Who controls the data
When your company uses the service, your company decides what employee and expense data is processed and why. We process that data on your company’s instructions. For website visitors and trial sign-ups, we decide how the information is used, as described here.
Information we collect
We collect only what is needed to run expense claims, approvals and payouts.
- Account details: name, work email, role, team, grade, manager and employee code
- Claim data: receipt images, extracted fields, amounts, categories, comments and approval history
- Payout data: bank account details needed to prepare bank upload files
- Travel data: trip requests, routes, dates, bookings and per diems
- Visit or location data: only if your company enables visit matching, only from work apps during working hours
- Usage data: device type, app version, log-in times and error logs to keep the service reliable
How information is used
Information is used to read receipts, check claims against your company’s policy, route approvals, prepare payouts and accounting entries, show spend reports, provide support and keep the service secure. Receipt images and claim data are not used to build advertising profiles.
Automated checks
Receipts are read by AI models and claims are checked against your company’s policy rules. These checks only flag possible issues with a reason. They never approve or reject a claim on their own. A person at your company makes every decision, and employees can see and respond to every flag.
Security
Data is encrypted in transit and at rest. Access inside the service follows roles set by your company, and access by our staff is limited, logged and granted only for support or security purposes.
Retention
Claim records and receipt images are kept for the period your company sets, to meet its audit and tax obligations. When a company account closes, its data is deleted or returned within the period agreed in its contract.
Your choices and rights
Employees can view their own claims, flags and payout history at any time. Requests to access, correct or delete personal data should go to your employer, who controls that data, and we will help them respond. Website visitors and trial users can contact us through the Finance Desk page.
Changes to this policy
If we make material changes, we will tell account administrators by email before they take effect.