1. Who we are and what this policy covers
This policy is issued by Wayfile (“Wayfile”, “we”, “us”). It covers the Wayfile web application at wayfile.app, the forward-to-ingest email addresses we issue, any Wayfile mobile or companion apps, and our public website. It does not cover third-party sites, airlines, hotels, or other services that your itinerary links to — those have their own policies.
If you use Wayfile through an account administered by your employer or another organization, that organization is the controller of the data in that account and may have its own privacy terms that apply in addition to this policy.
2. Information we collect
2.1 Account information
When you sign up we collect your email address and, optionally, a display name. If you enable passkey sign-in we store the public half of the passkey credential (never a password). We generate a private forward-to-ingest email address for your account.
2.2 Content you provide
Wayfile exists to hold your travel details, so it stores what you put in it: trips, segments (flights, lodging, rail, ground transport, meetings, dining, and similar), passengers on those trips, tags, notes, and any confirmations you upload or forward — PDFs, images, photographs, and the body and attachments of emails sent to your ingest address. Those documents are retained and linked to the segments extracted from them so you can always check the original.
We do not access your mailbox. Wayfile does not offer, request, or store credentials or OAuth tokens for Gmail, Outlook, or any other email provider. The only email we receive is what you (or a rule you configure) forward to your ingest address.
2.3 Information about the people on your trips
You may add other people to a trip as passengers (“PAX”) or grant them access to view or edit it. For those people we store the name and, if provided, the email address you enter. You are responsible for having a lawful basis to share that information with us. People you add can request that we remove them by contacting us.
2.4 Payment information
Subscriptions are billed by Stripe. Stripe collects and stores your card details; we receive only a customer identifier, the subscription status, the last four digits of the card, and billing history. We never see your full card number.
2.5 Technical and usage information
Like most web services we automatically collect the IP address, browser type, device identifiers, pages viewed, and timestamps of requests, along with error reports and performance metrics. We use this to keep the service running, to prevent abuse (for example, rate-limiting sign-in attempts), and to understand which features are used. Product analytics are aggregated and are not sold or shared with advertisers.
2.6 Enrichment data
To show live flight status, gate and terminal information, weather at your destination, maps, and provider logos, we send the minimum necessary details (for example, a flight number and date, or a city name) to the data providers listed in section 5. We do not send them your identity.
3. How we use information
- To provide the service: parse your confirmations, build and display itineraries, sync calendar feeds, generate PDFs and share links, and deliver the notifications you enable.
- To process your documents with AI models (see section 4).
- To bill you and manage your subscription.
- To send transactional email: sign-in links, itinerary change alerts, receipts, and service notices. We do not send marketing email without your consent.
- To secure the service, investigate abuse, and comply with legal obligations.
- To improve Wayfile — including using corrections you make to parsed segments to evaluate and improve parsing accuracy.
- To respond when you contact support.
Where the GDPR or UK GDPR applies, our legal bases are performance of our contract with you (providing the service), our legitimate interests (security, improvement, and communicating with you about the service), compliance with legal obligations, and — for anything optional such as marketing — your consent.
4. AI processing of your documents
Wayfile uses large language models to extract structured travel details from the confirmations you upload or forward. By default this runs on Google’s Gemini API; Pro accounts can select a different provider (currently Anthropic or OpenAI) from account settings, in which case your documents are sent to that provider instead. Documents are sent for the purpose of extraction only, under each provider’s API terms, which prohibit the provider from using API inputs to train their models. We do not use your documents to train models of our own.
5. Who we share information with
We do not sell personal information and we do not share it with advertisers. We share information only with the service providers (“subprocessors”) that we need to run Wayfile, each bound by contract to use it only to provide their service to us:
- Hosting and storage: Fly.io (application hosting), Neon (PostgreSQL database), Cloudflare (DNS, edge network, and R2 object storage for your uploaded documents).
- AI extraction: Google (Gemini) by default; Anthropic or OpenAI if you select them.
- Email: Postmark (delivery of sign-in links and notifications, and receipt of email sent to your ingest address).
- Payments: Stripe.
- Enrichment: FlightAware (flight status), OpenWeather (weather), Mapbox (geocoding), Logo.dev (provider logos), and Unsplash, Pexels, and Wikimedia Commons (trip imagery).
- Monitoring and analytics: Sentry (error reporting), Axiom (logs), and PostHog (product analytics, EU-hosted).
We may also disclose information:
- To people you choose to share with — anyone who holds a share link you generate, or a Wayfile user you grant access to, can see the trip details you share.
- If required by law, subpoena, or court order, or to protect the rights, property, or safety of Wayfile, our users, or the public.
- In connection with a merger, acquisition, or sale of assets, in which case this policy will continue to apply to your information and we will notify you before it becomes subject to a different policy.
6. Retention and deletion
We keep your information for as long as your account exists. When you delete your account from account settings, we delete your user record, your personal workspace, and everything it owns — trips, segments, passengers, tags, share links, and uploaded documents. Object storage copies of documents are purged by lifecycle policy within a short period after deletion. Backups are retained for up to 30 days and then overwritten.
If your subscription lapses, your data is kept and remains visible to you on the free tier; nothing is deleted on downgrade. We may retain limited records (such as billing history and audit logs of support actions) where the law requires or to resolve disputes.
7. Security
Data is encrypted in transit (TLS) and at rest. Authentication uses single-use, expiring magic links or passkeys — there are no passwords to leak. Access to production systems is limited to the people who operate the service, secrets are held in a managed vault, and support access to your account data is off by default and controlled by a toggle in your account settings. No system is perfectly secure; if we learn of a breach affecting your information we will notify you and any applicable regulator as required by law.
8. International transfers
Wayfile is operated from the United States and our subprocessors are located primarily in the United States and the European Union. If you use the service from elsewhere, your information will be transferred to and processed in those locations. Where required, we rely on standard contractual clauses or equivalent safeguards for those transfers.
9. Your rights and choices
- Access and portability: download a complete JSON export of your account data at any time from account settings; uploaded documents are downloadable individually.
- Correction: every field in Wayfile is editable in place.
- Deletion: delete your account from account settings, or ask us to.
- Notifications: change or disable alert emails in account settings. Transactional sign-in emails cannot be disabled while the account is active.
- Support access: control whether Wayfile staff can view your account data from the Privacy section of account settings.
- Objection and restriction: where applicable law provides these rights, contact us and we will honor them.
Residents of the European Economic Area, the United Kingdom, and Switzerland also have the right to lodge a complaint with their local data protection authority. Residents of California and other U.S. states with comprehensive privacy laws have the rights described above and the right not to be discriminated against for exercising them; we do not sell or share personal information as those laws define it.
10. Children
Wayfile is a business tool and is not directed at children under 16. We do not knowingly collect information from children; if you believe a child has provided us with personal information, contact us and we will delete it.
11. Cookies
We use a small number of strictly necessary cookies: a session cookie that keeps you signed in and a preference for light or dark theme. We do not use advertising or cross-site tracking cookies. Because these cookies are essential to the service, there is no cookie banner to dismiss.
12. Changes to this policy
We will update this policy as the service and the law change. Material changes will be announced by email or an in-app notice at least 14 days before they take effect, and the effective date at the top of this page will be updated. Continued use of Wayfile after that date means you accept the revised policy.