will be announced in the BillMile chat.