Privacy policy
Last updated [date of publishing]
This policy explains what activelogon collects when you use activeReciepts, what it is used for, who else handles it, and how long it is kept. It is written to be read, so it is short. If anything here is unclear, email support@activelogon.com.
Who is responsible for your data
activelogon is run by Guy Ratcliffe, an individual in the United Kingdom, who is the data controller for the apps described here. Contact: support@activelogon.com.
What activeReciepts collects
- Your account: your name, email address and an account ID, given by Google when you sign in with Google (or by Apple, once Sign in with Apple is available). activelogon never sees your Google or Apple password.
- Your receipts: the photos and PDFs you add, and the details read from them: the shop, date, time, amounts, VAT, currency, line items and, where printed, the last four digits of the card used. activelogon never sees or stores full card numbers.
- What you tell the app: what each receipt was for, its category, notes, your trips, your own categories, your home currency, and which receipts you have forwarded.
- Technical records: short-lived service logs used to keep the app working and secure.
There is no advertising, no tracking and no analytics. The only cookies are the ones that keep you signed in.
What it is used for
Only to run the app for you: reading your receipts, suggesting a category and purpose from your own earlier answers, converting amounts into your home currency, and building the packs you choose to send. Your data is never sold or shared for marketing. The legal basis is that it is needed to provide the service you signed up for, plus activelogon's legitimate interest in keeping the service secure and preventing misuse.
Who else handles it
| Who | What for | Where |
|---|---|---|
| Amazon Web Services | Running the app, sign-in (Amazon Cognito), and storing your account, receipts and photos | London, UK |
| Microsoft (Azure OpenAI) | Reading each receipt photo to pick out the details | Resource in UK South. The photo may be processed in another Azure region (see below) |
| Sign in with Google | Google's own services | |
| Paddle | Taking payment, once paid plans start. Paddle handles your card details; activelogon does not see them | Paddle's own services |
| Cloudflare | Email to support@activelogon.com and the activelogon.com address | Cloudflare's own services |
Exchange rates come from the European Central Bank. Nothing about you is sent to it.
About the receipt reading. When you add a receipt, its photo is sent to Microsoft's Azure OpenAI service, which reads it and sends the details back. Microsoft states that this data is not used to train its models and is not available to OpenAI or other customers. The service is set up so that the photo may be processed in any Azure region where the model runs, which can be outside the UK; anything Microsoft stores stays in the UK. Microsoft keeps a sample of requests only where its automated checks flag possible misuse. Details: Microsoft's data, privacy and security page. Transfers outside the UK are covered by Microsoft's Data Protection Addendum. [Confirm the Addendum's UK transfer safeguards apply to this resource.]
How long it is kept
- Your account, receipts and photos: until you delete them. Hiding a receipt takes it out of your lists but keeps it; on the free plan, receipts older than three months are locked but kept; deleting your account removes everything.
- After you delete your account: your records, photos and sign-in are removed straight away, with a final sweep within a day. Database backups that may still contain them expire within 35 days.
- Earlier versions of files (kept so a mistake can be undone): 30 days.
- Downloads and forwarded packs you create: 30 days, then they can be made again.
- Service logs: 14 days.
Your rights
You can download everything activelogon holds about you (Account → Download everything), correct any receipt in the app, and delete your account at any time (Account → Delete my account). You also have the right to ask what is held about you, to have it corrected or deleted, to object to its use, and to complain to the UK's Information Commissioner's Office at ico.org.uk. Email support@activelogon.com for anything the app doesn't do for you.
travelTrack
travelTrack is not open yet. This policy will be updated to cover it before it opens.
Children
The apps are for people aged 18 and over.
Changes
If this policy changes in a way that matters, you will be told in the app or by email before the change takes effect.