1. Introduction
Welcome to FinTrack Pro ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our expense management application.
By using FinTrack Pro, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.
2. Information We Collect
2.1 Personal Information
We collect the following personal information:
- Account Information: Name, email address, and authentication credentials
- Company Information: Company name, role within the company
- Expense Data: Expense descriptions, amounts, dates, categories, projects, and receipt images
- Financial Information: Currency preferences, VAT information, account types
2.2 Automatically Collected Information
- Usage Data: Pages visited, features used, time spent on the application
- Device Information: Browser type, operating system, IP address
- Cookies: Essential authentication cookies (see Cookie Policy below)
2.3 Receipt Images and OCR
When you upload receipt images, we process them using Optical Character Recognition (OCR) technology powered by Google Vision API to extract expense information. Receipt images are stored securely in our cloud storage (Amazon S3) and are only accessible to authorized users within your company.
3. How We Use Your Information
We use your information for the following purposes:
- Service Delivery: To provide and maintain our expense management service
- Authentication: To verify your identity and manage your account
- Expense Processing: To process, track, and manage expense submissions and approvals
- OCR Processing: To automatically extract data from receipt images
- Notifications: To send you email notifications about expense status, invitations, and important updates
- Analytics: To generate reports and insights about expense patterns within your company
- Security: To detect and prevent fraud, abuse, and security incidents
- Compliance: To comply with legal obligations and enforce our terms of service
4. Data Sharing and Disclosure
4.1 Within Your Company
Your expense data is shared with authorized members of your company based on their roles:
- Company Admins: Full access to all company expenses and user management
- Reviewers: Access to review and approve/reject expenses
- Users: Access to their own expenses only
4.2 Third-Party Service Providers
We share your information with trusted third-party service providers:
- Manus Platform: Authentication and hosting infrastructure
- Google Vision API: OCR processing for receipt images
- Amazon S3: Secure cloud storage for receipt images
- Mailgun: Email delivery for notifications and invitations
- TiDB Cloud: Database hosting and management
4.3 Legal Requirements
We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
5. Cookie Policy
FinTrack Pro uses essential cookies only to provide secure authentication and maintain your login session. These cookies are necessary for the website to function properly and cannot be disabled.
5.1 Essential Cookies
- Session Cookie: Stores your authentication token to keep you logged in
- Security: Cookies are HTTP-only and secure, preventing client-side access
- Expiration: Session cookies expire after 30 days of inactivity
We do not use:
- Tracking cookies
- Advertising cookies
- Analytics cookies (beyond basic usage statistics)
- Third-party marketing cookies
6. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit (HTTPS/TLS) and at rest
- Access Control: Role-based access control ensures users only see authorized data
- Authentication: Secure OAuth 2.0 authentication via Manus platform
- Storage: Receipt images stored in private S3 buckets with restricted access
- Database: Hosted on TiDB Cloud with automatic backups and encryption
- Monitoring: Continuous security monitoring and logging
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
7. Data Retention
We retain your personal information for as long as necessary to provide our services and comply with legal obligations:
- Active Accounts: Data retained while your account is active
- Expense Records: Retained for 7 years for tax and accounting compliance
- Receipt Images: Retained with associated expense records
- Deleted Accounts: Personal data deleted within 30 days of account deletion, except where required by law
8. Your Rights (GDPR Compliance)
If you are located in the European Economic Area (EEA), you have the following rights:
- Right to Access: Request a copy of your personal data
- Right to Rectification: Request correction of inaccurate data
- Right to Erasure: Request deletion of your personal data
- Right to Restriction: Request restriction of processing
- Right to Data Portability: Request transfer of your data to another service
- Right to Object: Object to processing of your personal data
- Right to Withdraw Consent: Withdraw consent at any time
To exercise these rights, please contact your company administrator or reach out to us directly at the contact information below.
9. Children's Privacy
FinTrack Pro is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.
12. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
13. Consent
By using FinTrack Pro, you consent to our Privacy Policy and agree to its terms. If you do not agree with this policy, please discontinue use of our service.