Privacy policy
This policy explains how Expense AI Classification System handles company accounts, receipt evidence and service activity data.
Scope
This policy applies to the Expense AI Classification System website, iPhone app, company accounts and related support services (the “Service”). By using the Service, you acknowledge the data practices described here.
Data we collect
We collect only data needed to provide, protect and improve the Service.
- Account and company data: name, company email, company name, phone number, role and account permissions.
- Receipt data: uploaded photos, PDFs, original files, receipt content, dates, amounts, currencies, categories, receipt numbers and line items.
- Service activity data: login, logout, upload, AI processing, submission, revision, approval, settlement, download and other necessary audit records.
- Device and notification data: when push notifications are enabled in the iPhone app, we store the device token and required settings. Biometric information is used only on your device to unlock the app and is never sent to the Service.
How we use data
We use this data to:
- create and manage company accounts, sessions, roles and expense workflows;
- store, prepare, review, submit, approve, settle and export receipt records;
- operate account security, duplicate checks, support, diagnostics and necessary audit records; and
- send account and receipt-status notifications. We do not use personal data for third-party advertising.
AI-assisted receipt preparation
When you submit a receipt for AI preparation, we send the necessary receipt image or PDF content to AI service providers protected by contractual and technical safeguards. This is used to identify merchants, dates, amounts, currencies, categories and line items. AI output is assistive only: users or authorised company staff can review and change the information before submission.
Sharing and access
Authorised users in the same company can access company data according to their role; data from different companies is handled separately. We use infrastructure, storage, notification and AI providers only as needed to deliver the Service. We may also disclose necessary information where required by law or to protect the Service.
Retention and protection
We use account permissions, company data separation, protected transport, original-file verification and activity auditing to protect data. Incomplete uploads are handled under the system cleanup schedule. Submitted, approved or settled receipts, originals and audit information are retained according to company retention arrangements and financial review needs. Some records may not be deleted immediately where legal, audit or dispute-handling requirements apply.
Your choices and rights
You can ask your company administrator to review or correct account information. To request access, correction, deletion of personal data or deletion of an account, use the contact page on this website. We will verify identity and authority and process requests to the extent permitted by applicable law, company record retention and audit requirements.
Updates and contact
We may update this policy for service, legal or security reasons and will post the updated date here. For questions about this policy or data handling, contact us through this website’s contact page.