Privacy policy

1. Information we collect

• Account details. We store your name, your e-mail address, your password (only as a salted hash) and your time zone. If you sign in with Google or Apple, we also receive the basic profile those services share with us.
• Receipts and expense data. We store the files you upload and the details read from them or entered by you, such as the vendor, date, amounts, tax, tip, currency, payment method, the last four digits of a card, line items, categories and business-purpose notes.
• Business details. We store business names, legal names and, if you add one, your Employer Identification Number (EIN), which we encrypt.
• Billing. We store your subscription status and Stripe customer ID. You enter card numbers on Stripe's pages, and they never reach our servers.
• Security and service logs. We record IP addresses, browser types, sign-in events and error logs to protect accounts and keep the service running.

We remove embedded location and camera information (EXIF/GPS metadata) from photos when you upload them. We don't ask for Social Security numbers or full card numbers, and you shouldn't upload them.

2. How we use it

• We use it to provide the service: reading receipts, categorising them, building your reports and exports, and showing you your data.
• We use it to run your account, which includes sign-in, security alerts, trial and billing e-mails, and support.
• We use it to keep the service safe by preventing fraud and abuse, limiting request rates and investigating security incidents.
• We use it to meet legal obligations, such as tax and accounting rules for our own billing records.

We don't sell your personal information, share it for cross-context behavioural advertising, or use it to train our own machine-learning models. We send only service e-mails, never marketing.

3. Service providers (sub-processors)

We use a small number of providers who process data only on our instructions.

4. How long we keep it

• We keep your data while your account exists, including after a subscription ends and the account becomes read-only.
• Expenses you delete stay in the trash for 30 days so you can restore them. After that, we delete them permanently together with their files.
• We delete uploads that never become an expense after 24 hours, and data-export archives after 7 days.
• When you delete your account, we delete your data and files from our live systems immediately and from backups within [35] days. We keep an anonymised record that a deletion happened, and Stripe retains billing records as the law requires.
• Each person can use the free trial once, so we keep a keyed one-way hash of every e-mail address that has started a trial, even after the account is deleted. The hash is not linked to any other data, and it cannot be turned back into your address without our server secret.

Tax authorities generally expect you to keep records for at least three years, and longer in some cases. Download an export before deleting your account if you still need them.

5. Security

Data is encrypted in transit (TLS) and at rest. Files are stored privately and are only shown through links that expire within minutes, and each database row is isolated to its owner. You can read more on our security page. No system is perfectly secure, so if we learn of a breach that affects you, we will notify you as the law requires.

6. Your choices and rights

• Access and portability. Settings → Your data → Export all my data gives you every expense, receipt file and report in one ZIP file.
• Correction. You can edit any expense, your profile and your business details in the app.
• Deletion. Settings → Delete account removes everything permanently.
• Depending on where you live (for example California under the CCPA/CPRA, or the EU/UK under the GDPR), you may have additional rights, such as the right to object to or restrict processing, or to complain to a supervisory authority. Contact us at support@walrusreceipts.com. We respond within 30 days and won't discriminate against you for using your rights.

For EU/UK users, our legal bases are performing our contract with you (running the service), our legitimate interests (security and fraud prevention) and our legal obligations (billing records).

7. Cookies

We use only strictly necessary cookies: a secure session cookie that keeps you signed in, and one that remembers whether you chose “Remember me”. We don't use analytics or advertising cookies, so there's no cookie banner.

8. Children

Walrus Receipts is a business tool for adults and is not directed to anyone under 18. We don't knowingly collect children's data.

9. International transfers

We are based in the United States, and our providers may process data in the US and other countries. Where required, transfers rely on appropriate safeguards such as the EU Standard Contractual Clauses.

10. Changes

We'll post changes here, and for material changes we'll e-mail you before they take effect.

11. Contact

You can reach [Your company legal name] at [Your business address] or by e-mail at support@walrusreceipts.com.