Privacy

This policy was last updated 15 August 2024 and effective from 6 January 2024

We at Receiptflow Limited take your privacy very seriously.

We want to make sure all the information we have collected about you is safe and secure whether we collect it through our website at receiptflow.co (“Site”), through our mobile app (“App”), from you via other electronic means (such as email or social media platforms), or in-person at our events.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Controller

Receiptflow is the controller and responsible for your personal data.

Receiptflow is made up of different legal entities, details of which can be found here on our website. This privacy policy is issued on behalf of Receiptflow so when we mention “Receiptflow”, “we”, “us” or “our” in this privacy policy, we are referring to the relevant company in the Receiptflow responsible for processing your data.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO using the details following email address: dpo@receiptflow.com.

This policy shall not apply to any personal data contained in documents (such as invoices or receipts) uploaded to the Receiptflow platform by you or on your behalf. Any such personal data will be held by us as your data processor. You are the data controller in respect of any personal data contained in documents you (or someone on your behalf) upload onto the Receiptflow platform.

What data do we collect?

• Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
• We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
  • Identity Data includes: first name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Data includes: job description billing address, email address and telephone numbers.
  • Transaction Data includes: details about payments, receipts or invoices between you and third parties; details about payments to and from you and us and other details of products and services you have purchased from us.
  • Technical Data includes: internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website or our mobile app. We may receive Technical Data about you from analytics providers (such as Google based outside of the EU).
  • Profile Data includes: your username and password, purchases or orders made by you, your preferences, feedback and survey responses.
  • Usage Data includes: information about how you use our website, products and services
  • Marketing and Communications Data includes: your preferences in receiving marketing from us and our third parties and your communication preferences.
• We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
• We do not want you to upload, nor do we collect, any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
• If you fail to provide personal data. Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct Interactions.
  • You may give us your Identity, Contact and Transaction Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes, but is not limited to, personal data you provide when you:
    • subscribe for our products or services;
    • apply for a demonstration of our products and services;
    • create an account on our website;
    • request marketing to be sent to you;
    • apply to attend or take part in a webinar, training session or event, whether in person or online;
    • enter a competition, promotion or survey; or
    • give us feedback or contact us
• Automated technologies or interactions.
  • As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
• Third parties or publicly available sources.
  • We will receive personal data about you from various third parties and public sources as set out below:
    • Technical Data from the following parties:
    • analytics providers such as Google based outside the EU;
    • advertising networks based inside or outside the EU; and
    • search information providers based inside or outside the EU.
  • Identity, Contact, Profile, Usage and Transaction Data from providers of technical, payment and delivery services such as Stripe, Salesforce or Segment based inside or outside the EU.
  • Identity and Contact Data from data brokers or aggregators based inside or outside the EU.
  • Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.
• Identity, Contact and Technical Data from third party API’s including Google APIs and Microsoft Graph API. Receiptflow’s use and transfer of the same to any other app will adhere to the appropriate third party user data policies including without limitation, Microsoft’s privacy statement, Google API Services User Data Policy including the Limited Use requirements and Receiptflow’s own Data Processing Agreement.

How do we use your personal data?

• Direct Interactions.
• We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal obligation.
• Generally, we do not rely on consent as a legal basis for processing your personal data, although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
• We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
• If you have given us permission to use your information in a certain way, you can withdraw that permission at any time (see Contact section below).
  • Also, look for the link at the bottom of any messages we send you, which will allow you to stop receiving messages.
• Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

What do we use your information for?	Type of information	Reason
To register you as a new subscriber or to register you for a free trial	Identity, Contact	Performance of a contract with you
To send you information which you have asked us to send to you	All the personal information we collect	We use this information to pursue our legitimate interest to comply with your request to contact you
To process and deliver your order (including managing payments, fees, charges, and collecting money owed to us)	Identity, Contact, Usage, Transaction, Marketing and Communications by Receiptflow	Performance of a contract with you, Necessary for our legitimate interests (to recover debts due to us)
So that one of our experts can contact you to discuss our services	Identity, Contact, Transaction, Usage, Profile	We use this information to pursue our legitimate interest to comply with your request to contact you
To manage our relationship with you (including account management, notifying about changes to terms/policy, asking for reviews/surveys)	All the personal information we collect	Performance of a contract with you, Necessary to comply with a legal obligation, Necessary for our legitimate interests
To send you other information we think you might like (e.g., details about services or offers)	Identity, Contact, Technical, Usage, Profile, Marketing and Communications by Receiptflow	Necessary for our legitimate interests (to develop our products/services and grow our business)
To enter into and perform contracts where we are supplying services to you	All the personal information we collect	We use this information for the performance of our contract with you
To administer and protect our business and website	Identity, Contact, Technical	Necessary for our legitimate interests, Necessary to comply with a legal obligation
To deliver relevant website content and advertisements, and measure effectiveness	Identity, Contact, Profile, Usage, Marketing and Communications, Technical	Necessary for our legitimate interests
To use data analytics to improve our website, products/services, marketing, and customer experiences	Identity, Contact, Profile, Usage, Technical, Transaction	Necessary for our legitimate interests
To help you with questions or technical support	Identity, Contact, Profile, Transaction, Usage	To pursue our legitimate interest to make sure we deal with any issues you have quickly
To comply with our legal obligations	All the personal information we collect	To comply with any legal obligation or requirement

Marketing

• We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

1. Promotional offers from us
   • We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
   • You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.
2. Third-party marketing
   • We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
3. Opting out
   • You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of your subscription to our services and products.
4. Cookies
   • You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy

Who else receives your personal data?

We may share your personal data with the parties set out below:

• Anyone you have said you are happy for us to send your details to.
• Organisations that provide services to us: such as marketing specialists, communication companies (such as Twilio to send SMS messages to you), customer relationship management platforms (such as Salesforce), the people that manage our website or support platform on our behalf, third party payment providers (such as Stripe), computer services (like our cloud storage services provider AWS and collaboration tools such as third party generative AI tools including, but not limited to, Microsoft Azure (Open AI)) and third party mailing providers (such as Mandrill).
• Organisations that we work with: such as our business partners, which include integrators
• Internal third parties: our affiliated companies.
• Other third parties: third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
• The Government: where the law tells us to do so or to help them with any investigations.
• Police, law enforcement and security services: to help them with any investigation, prevention of crime or matter of national security.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.This ensures that we do not allow any third-party generative AI tool providers which we use in our services to train their models using your data (including personal).

How long will we keep your personal data for?

• By law, we must keep basic information about our customers (including Contact, Identity, and Transaction Data) for six years after they cease being customers for tax purposes or after our last contact with you.
• In some circumstances, you can ask us to delete your data. See Your rights to your personal data and complaints below for more information.
• In some cases, we will anonymise your personal data (so it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your rights to your personal data and complaints

• You’re entitled to know what personal information we hold about you and how that information is processed. You can ask us to:
  • Provide access to your data
  • Rectify any mistakes relating to your data
  • Erase your data
  • Stop processing your data
  • Receive an electronic copy of your data
  • Object to our processing of your data
  • Object to any automated decision-making that we may do using your personal data
  • Receive a notification of any breach of your personal data
• Just let us know (see Contact section below) if you’d like to exercise any of your rights.
• If you’re unhappy with how any access request has been handled, you have the right to complain to the Information Commissioner by calling their helpline: 0303 123 1113 or starting a live chat at https://ico.org.uk/concerns/.
• You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
• We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you for further information related to your request to speed up our response.
• We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or if you have made multiple requests. In this case, we will notify you and keep you updated.

Changes to the privacy policy and your duty to inform us of changes

• We keep our privacy policy under regular review.
• It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

• This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.