Privacy Policy

1. What we collect

We collect only what the product needs to operate:

• Account information — name, email address, role, and the organization and entity you belong to.
• Expense records — merchant, amount, date, category, memo, department, and the last four digits of a registered corporate card. We never receive or store full card numbers.
• Receipt images — the files you upload, and the fields extracted from them.
• Approval history — who submitted, approved, returned or settled a statement, and when.
• Enquiry forms — name, work email, company, employee range and your message, when you contact us through this site.

We do not collect payroll data, bank account credentials, or government identification numbers.

2. How we use it

To operate the service you signed up for: extracting fields from receipts, routing statements through your approval chain, producing reports and exports, and sending notifications. We do not sell personal information, and we do not use your expense data or receipt images to train our own models.

3. Who else processes it

Claimbook relies on the following providers. Each receives only what that function requires:

• Anthropic — receipt images are sent to Anthropic's API to extract merchant, amount, date and category. Anthropic does not train its models on API inputs.
• DigitalOcean — application hosting and object storage for receipt images, in the United States (SFO3 region).
• Resend — delivery of transactional email such as notifications and invitations.
• Intuit (QuickBooks Online) — only if your organization connects QBO. Expense and mapping data is then sent to your own QuickBooks company.

We do not transfer personal information to any other third party except where required by law.

4. How long we keep it

• Receipt images and expense records — seven years, matching US record-retention practice for business expenses.
• Audit log — retained for the life of the account. These records cannot be edited or deleted by anyone, including us; that is what makes them useful as evidence.
• Deleted records — removal is a soft delete. Rows remain in the database, hidden from the application, so that approval history stays intact.
• Enquiry forms — kept while we are in contact with you and for up to two years afterwards.

5. Your rights

You may ask us to access, correct, export or delete your personal information, and to tell you what we hold. Residents of California may exercise the rights afforded by the CCPA, including the right to know and the right to delete; we do not sell personal information, so there is nothing to opt out of. Write to the address below and we will respond.

Deletion requests are limited by the audit retention above: approval history that constitutes a financial record is retained even after an account is closed.

6. Security

Each organization's data is isolated at the data model layer, access is decided by server-side policy rather than hidden interface, and passwords are stored only as bcrypt hashes. The database is continuously replicated to backup storage. Details are on our security page.

7. Changes

If we change how we handle personal information, we update this page and the date below in the same release that changes the product. Material changes are communicated to account owners by email.