Privacy Policy

This policy explains what information Expense Tracker ("the app", "we", "us") collects, why we collect it, how it is stored and shared, and the choices you have. It applies to https://diyyourdata.com/expense/ and to any associated API and email notifications. It does not cover third-party sites we link to.

1. Information we collect

1.1 Account information

• Name and email address — to identify you and sign you in.
• Password — stored only as a one-way cryptographic hash. We never store or can recover the plain text.
• Organisation (workspace) membership and role — owner, admin or member — to apply permissions.

1.2 Expense and receipt data you provide

• Receipt images you upload or photograph.
• Extracted receipt fields: merchant name, date, time, subtotal, tax, total, payment method and individual line items with quantities and prices.
• Notes or corrections you add to a record.

1.3 Usage and operational data

• Monthly ingestion counts used to enforce plan quotas.
• Audit records of administrative and data-changing actions (who did what, when, in which workspace).
• Server logs containing request time, route, response status and IP address, kept for security and troubleshooting.

1.4 Google Drive data (optional)

Only if you choose to connect a Google account from inside the app. See section 3.

1.5 Billing data

Paid plans are processed by Stripe. Card numbers are entered on Stripe's hosted checkout and are never seen by or stored on our servers. We receive subscription status, plan identifiers and limited billing metadata (for example, the last four digits and expiry of the card, as provided by Stripe).

2. How we use information

• Provide the core service: read receipts, create and display expense records, and calculate analytics.
• Authenticate you and enforce workspace-level access control.
• Enforce plan quotas so usage is predictable.
• Send transactional email you request or that keeps the account working (for example, export or notification messages).
• Maintain security, investigate abuse, and debug failures.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell personal information, do not use it for advertising, and do not use your receipts or Google user data to train generalised AI models.

3. Google user data

The Google Drive connection is optional and enabled only by an organisation owner or admin. When connected, we request a single scope: https://www.googleapis.com/auth/drive.file.

The drive.file scope does not allow us to read, list, download or modify any other file in your Google Drive, and we do not attempt to. Files we upload are created privately; we do not create public or "anyone with the link" sharing.

Disconnecting and revoking Google access

• In the app: open the Drive panel and choose Disconnect. This revokes the stored token for that workspace and stops further uploads. Receipts already saved to your Drive stay there, under your control.
• At Google: visit myaccount.google.com/permissions and remove Expense Tracker. Revocation at Google takes effect immediately for new token exchanges.
• To have stored tokens and Drive file references deleted from our systems, email us (section 9).

4. Service providers we share data with

We share only what each provider needs to perform its function, under its own terms and privacy policy:

We may also disclose information if required by law, to protect rights and safety, or as part of a merger or acquisition where the receiving party is bound by this policy. We never share data with data brokers or advertisers.

5. Where and how data is stored

• Application data is stored in a PostgreSQL database on infrastructure controlled by the operator, with access restricted to the application.
• Receipt images are stored on the application's own storage volume, in per-organisation folders.
• OAuth tokens and similar integration secrets are encrypted at rest (AES-256-GCM).
• Transport to and from the app is encrypted with HTTPS/TLS.
• Access to production systems is limited to the operator and protected by credentials and keys held in a secrets manager.

6. Retention

• Account and expense data is kept while your account exists and for as long as needed to provide the service.
• On deletion of an account or workspace, active data is removed from the production database and receipt storage; encrypted backups age out within 30 days.
• Server logs are kept for a short operational window and then rotated out.
• Billing records may be retained longer where tax or accounting law requires it.

7. Your rights and choices

• Access and correction — view your records in the app; correct extracted receipt fields there, or ask us.
• Export — download your organisation's expenses as CSV at any time.
• Deletion — delete individual receipts, disconnect Drive, or request full account deletion.
• Revocation — withdraw Google access from the app or from your Google account settings.
• Objection or restriction — contact us and we will assess the request under applicable law.

Depending on where you live you may have additional rights (for example under the GDPR or Australian Privacy Principles), including the right to complain to a supervisory authority. We respond to verified requests within 30 days.

8. Children

Expense Tracker is a business and personal finance tool intended for adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has provided information, contact us and we will delete it.

9. Contact

Privacy questions, data requests and complaints: tauseefau@live.com. We aim to reply within five business days. Please include the email address on the account so we can verify the request.

10. Changes to this policy

We may update this policy to reflect changes in the app or the law. The "last updated" date at the top always shows the current version. Material changes will be announced in the app or by email before they take effect. Continuing to use the app after an update means you accept the revised policy.