Privacy Policy & Terms of Service

Privacy Policy

Extra Mile Services ("we," "us," or "our") operates a delivery management platform that connects courier companies, drivers, shippers, and recipients. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, mobile application, and software platform (collectively, the "Service").

1. Information We Collect

Account Information: When you create an account, we collect your full name, email address, phone number, company name, and role (dispatcher, driver, shipper, or administrator).

Delivery Information: To process deliveries, we collect pickup and drop-off addresses, recipient name and phone number, package descriptions, dimensions, weight, scheduled times, and delivery notes.

Payment Information: We collect billing details necessary to process payments. Card data is handled by our payment processors (Base44 Payments/Wix Payments and Stripe). We do not store full credit card numbers on our servers.

Location Data: For drivers actively on a delivery, we collect real-time GPS location to enable live tracking, route optimization, and estimated arrival times. Location is only collected during active delivery sessions.

Proof of Delivery: Photos taken at pickup and delivery, digital signatures, and timestamps are collected and stored as proof of delivery records.

Device & Usage Data: We automatically collect device type, browser type, IP address, operating system, and usage analytics (such as pages visited and actions taken within the Service) to improve performance and security.

Driver Onboarding: Drivers submit vehicle information, driver's license details, vehicle registration, and insurance documentation. Background check waiver acknowledgments are collected and stored.

2. How We Use Your Information

We use your information to:

• Create and manage your account and assign the appropriate role-based experience.
• Process and fulfill delivery bookings, including quoting, dispatching, tracking, and proof of delivery.
• Process payments, authorize and capture charges, and route driver payouts.
• Send notifications via SMS, email, and push notifications regarding delivery status, assignments, and account updates.
• Generate invoices, monthly reports, and analytics for courier companies and shippers.
• Verify driver identity, conduct background checks, and manage fleet compliance.
• Provide customer support and resolve disputes related to deliveries.
• Detect, prevent, and address fraud, abuse, and security issues.
• Comply with legal obligations and law enforcement requests where required.

3. How We Share Your Information

We do not sell your personal information. We share data only as necessary to operate the Service:

• With drivers and dispatchers: Job details, pickup/drop-off addresses, recipient contact info, and package descriptions needed to complete deliveries.
• With shippers and recipients: Tracking links, delivery status updates, and proof of delivery photos/signatures.
• With payment processors: Payment details sent to Base44 Payments (Wix Payments) and Stripe for checkout, authorization, capture, and driver payouts.
• With courier company administrators: Company-scoped delivery data, driver performance, reports, and billing for companies on a white-label plan.
• With service providers: Third-party tools for email delivery, CRM (HubSpot), logging (Google Sheets), and push notifications — only as needed to provide the Service.
• For legal compliance: When required by law, court order, or to protect the rights, property, or safety of our users and the public.

4. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS/SSL), role-based access controls, secure authentication, and isolated company workspaces. Payment card data is tokenized and processed by PCI-DSS compliant payment processors. However, no method of transmission or electronic storage is 100% secure, and we cannot guarantee absolute security.

5. Data Retention

We retain account information for as long as your account is active. Delivery records, proof of delivery photos, signatures, invoices, and payment records are retained for a minimum of seven (7) years to comply with financial and legal record-keeping requirements. Driver onboarding documents are retained for the duration of employment and as required by applicable regulations. You may request deletion of your account; note that certain records may be retained for legal compliance.

6. Your Privacy Rights

Depending on your location, you may have the right to access, correct, delete, or export your personal information. You may also have the right to opt out of certain data processing. To exercise these rights, contact us at info@extramileserv.com. We will respond within 30 days.

7. Cookies & Tracking

We use essential cookies and similar technologies to maintain your session, remember preferences, and collect analytics. We do not use cookies for targeted advertising. You can control cookies through your browser settings, though disabling them may affect Service functionality.

8. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal data, contact us and we will delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting the updated policy on this page and updating the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the revised policy.

Terms of Service

These Terms of Service ("Terms") govern your use of the Extra Mile Services platform, website, and mobile application (the "Service"). By creating an account or using the Service, you agree to these Terms. If you do not agree, you may not use the Service.

1. Eligibility

You must be at least 18 years old and legally able to enter into binding contracts to use the Service. Drivers must hold a valid driver's license, maintain active vehicle insurance as required by law, and comply with all applicable transportation regulations.

2. Account Registration

You must provide accurate and complete information when registering. You are responsible for maintaining the security of your account credentials and for all activity under your account. Courier company administrators are responsible for managing their organization's users, drivers, and configurations within their assigned workspace.

3. Roles & Responsibilities

Dispatchers/Admins: Responsible for creating jobs, assigning drivers, managing pricing, and overseeing delivery operations within their company workspace.

Drivers: Responsible for completing assigned deliveries safely and lawfully, capturing accurate proof of delivery, maintaining vehicle and insurance compliance, and updating job statuses in real time.

Shippers: Responsible for providing accurate pickup/drop-off addresses, package descriptions, dimensions, and recipient information. Shippers authorize payment at the time of booking.

Platform Admin (Extra Mile Services): Responsible for maintaining the platform, processing subscription payments, and providing technical support.

4. Deliveries & Service Levels

Extra Mile Services provides delivery management software. For direct delivery bookings made through the Extra Mile Services website, we commit to the selected service level (Scheduled, White Glove, Rush, or Long Haul). Estimated delivery times and pricing are provided at booking but are not guaranteed due to traffic, weather, and other factors outside our control. We are not liable for delays caused by events beyond our reasonable control.

5. Proof of Delivery

Drivers capture photo and signature proof at pickup and delivery. These records are stored in the system and serve as confirmation of delivery. Disputes regarding delivery completion must be submitted within 48 hours of the delivery timestamp, accompanied by supporting evidence.

6. Payments & Billing

Delivery Payments: Shippers authorize payment at booking via the checkout flow. Card authorization (hold) is placed immediately; the charge is captured after successful delivery. Additional fees (wait time, weight overage, tolls, address corrections) may be applied post-delivery and will be itemized on the invoice.

Driver Payouts: Drivers receive payouts for completed deliveries via Stripe Connect. Payouts are processed according to the company's payout schedule. Drivers are responsible for their own tax obligations as independent contractors.

Subscription Billing: Courier companies on a white-label plan are billed monthly via subscription. Subscription fees are charged in advance. You may cancel anytime; cancellation takes effect at the end of the current billing cycle. Refunds for partial months are not provided unless required by law.

7. Refunds & Disputes

If a delivery is not completed due to our fault, you may be eligible for a refund of the delivery charge. Refund requests must be submitted within 7 days of the scheduled delivery. Payment disputes (chargebacks) must be filed in accordance with your card issuer's policies. We reserve the right to suspend accounts with excessive chargebacks.

8. Acceptable Use

You agree not to:

• Use the Service for any illegal or unauthorized purpose.
• Provide false, inaccurate, or misleading information for deliveries or payments.
• Attempt to access another company's data or workspace without authorization.
• Interfere with, disrupt, or reverse-engineer the Service or its infrastructure.
• Use the Service to transport hazardous, illegal, or prohibited items.
• Harass, abuse, or harm other users, drivers, or recipients.

9. Driver Background Checks

Drivers must complete the onboarding process, which includes submitting identification, vehicle, and insurance documents, and acknowledging the background check waiver. Approval is at the discretion of the courier company administrator and/or Extra Mile Services. We reserve the right to reject or revoke driver access at any time.

10. Intellectual Property

The Service, including its software, design, branding, and content, is the property of Extra Mile Services and is protected by intellectual property laws. Courier companies using white-label branding retain ownership of their own logo, colors, and pricing configurations. You may not copy, modify, distribute, or create derivative works from the Service without our written consent.

11. Limitation of Liability

To the maximum extent permitted by law, Extra Mile Services shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business, arising from your use of the Service. Our total liability for any claim arising from the Service shall not exceed the amount you paid us in the three (3) months preceding the claim. We are not liable for the acts or omissions of independent contractor drivers.

12. Indemnification

You agree to indemnify and hold harmless Extra Mile Services, its officers, employees, and partners from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any law or third-party rights.

13. Termination

We may suspend or terminate your account at any time for violation of these Terms, fraudulent activity, or any conduct that we determine harms the Service or other users. You may close your account at any time by contacting us. Upon termination, your right to use the Service ceases immediately. Data retention policies in our Privacy Policy continue to apply.

14. Governing Law

These Terms are governed by the laws of the State of California, without regard to conflict of law principles. Any disputes shall be resolved in the courts located in Orange County, California.

15. Changes to Terms

We may update these Terms from time to time. We will post changes on this page and update the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the revised Terms.

16. Contact

If you have questions about these Terms or our Privacy Policy, contact us at:
Extra Mile Services
Phone: (714) 752-0225
Email: info@extramileserv.com