Privacy Policy

Last updated: July 9, 2026

This Privacy Policy describes how Receipt Flow collects and uses your personal information. We are committed to protecting your privacy and handling your data responsibly. This document outlines what information we gather, how we use it, and your rights regarding your personal data.

Who We Are and What We Do

We operate an online platform designed to help Ottawa professionals manage their expenses more effectively. Our service provides automated receipt scanning and categorization tools, along with practical tips for maintaining a paperless expense management system. We process your information as a data controller, meaning we determine how and why your data is used.

Information We Collect

We collect various types of information to provide our services effectively:

• Account Information: When you register, we collect your name, email address, phone number, and company details.
• Receipt Data: Images and documents you upload for scanning and categorization.
• Usage Data: Information about how you interact with our platform, including features used and time spent.
• Technical Data: IP addresses, browser type, device information, and cookies.
• Communication Data: Messages you send through our contact forms or support channels.

Legal Basis for Processing

We process your personal data based on several legal grounds. First, we rely on your consent when you provide information directly, such as registering for our service or uploading receipt documents. Second, we process data as necessary to perform our contract with you, ensuring our platform functions and your receipts are properly categorized. Third, we have legitimate interests in improving our service, preventing fraud, and maintaining security. Finally, we comply with legal obligations that may require us to retain certain data for tax or regulatory purposes in Canada.

How We Use Your Information

Your information helps us deliver and improve our services. We use account details to authenticate you and manage your subscription. Receipt data is processed through our automated scanning and categorization system to provide the core functionality you expect. Usage data helps us understand which features are most valuable and where we can make improvements. We may send you service-related communications, updates, and tips for better expense management. We never sell your personal information to third parties.

Data Retention Periods

We retain your data only as long as necessary to provide our services and meet legal requirements:

• Account Information: Retained while your account is active. After account deletion, we retain data for up to 24 months for legal and accounting purposes.
• Receipt Documents: Stored for the duration of your subscription plus 12 months after cancellation, unless you request earlier deletion.
• Usage Analytics: Aggregated usage data is retained for up to 14 months to help us understand platform performance.
• Server Logs: Technical logs containing IP addresses and access information are retained for up to 12 months for security purposes.
• Contact Form Messages: Communications are retained for up to 24 months after your last interaction with us.

Your Privacy Rights

You have important rights regarding your personal information. You can request access to the data we hold about you and receive it in a portable format. You have the right to correct inaccurate information or request deletion of your data, subject to legal retention requirements. You can restrict how we process your information or object to certain types of processing. You may withdraw your consent at any time without affecting the legality of processing that occurred before withdrawal. To exercise any of these rights, contact us using the information provided below.

Cookies and Tracking Technologies

We use cookies to enhance your browsing experience and analyze how our platform is used. Essential cookies are necessary for the platform to function properly, such as maintaining your login session. Performance cookies help us understand user behavior and improve our service. We do not use cookies for advertising or third-party tracking. You can control cookie settings through your browser preferences, though disabling essential cookies may affect functionality. For more detailed information about cookies, please refer to our separate Cookie Policy.

Data Security

We implement comprehensive security measures to protect your information from unauthorized access, alteration, and destruction. Our systems use industry-standard encryption for data transmission and storage. We maintain strict access controls, ensuring only authorized personnel can view your data. We conduct regular security assessments and updates to address emerging threats. However, no security system is completely impenetrable, and we cannot guarantee absolute security. We encourage you to use strong passwords and protect your account credentials.

Supervisory Authority and Complaints

If you believe we have violated your privacy rights, you have the right to lodge a complaint with the appropriate data protection authority. In Canada, you can contact the Office of the Privacy Commissioner of Canada (OPC), which oversees privacy protection at the federal level. Provincial privacy commissioners may also have jurisdiction depending on your location. You may file a complaint with these authorities without prejudicing your right to pursue legal remedies through the courts.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services following such notification constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy regularly to stay informed about how we protect your information.