Privacy Policy

Last Updated: March 18, 2026

Two Black Sheep ("we," "our," or "us") operates RouteCalc.eu (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our Service.

We are committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

1. Data Controller

Two Black Sheep
Email: contact@routecalc.eu
Website: https://routecalc.eu

2. What Data We Collect

2.1 Account Information

When you create an account, we collect:

  • Email address (required for authentication)
  • Name and company information (optional, for invoicing)
  • VAT ID (optional, for EU businesses)
  • Payment information (processed securely by Stripe - we do not store card details)

2.2 Route Calculation Data

When you use our route calculation service, we collect:

  • Excel files containing route origins and destinations
  • Postal codes and city names for route calculations
  • Truck type selections (40-ton, 7.5-ton, 3.5-ton)
  • Calculation results (toll costs, fuel costs, distances)

Important: We process this data to perform route calculations on your behalf. We do not use your route data for any other purpose.

2.3 Usage Data

We automatically collect:

  • IP address
  • Browser type and version
  • Pages visited and time spent
  • Error logs and technical diagnostics

2.4 Cookies

We use essential cookies for:

  • Authentication - to keep you logged in (Clerk authentication cookies)
  • Session management - to maintain your preferences
  • Cookie consent choice - to remember whether you accepted optional analytics
  • Security (rc_device) - a random ID for your browser, kept for 2 years, used only to prevent abuse of the free starter credits (see 6.1). It is strictly necessary for the security of the service, so it is set without asking for consent

Optional statistics (only if you allow): On our marketing pages and app we may load PostHog and Google Analytics for anonymous usage statistics. These are not placed until you choose “Allow marketing statistics” on the cookie banner. You can change your mind anytime via “Cookie settings” in the footer; clearing statistics cookies may require reloading the page.

3. How We Use Your Data

3.1 To Provide the Service

  • Process route calculations based on your uploaded Excel files
  • Generate cost breakdowns (tolls, fuel, distances)
  • Store calculation history for your account
  • Send calculation results via email or download

3.2 To Manage Your Account

  • Authenticate your login (via Clerk)
  • Process payments (via Stripe)
  • Send invoices and receipts
  • Track route balance and expiration

3.3 To Improve the Service

  • Monitor errors and fix bugs
  • Analyze usage patterns to improve features
  • Ensure system security and stability

3.4 To Communicate With You

  • Send service-related emails (calculation status, errors)
  • Respond to support requests
  • Send important updates about the service (rare, opt-out available)

4. Legal Basis for Processing (GDPR)

We process your data based on:

  • Contractual necessity: To provide route calculation services you requested
  • Legitimate interests: To improve and secure our service, including preventing abuse of the free starter credits (see 6.1)
  • Consent: For optional communications (you can opt-out anytime)
  • Legal obligations: For tax, accounting, and compliance purposes

5. Data Sharing and Third Parties

5.1 Service Providers

We share data with trusted third parties who help us operate the service:

  • Clerk (clerk.com) - Authentication and user management
  • Stripe (stripe.com) - Payment processing
  • PostHog - Optional product analytics (EU cloud), only when you consent
  • Google Analytics - Optional website analytics, only when you consent

These providers are GDPR-compliant and process data only as instructed by us.

5.2 We Do NOT

  • Sell your data to third parties
  • Use your route data for advertising
  • Share your data with competitors
  • Use your data for purposes other than providing the service

6. Data Retention

We retain your data for as long as necessary to provide the service:

  • Account data: Until you delete your account
  • Uploaded Excel files: Deleted after 90 days
  • Calculation results: Stored for 12 months (or until account deletion)
  • Payment records: Retained for 7 years (legal tax requirement)
  • Error logs: Deleted after 90 days
  • Email addresses of accounts: Kept after the account is deleted, as long as RouteCalc offers free starter credits (see 6.1)

6.1 Preventing abuse of the free starter credits

New accounts receive free starter credits once. To stop the same person or company from taking them again and again, we keep:

  • the email address of every account, also after the account is deleted;
  • the IP address and browser of the device used to sign up;
  • a random device ID stored in a security cookie (rc_device, 2 years), linked to the accounts used in that browser;
  • the company part of the email address (for example @company.com; free email services such as Gmail or Yahoo are not counted).

We use this only to decide whether a new account receives free starter credits and to flag accounts for a person on our team to review. A new account with an email address, device or company that already received the free credits is created normally, but without free credits. We do not use this data for marketing and we do not share it.

The legal basis is our legitimate interest in preventing abuse (GDPR Art. 6(1)(f)). We keep this data for as long as RouteCalc offers free starter credits. You can object or ask questions at any time at contact@routecalc.eu.

7. Data Security

We implement appropriate technical and organizational measures to protect your data:

  • Encryption: All data transmitted via HTTPS/TLS
  • Access controls: Limited employee access on a need-to-know basis
  • Secure storage: Database hosted on secure European servers
  • Regular backups: To prevent data loss
  • Monitoring: 24/7 security monitoring and alerting

8. Your Rights (GDPR)

You have the following rights regarding your personal data:

8.1 Right to Access

Request a copy of all personal data we hold about you.

8.2 Right to Rectification

Correct inaccurate or incomplete data in your account settings.

8.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your account and all associated data. Two things are kept: payment records (tax law) and the email address used for abuse prevention (see 6.1).

8.4 Right to Data Portability

Receive your data in a structured, machine-readable format (e.g., Excel export).

8.5 Right to Restrict Processing

Limit how we process your data while you resolve a concern.

8.6 Right to Object

Object to processing based on legitimate interests.

8.7 Right to Withdraw Consent

Withdraw consent for optional communications anytime.

To exercise your rights, email us at: contact@routecalc.eu

We will respond within 30 days as required by GDPR.

9. Data Transfers Outside the EU

Some of our service providers may process data outside the EU. In such cases, we ensure adequate safeguards are in place (Standard Contractual Clauses, Privacy Shield successor mechanisms, or equivalent protections).

10. Children's Privacy

RouteCalc is not intended for individuals under 18 years old. We do not knowingly collect data from children. If we discover we have collected data from a child, we will delete it immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or to exercise your rights:

Email: contact@routecalc.eu
Subject Line: "Privacy / Data Request"

13. Complaints

If you believe we have not handled your data correctly, you have the right to lodge a complaint with your national data protection authority.

EU Data Protection Authorities: Find your authority