Privacy Policy

We collect only what is necessary to deliver receipt categorization and bookkeeping workflow services to your firm.

• Firm and account data — Business name, contact details, user names, and email addresses of authorized staff members.
• Client portfolio data — Client names and identifiers you create within the multi-client command center. We do not collect your clients' personal contact information unless you choose to enter it.
• Receipt and document data — Images, PDFs, and extracted text from receipts and invoices you upload for categorization. This includes vendor names, line items, dates, amounts, and tax details visible on the documents.
• Ledger and categorization data — Your firm's chart of accounts, historical categorization decisions, and approved mappings. This is used to train the firm-specific AI model that powers categorization.
• Integration data — When you connect QuickBooks Online, Xero, or Sage, we receive read/write access tokens and sync categorized transactions to your connected ledger. We do not store your full ledger; only the data fields required for mapping and sync.
• Usage and log data — Interaction logs (e.g., categorization approvals, corrections, and review actions) and technical diagnostics to maintain service reliability and security.

We use your data solely to operate and improve ReceiptRx on your firm's behalf.

• Receipt categorization — Your uploaded receipts are processed by our AI to extract data and assign the correct account category based on your firm's learned chart of accounts and historical decisions.
• Confidence scoring and review — Decisions below 99% confidence are flagged for human review so your team retains control over edge cases.
• Ledger synchronization — Clean, categorized data is pushed to your connected accounting platform (QuickBooks Online, Xero, or Sage) using the permissions you explicitly grant.
• Firm-specific model training — Your approved categorizations and corrections are used to refine your firm's private AI model. Models are isolated per firm; one firm's data never trains another firm's model.
• Service reliability and support — We analyze usage patterns and error logs to fix bugs, optimize performance, and respond to support requests.
• Communication — We send service updates, security notices, and billing information to firm administrators.

We do not use your receipt content or client data for advertising profiling, and we do not build aggregate datasets across firms.

We do not sell, rent, or trade your data. We share information only in the following limited circumstances:

• Cloud infrastructure — We host ReceiptRx on managed cloud infrastructure providers who process data on our behalf under strict contractual confidentiality and security obligations.
• Accounting platform integrations — With your explicit authorization, we exchange categorized transaction data with QuickBooks Online, Xero, or Sage to complete ledger syncs.
• Legal requirements — We may disclose information if required by law, regulation, or valid legal process (e.g., a subpoena or court order), and only to the extent necessary.

A current list of subprocessors is available upon request by contacting us at the address below.

We retain data for as long as your firm's account is active and for a reasonable period afterward to support auditing, tax compliance, and dispute resolution.

• Active accounts — Receipt images, extracted data, and categorization history are retained while your subscription is active so you can search, revise, and re-export historical transactions.
• Canceled accounts — After account closure, we begin a secure deletion process. Firm data, client records, and receipt documents are typically purged within 90 days unless longer retention is required by law or an active legal hold.
• Integration tokens — Access tokens for connected accounting platforms are revoked immediately upon account closure or when you manually disconnect the integration.

Firm administrators may request early deletion of specific client portfolios or receipt batches at any time by contacting support.

We treat bookkeeping data with the seriousness it demands. Our security program includes:

• Encryption in transit and at rest — Data is transmitted over TLS 1.2 or higher, and stored encrypted using industry-standard algorithms.
• Access controls — Role-based permissions limit staff access within your firm. We enforce strong authentication and session management.
• Model isolation — Each firm's AI training data and categorization model are logically isolated from other firms' environments.
• Audit logging — We maintain logs of data access and administrative actions for security monitoring and incident response.

No system is completely immune to risk. We encourage firms to maintain strong password policies and to promptly revoke access for departing staff.

Firm administrators have broad control over the data within their account. Depending on your jurisdiction, you and your clients may also have the following rights:

• Access — Request a copy of the personal data we hold about you or your firm.
• Correction — Update inaccurate firm or account information through your dashboard or by contacting support.
• Deletion — Request deletion of specific client portfolios, receipt batches, or your entire firm account.
• Portability — Export categorized data in standard formats for transfer to another service.
• Objection and restriction — In certain jurisdictions, you may request that we limit processing of specific data categories.

To exercise any of these rights, please contact us at the email below. We will respond within the timeframes required by applicable law.