Privacy

ApexMile privacy policy: the browser extension and the web app

Effective date: October 31, 2026 (replaces the version of October 30, 2026)

This policy covers the ApexMile Chrome extension and the ApexMile web app at api.apexmile.com/app/, where a fleet creates its account, connects its systems and reads its reports. Both are run by ApexMile, a service of Kansensus, LLC, 877 S Winchester Blvd, San Jose, CA 95128. Questions or deletion requests: hello@apexmile.com.

What the extension sends

When you check a load, the extension sends ApexMile:

• the text you selected on a page, or the text you pasted into the side panel, as soon as you choose “Check load with ApexMile” or press Check (you can correct the details afterwards);
• the host name of the page you selected it on, such as example.com (not the full address; a paste sends none);
• the load details you type or correct in the side panel, when you check them;
• your decision on a check (Booked, with the rate you agreed and, if you type it, your fleet’s own load number; Passed; or Countered with the amount you offered), and later, if you record it, whether a countered load was won or lost, together with that check’s id and a random id that stops the same decision being recorded twice;
• your API key, so ApexMile knows which fleet, and which person at it, is asking.

It sends nothing else: no browsing history, no other page content, no cookies. The extension reads a page’s text only when you select it and choose “Check load with ApexMile”. It does not run on pages by itself.

The host name is a hint about where the text came from, not proof of it.

Who processes it

• ApexMile’s servers (api.apexmile.com) receive and process the text, the host name, the load details, your decisions and the key.
• One AI provider receives the text so that it can read the load details (pickup, delivery, dates, rate) out of it: Anthropic, unless your fleet has agreed in writing to OpenRouter instead. ApexMile sends text through OpenRouter only to model hosts with a zero-data-retention policy that do not collect data for training, with OpenRouter’s prompt logging turned off; OpenRouter says it may still sample a small number of prompts, stored anonymously, to categorize usage. No other AI provider receives a fleet’s text. Only the details read from the text come back; ApexMile checks them before it uses them.

What the web app collects

When a fleet signs up and sets up its account in the web app, ApexMile collects:

• Account details: the company’s name and time zone; for each person, their name, work email address and role (owner, manager or dispatcher), and when their email address was confirmed.
• Passwords, stored only as a salted one-way hash (argon2id). ApexMile never stores or sees a password itself and cannot send it back to you.
• Sign-in: a session cookie (below) and the extension keys each person makes. ApexMile stores only a one-way hash of each session and key; a key is shown once, when it is made.
• Your Samsara API token, which a manager pastes in. It is stored encrypted (AES-256-GCM) and used only to read your vehicles, their latest locations and your drivers’ hours-of-service clocks. It is never shown back, logged or sent anywhere but Samsara. What it reads is held in the server’s memory to plan your loads and refreshed about every five minutes; the database keeps only the number of vehicles and which of your truck numbers is which Samsara vehicle.
• Your TMS uploads. A sample of an export is read to suggest which column is which and is not kept; the column choices you confirm are kept. The load history you upload is checked and used to work out your fleet’s value of a truck-hour; that result and its summary (counts, dates, the value, places with measured wait times) are kept, and the history file itself is stored encrypted (AES-256-GCM) so that the value can be worked out again when you change your costs. It is replaced by your next history upload and deleted when the account is closed.
• Your costs and fleet settings: diesel price, cost per mile, miles per gallon and equipment.
• Billing status: your Stripe customer and subscription ids, the subscription’s status, the number of trucks billed, and the trial and billing-period end dates. Card details go to Stripe directly; ApexMile never sees or stores them.
• An account log of changes (sign-up, the Terms version accepted, Samsara connected or removed, roles changed, people invited or removed, the account closed), with who made them and when. It holds no email address, password, token or key.
• Your IP address, used in the server’s memory only, to limit repeated sign-up and sign-in attempts. ApexMile’s server does not write it to its logs or database.

The web app uses one cookie, apx_session, to keep you signed in. It is strictly necessary, set only after you sign in, and ends when you sign out, after 12 hours without use, or after 30 days. There are no advertising, analytics or tracking cookies.

Who else processes account data

• Stripe processes payments and subscriptions: it receives the owner’s email address, the account’s id, the number of trucks and the plan, and, from you directly, card details. Stripe’s own privacy policy applies to what it collects on its pages.
• Resend delivers ApexMile’s emails (confirming an address, invitations, password resets): it receives the recipient’s email address and the email’s text, which holds a one-time link.
• Samsara is your provider, not ApexMile’s: ApexMile reads from your Samsara account with the token you give it and writes nothing there.

What ApexMile keeps

• For the fleet’s reports and its Insights page, in ApexMile’s database until the fleet asks us to delete them or its account has been closed for 30 days: each check’s result (the verdict, the posted and walk-away rates, the modeled profit and fleet gain, the miles, the truck named, how old the fleet data was and which AI model read the text), who made it and when, and every decision and outcome recorded on it (the rates agreed or offered, your fleet’s load number, won, lost or cancelled, and corrections or TMS imports by the fleet’s manager). The posting’s reference is kept only as a fingerprint, to match the fleet’s TMS export to the check; the text and the places are not kept there.
• A short record of each check and decision, used to measure how the service is used: the check’s id, the verdict, the rates and amounts, the truck named, the decision, and a short code for the key that made it (never the text, the places or a name). It is kept for at most 30 days in ApexMile’s files. Each record is also written to ApexMile’s server log. ApexMile’s host, Railway, keeps that log under its own retention rules: on ApexMile’s current plan the log can be viewed for about 30 days, and Railway does not promise when it is actually deleted. Deleting the files, or closing the account, does not remove a record from that log.
• Who sees it: the fleet’s managers see every record of their fleet on its Insights page; a dispatcher sees their own. No other fleet sees any of it.
• The checked load’s details (its places, times, rate, the posting’s reference and the truck the check named), so that your decision can book the load. They are used for one day, in the server’s memory only, removed within about five minutes after that, and erased whenever the server restarts.
• The details read from recent text, so the same text is not read twice. They are used for one hour, in the server’s memory only, removed within about five minutes after that, and erased whenever the server restarts. The text itself is not kept there, only a fingerprint of it to find the details by.
• A load you mark Booked: its details stay in your fleet’s live plan on the server, so the next checks account for it, until your next TMS upload replaces them (or the server restarts).
• Only if the fleet opts in, in writing: for text selected on a page that is not on ApexMile’s list of load boards (dat.com, truckstop.com, 123loadboard.com, loadboard.com, truckersedge.net and sylectus.com, with their subdomains), the selected text, the page’s host name, the details read from it and when it was checked, to improve how accurately loads are read. It can be deleted on request. Text from those load boards and pasted text are never kept.

An account whose subscription has ended, for example a trial that ended without a payment method, stays open with its data until its owner closes it. ApexMile does not close inactive accounts on its own.

No backups

ApexMile keeps no backups of the service’s database: its host’s automatic backups are turned off. This means that if the hosting fails and the data is lost, ApexMile cannot restore it, and a fleet’s account, settings, checks, decisions and reports would be gone. Keep your own exports from your TMS; a manager can also download the fleet’s records as CSV from its Insights page. Before a software update that changes the structure of the database, ApexMile may take one copy of it, kept only on ApexMile’s private server storage and deleted within 7 days, used only to undo a failed update.

What stays in your browser

• The API key, in this extension’s storage on this device.
• The last 10 results, in the browser’s session storage. They are cleared when the browser closes.

What we do not do

No ads. No sale of data. No tracking.

Closing an account and deleting your data

When a fleet’s account is closed, ApexMile at once deletes its Samsara token and its stored TMS history, ends every session, revokes every extension key and invitation, stops reading from Samsara, and cancels the Stripe subscription.

Within 30 days after closure, or sooner if the owner asks, ApexMile’s systems automatically erase the rest: the fleet’s checks, decisions and outcomes and its short records of them; its settings, costs, column choices, truck list and calibration; every person’s email address (replaced by a placeholder, so the address can sign up again), name and password hash; every remaining link and key; and the details of the account log, which then keeps only which action happened and when, under random ids. The company’s name is replaced by “Erased organization”.

What is kept after that, and why:

• The Stripe customer and subscription ids and the billing status. They point to Stripe’s own records of the payments, which Stripe keeps under its privacy policy and as the law requires; ApexMile keeps the ids to match Stripe’s later messages to the account.
• If the account had a subscription, a one-way fingerprint of the fleet’s Samsara vehicle ids (not of any person), so the same fleet does not get a second free trial.
• Random ids, roles, the time zone and the number of trucks, which identify no one once the rest is erased.
• ApexMile’s server log, which holds ids, counts and the short records of checks and decisions described above, but no names or email addresses. Railway keeps it under its own retention rules, as described above: currently about 30 days of access, with no promise of when it is actually deleted.

To close an account or have its data deleted, the account owner emails hello@apexmile.com. A person who was invited to a fleet’s account can ask the same for their own details. To remove what the extension keeps in your browser, remove the extension.