Terms of Service

1. Service Description

Route Balance is a route management and collection intelligence platform built for independent mobile-service operators. It helps operators track customer balances, log collections and promises, generate customer payment links, and receive daily AI-generated briefings about route performance.

Route Balance is currently in an active pilot phase. Features and pricing are subject to change. We will provide reasonable notice of material changes.

2. Not Financial, Tax, Accounting, or Legal Advice

Route Balance is an operational reporting and intelligence service. Briefings, forecasts, variance narratives, flagged items, and all other AI-generated output (“Service Output”) are based on data you connect or import. Service Output is informational and operational only.

Service Output is NOT:

• financial, investment, tax, accounting, or legal advice;
• a substitute for the judgment of a Certified Public Accountant, attorney, registered investment adviser, or other licensed professional;
• a recommendation to buy, sell, hold, or take any specific business action;
• a guarantee of any business, financial, or operational outcome.

Route Balance is not a registered investment adviser under the Investment Advisers Act of 1940, not a CPA firm regulated by the Florida Board of Accountancy or any other state board, and not a law firm. You are responsible for verifying Service Output against your own books, records, and professional advisers before relying on it.

3. Beta Period Disclaimer

During the pilot phase, Route Balance is provided “as is.” We make no warranties — express or implied — about uptime, accuracy, or fitness for a particular purpose. We reserve the right to modify, suspend, or discontinue any part of the service with reasonable notice. You assume all risk from using the service during this period.

4. Payment Processing

Customer payment links are processed through Stripe. Route Balance does not custody funds at any point — payments flow directly into your connected Stripe account. You are responsible for complying with Stripe’s terms of service and for any chargebacks or disputes that arise.

Route Balance subscription billing (if applicable) is also handled through Stripe. You authorize us to charge your payment method for the agreed subscription amount. You may cancel at any time; cancellations take effect at the end of the current billing cycle.

5. Data Ownership

Your data is yours. Route Balance imports the business export files you upload for the sole purpose of running your route analysis. We do not sell, license, or share your operational data with third parties for commercial purposes.

You may request deletion of your account and all associated data at any time by contacting us at [email protected]. Deletion will be completed within 30 days.

6. Tenant Data Isolation

Route Balance processes each customer’s data in strict isolation. We do not perform any analysis, aggregation, reporting, or comparison that combines data from multiple customers or across customer accounts.

Data Use Tiers:Route Balance implements a three-tier data use model. All customers are enrolled in Tier 1 by default. Tiers 2 and 3 require affirmative opt-in through the Service’s settings page.

Tier 1 — Per-Customer Only (Default, no consent required): We process your data strictly within your isolated account. No data is used for cross-customer analysis, benchmarking, or model training.

Tier 2 — De-Identified Aggregation (Opt-In): If you opt in via the Service settings, you may contribute de-identified, aggregated data to our anonymized benchmarking and service-improvement programs. De-identified data strips customer names, contact information, and any field that could identify a specific customer or organization. Aggregated metrics require a minimum cohort of five (5) opted-in customers. You may withdraw from Tier 2 at any time; your identifiable contributions will be deleted via crypto-shredding within 30 days.

Tier 3 — Cross-Customer Intelligence (Opt-In, Separate Written Agreement): If you opt in under a separate written Tier 3 addendum, you may contribute to our cross-customer intelligence features, which use de-identified data to improve recommendations. The same de-identification standards and 5-customer cohort floor apply. Tier 3 features are subject to additional terms at opt-in.

Absolute Prohibitions: Regardless of tier, Route Balance will not (a) use your data to identify competing customers by name or contact information; (b) share un-anonymized data with any other customer; (c) sell or license your data to any third party; or (d) use your data for any purpose not described in this Agreement.

Technical Enforcement: Multi-tenant data isolation is enforced at the database level through row-level security policies keyed on a per-customer identifier. All queries are scoped to your authenticated customer account.

7. PII Access Logging

Route Balance employees, contractors, and support staff may access your personally identifiable information (names, phone numbers, email addresses, physical addresses) only through a dedicated, server-only admin module protected by role-based access control. Direct database queries to PII tables are prohibited.

Mandatory Access Logging: Every access to your PII through the admin module is automatically logged with:

• Timestamp (UTC);
• Employee or support staff identifier;
• IP address of the accessing party;
• Customer record identifier accessed;
• Operation type (read, update, delete).

Log Retention and Review: Access logs are retained for a minimum of 12 months. We review access logs quarterly for evidence of unauthorized access. You may request a copy of your access logs at any time by submitting a written request to [email protected].

Role-Based Access Control: Access to PII through the admin module is restricted to Route Balance personnel with a documented business need (e.g., incident investigation, data correction). Support Tier 1 personnel do not have access to raw PII; access is escalated to Tier 2 only with supervisor authorization.

Audit Trail Integrity: Access logs are stored separately from production data and are append-only. Log entries cannot be modified or deleted retroactively.

8. Termination and Data Deletion

Data Export on Termination: Upon your written request or within 30 days of your subscription cancellation or termination, Route Balance will export all your data in JSON format to a storage location you specify. We will confirm completion in writing.

Encryption Key Deletion (Crypto-Shredding): Following delivery of your data export, Route Balance will delete all per-customer encryption keys (Data Encryption Keys, or "DEKs") used to encrypt your stored PII. Deletion of these keys renders all encrypted PII stored in our databases and backup archives permanently irrecoverable without the deleted keys.

Certificate of Key Deletion: Route Balance will provide you with a signed Certificate of Data Deletion confirming:

• Your account identifier;
• Date and time of DEK deletion;
• Confirmation that no copy of the DEK was retained.

Irrecoverability of Archived Ciphertext: Encrypted data (ciphertext without the key) may persist in backup archives for up to 90 days following key deletion. Without the deleted DEK, this ciphertext is mathematically irrecoverable. We commit not to restore or reconstitute deleted DEKs.

Key Audit Rights: You may request annual confirmation that deleted DEKs remain absent from our key management system. We will provide a written attestation within 30 days of your request.

9. Acceptable Use

You agree not to use Route Balance to violate any applicable law, infringe on any third party’s rights, or transmit malicious code. You are responsible for all activity that occurs under your account. You must not share login credentials with unauthorized users.

10. Subscription Termination

Either party may terminate this agreement at any time. We reserve the right to suspend or terminate your access for violations of these terms. Upon termination, your right to use Route Balance ceases immediately. We will provide a data export upon request within 30 days of termination.

11. Limitation of Liability

To the maximum extent permitted by law, Route Balance and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of your use of the service. Our total liability to you for any claims under these terms shall not exceed the amount you paid to us in the 12 months preceding the claim.

12. Governing Law

These terms are governed by the laws of the State of Florida, without regard to conflict-of-law provisions. Any disputes shall be resolved in the courts of Palm Beach County, Florida. Route Balance.

13. Contact

Questions about these terms: [email protected]