RitGenie is a self-learning mileage tracking app. To automatically record, classify and produce tax-compliant reports of your trips, we process a limited amount of personal data. We never process more than is necessary for those purposes.
1. Who is responsible for your data
The data controller for RitGenie is:
- ProBytes
- Registered address: Meerval 30, 7908 WV Hoogeveen
- Chamber of Commerce number: KvK 97744425
- Email: support@ritgenie.nl
Do you use RitGenie through your employer or fleet manager? In many cases that organisation is then the (joint) data controller for the trip records. ProBytes then acts as a processor on behalf of that organisation. For questions about those records, please contact your employer.
2. Which data we process
Depending on how you use RitGenie, we process the following categories of data:
Location and trip data
- Trip and location data (GPS/position) of the vehicle, obtained from the Track&Trace connection of your vehicle unit;
- Departure and arrival address with postcode, odometer readings, trip times and distance;
- The classification of a trip (business, private or commuting) and any detour kilometres with a reason.
Identity and account data
- Your email address, which we store as an encrypted hash value and use as a stable personal identity (so that you get your data back after a reinstall or on another device);
- A device identifier (device ID) of the device on which the app runs;
- Your name and any role/permissions within an administration;
- For sub-users: the invitation code with which you were linked.
Presence and driver data
- Bluetooth observations that indicate your device was near a vehicle unit (for driver and passenger recognition), with boarding and exit times;
- Who drove and who rode along per trip.
Technical and notification data
- Push tokens (via Firebase Cloud Messaging) so we can send notifications to your device;
- App, crash and diagnostic data (build number, connection status, error messages) for resolving malfunctions.
No advertising, no selling, no tracking. We use your data solely to make RitGenie work. We do not sell your data, do not use it for advertising or profiling for third parties, and do not track you across apps or websites.
3. Purposes and legal basis
We process your data for the following purposes, each based on a legal ground under the GDPR (AVG) (art. 6):
| Purpose | Data | Legal basis |
|---|
| Automatically record and classify trips | Location/trip data, classification | Performance of a contract / legitimate interest |
| Create and email tax-compliant reports | Trip, vehicle and driver data | Legal obligation (tax retention obligation) / contract |
| Recognise driver and passenger | Bluetooth presence, identity | Performance of a contract / legitimate interest |
| Send notifications (questions, report sent) | Push token, device ID | Performance of a contract |
| Manage the account and establish identity | Email hash, name, role | Performance of a contract |
| Resolve malfunctions and improve the app | Diagnostic/technical data | Legitimate interest |
Where we rely on legitimate interest, we have weighed your interests and limited the processing to what is necessary.
4. Privacy by design: our choices
At RitGenie, privacy is a design principle, not an afterthought. In concrete terms this means:
- Private stays private. Private trips and passengers are hidden where appropriate, even from the main user. Passengers are shown only for business and commuting trips.
- Hide, do not erase. Private data is hidden, not thrown away. If you set a trip back to business, the addresses, route and passengers reappear. This is a deliberate choice: hiding is reversible, erasing is not.
- The dashboard shows nothing by default. You actively choose what appears on your dashboard, so that sensitive data is not displayed unprompted.
- Minimal sharing. The accountant version of a report contains only business and commuting trips. Anonymised sharing can be configured per recipient; of someone else's private trip you never see more than the kilometres.
- Separation per administration. If you work for multiple organisations, each administration is physically separated, so that trips from one organisation can never end up with another.
- Only fetch what is needed. External data (such as postcodes or traffic information) is only retrieved at the moment a trip needs it.
5. Processors and third parties
To make RitGenie work, we engage a number of service providers. They process data solely on our instructions and under a data processing agreement. The following parties may be involved:
| Party | Role | Data |
|---|
| Firebase / Google (Firebase Cloud Messaging) | Push notifications to your device | Push token, device ID |
| Track&Trace platform (ProGeo Central) | Source of the vehicle's trip and position data | Location/trip data |
| OSRM (route calculation & map-matching) | Calculating routes and detecting detour kilometres | Trip coordinates (no identity) |
| PDOK | Looking up postcodes and addresses from coordinates | Coordinates (no identity) |
| NDW / Rijkswaterstaat | Traffic information (roadworks, closures, incidents) for detour reasons | No personal data |
| SMTP / Microsoft Graph | Sending email with reports and invitations | Email address, report attachment |
Some of these parties (such as Google/Firebase) may process data outside the European Economic Area. In that case we ensure appropriate safeguards, such as the EU Standard Contractual Clauses.
6. Retention periods
Nothing is deleted; everything is kept for as long as the tax authority requires. Private kilometres always count towards the total for tax purposes, but the details (addresses, route, passengers) are hidden where they should be. RitGenie never throws anything away: hiding can be undone, deleting cannot.
- Trip and report data: for a tax-compliant administration, a statutory retention obligation of 7 years applies in the Netherlands. That period is counted from 1 January of the year following the year the data relates to. A mileage log from 2023 is therefore kept until 31 December 2030. Trip data that belongs to that administration is kept for as long as legally required and deleted afterwards.
- Account and identity data: for as long as you have an active account. If you delete your account, we delete this data (see §9), except for data covered by the statutory retention obligation.
- Presence/Bluetooth data: for as long as it is needed for the associated trip and administration.
- Push tokens: for as long as the device is linked; expired tokens are cleaned up.
- Diagnostic data: briefly, solely for resolving malfunctions.
7. Cookies and tracking
This website uses no tracking or advertising cookies. We do not place cookies for analytics, profiling or marketing, and we do not use Google Analytics or similar trackers. That is why the website does not need a cookie banner.
In concrete terms:
- No cookies during normal visits. The website does not place cookies on its own. Only strictly necessary, functional storage may occur (for example a choice you make yourself in the browser); under cookie legislation, no consent is required for that.
- No external requests. Fonts (Poppins) are loaded locally from our own server, not from Google Fonts. So when the site loads, no data (such as your IP address) goes to external parties.
- App vs. website. This chapter is about the website ritgenie.nl. The data processing in the RitGenie app itself is described in the rest of this privacy policy.
If in the future we do opt for cookies or statistics that require it, we will ask for your consent in advance via a cookie notice and update this policy.
8. Security
We take appropriate technical and organisational measures to protect your data, including encrypted connections, storage of your email address as a hash value, server-side enforced access rights (a modified app cannot bypass them) and a physical separation of data per administration. You can add extra protection to access to reports, settings and downloads in the app with an app lock (fingerprint, face or your device PIN).
9. Your rights
Under the GDPR (AVG) you have the following rights regarding your personal data:
- Access: an overview of which data we process about you;
- Rectification: having inaccurate data corrected;
- Erasure: having your data erased ("right to be forgotten"), insofar as no statutory retention obligation applies;
- Restriction: temporarily having the processing stopped;
- Objection: objecting to processing based on legitimate interest;
- Data portability: receiving your data in a common format or having it transferred;
- Withdrawing consent: where we rely on consent, you can withdraw it at any time.
You can submit a request via support@ritgenie.nl. We respond within the statutory period of no later than one month. If you disagree with how we handle your data, you can file a complaint with the Autoriteit Persoonsgegevens, the Dutch Data Protection Authority.
10. Delete your account and data
You can have your account and the associated data deleted. On the
Delete account page we explain step by step how that works, what exactly is deleted and which data must be kept for legal reasons.
11. Changes to this policy
We may amend this privacy policy from time to time, for example for new features or changed legislation. The most current version is always available at ritgenie.nl/privacy, with the date of the last change at the top. In the event of significant changes, we will inform you via the app or by email.
Questions about this privacy policy or about your data? Contact us: