The smartest place to
understand every purchase
you have ever made.

We collect only what the product needs to work:

• Account information — the email address you sign up with, and your authentication records.
• Receipts and invoices — the original image or PDF you add, kept in storage until you delete it.
• Extracted content — the text recognised from a document, and the merchant, date, total, currency, category, item names, tax details and warranty information derived from it.
• Subscription records — recurring payments you track or that are detected from your receipts.
• Settings and preferences — language, home currency, theme, notification choices.
• Vault membership — who you share a vault with, and their role.
• Purchase records — subscription and entitlement status for paid plans.
• Operational logs — request and error records generated while running the service. These are kept to counts, timings and outcome codes rather than receipt content.

Your data is used to provide the features you are using:

• Reading receipts and extracting merchant, amounts, dates, tax and line items.
• Organising purchases into categories and vaults.
• Detecting duplicates, including an exact-file fingerprint so the same document is not stored twice.
• Searching across merchants, categories, notes, recognised text and item names.
• Tax categorisation and reporting.
• Tracking subscriptions and upcoming renewals.
• Building reports, analytics and written summaries of your own spending.
• Sending notifications and reminders you have enabled.
• Keeping the service secure and preventing abuse.
• Responding to you when you contact support.

This is the part most worth understanding, because a receipt is a sensitive document.

When you add a receipt, the file is uploaded to our storage and sent to Google Document AI for text recognition. The recognised text — not the image — is then sent to OpenAI to identify the merchant, amounts and items, and to generate the written summaries you can ask for. Both are independent processors and handle that data under their own terms; we do not control what they retain on their side.

Your original file is not deleted after processing. It stays in BillVaulta storage so you can open the receipt again later, and it is removed when you delete the receipt or your account.

• Receipt files are held in a private storage bucket. There is no public bucket and no public file URL — a file is opened through a signed link that expires after one hour.
• Database access is enforced at the row level. Queries are scoped to the signed-in user and to the vaults they belong to, so one account cannot read another account’s records.
• File access is checked against the same vault membership rules as the database.
• Traffic between the app, our services and every processor listed below uses encrypted HTTPS connections.
• Server logs are written as counts, timings and outcome codes rather than receipt contents.

No service can promise perfect security, and we do not. These are the controls that are actually in place; we do not claim end-to-end encryption, because BillVaulta processes your receipts on the server in order to read them.

These providers receive data in order to deliver part of the service. We do not use advertising or analytics providers.

We do not sell your personal data, and we do not build or share advertising profiles. Your data is shared in exactly three circumstances:

• With the service providers in section 5, only so they can perform the function described there.
• With people you invite. A shared vault is visible to its members, at the role you give them. Nothing is public by default.
• Where we are legally required to, or where it is necessary to investigate abuse or protect the service and its users.

Data is retained while your account or the relevant records remain active, subject to your deletions and to operational and legal requirements. Deleting a receipt removes its record; deleting your account removes your stored receipt files and then your account records. Backups and provider-side copies may persist for a limited period after deletion, and the providers in section 5 apply their own retention terms to data they hold.

• Delete or archive any receipt from the app at any time.
• Export your data: CSV from the Export Centre in the app, or PDF, Excel and CSV from the web app.
• Control which notifications you receive, and turn them off entirely.
• Delete your account from Settings. This removes your stored receipt files and then your account records.
• Ask us about the data we hold, request a copy, or ask for correction or deletion, by writing to the address in section 12.

Depending on where you live you may have additional rights over your personal data, including access, correction, deletion, portability and objection. We honour these requests regardless of jurisdiction.

BillVaulta is intended for adults managing their own purchases and is not directed at children. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

BillVaulta and the providers in section 5 operate infrastructure in several countries, so your data may be processed outside the country you live in — including in the United States. Where that happens, we rely on the transfer terms offered by those providers.

We update this policy when what we do with data changes. The date at the top of this section always reflects the last substantive change, and the same date is shown on the Privacy screen inside the app. For significant changes we will give notice in the app before they take effect.

For any privacy question or request, write to support@billvaulta.app. Tell us what you need and we will come back to you.