Legal

Privacy Policy

Last updated 5 September 202612 sections

A receipt can reveal where you were, what you bought and how much you earn. This policy sets out exactly what BillVaulta collects, who processes it, and what you can do about it. It describes what the product actually does — nothing here is aspirational.

1. Information we collect

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.

2. How we use information

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.

3. Receipt and document processing

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.

4. Storage and security

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 service provider described in section 5 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.

5. How we work with trusted service providers

BillVaulta works with a small number of carefully selected service providers to operate and improve essential features of the application. These services help us securely manage accounts, store receipts, read documents, generate insights, handle purchases of BillVaulta’s own plans, and deliver important notifications.

We share information only as necessary for these services to perform their functions, subject to applicable privacy and data-protection requirements. Each provider handles that data under its own terms; we do not control what it retains on its side.

Cloud infrastructure and account security

Services that host the application, keep account and authentication records, run the database and store your receipt files. They hold your account records, the receipt data derived from your documents and the original files you upload, in private storage.

Document recognition and AI processing

Two kinds of service read your receipts. A text-recognition service receives the original image or PDF you upload and returns the text printed on it. An AI service then receives only that recognised text — never the image or file — to identify the merchant, amounts, dates and items, and to write the summaries you ask for.

Payments and subscription management

Services that manage purchases of BillVaulta’s own paid plans. They receive purchase and entitlement records so your plan works across devices. This is separate from the third-party subscriptions you track inside BillVaulta, which stay within your account.

Email and notifications

Services that deliver vault invitations and important account messages by email, and notifications to your devices. They receive your email address or device push token together with the content of the message.

Currency conversion

A service that provides exchange rates for amounts in other currencies. It receives only the currency pair and the date of the rate — no account or receipt information.

We do not use advertising networks or third-party analytics services. Beyond the categories above, your data is shared only in the circumstances described in section 6, and it may be processed outside your country as described in section 10. If you would like to know which provider handles a particular category of your data, contact us (section 12) and we will tell you.

7. Data retention

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.

8. Your choices and rights

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.

9. Children

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.

10. International processing

BillVaulta and the service providers described 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.

11. Changes to this policy

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.

12. Contact

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