Privacy Policy

1. Information we collect

We collect only what we need to run the Service:

• Account information — your name, email address, and authentication credentials (managed by Firebase Authentication). Passwords are never stored by us in plain text.
• Receipt data — the receipt images you capture or upload, and the structured details our AI extracts from them: merchant, date, subtotal, tax, tips, discounts, total, line items, payment method (including the last four digits of a card, if printed on the receipt), category, and currency.
• Expense metadata — tags, notes, billable/reimbursed flags, the personal or company account a receipt is assigned to, and any companies or team members you create.
• Subscription information — your subscription status and entitlements, managed through RevenueCat and the Apple App Store or Google Play. We do not receive or store your full payment card details; those are handled by the app stores.
• Usage and device information — basic, non-identifying diagnostics needed to operate and improve the app (for example, error reports and app version).

2. How your receipts are processed

When you scan a receipt, the image is stored in Firebase Storage and analyzed to extract its details. Analysis is performed by Google’s Gemini model, called through an authenticated server function we operate — so the AI provider key is never embedded in the app you download.

The extracted, structured data is stored in Firebase Firestore under your account. "Ask Proofly" answers questions using only your own receipt data.

3. How we use your information

We use your information to:

• Provide the core Service — extract, organize, verify, search, and export your expenses.
• Power features you request, such as Ask Proofly, Tax Pocket estimates, spending insights, and accounting exports (CSV, QuickBooks, Xero, PDF, audit pack).
• Maintain your account, process subscriptions, and provide support.
• Keep the Service secure and fix problems.

4. Service providers (sub-processors)

We rely on a small set of trusted providers to run Proofly. They process data only to provide their service to us:

• Google Firebase — authentication, database (Firestore), file storage, and hosting.
• Google (Gemini API) — AI extraction and natural-language answers over your receipts, accessed through our server.
• RevenueCat, Apple App Store, and Google Play — subscription management and payments.

5. How we share information

We do not sell your personal information, and we do not use your receipts to train third-party AI models.

The only ways your data is shared are: (a) with the service providers listed above, to operate the Service; (b) with members of a shared company you create or join, who can see receipts added to that company, with attribution of who added each one; and (c) if required by law, or to protect the rights and safety of our users and the Service.

6. Security

Data is encrypted in transit. Access to your records is enforced by Firebase Security Rules so that, in general, only you (and company owners for shared-company receipts) can read your data. The AI provider key is handled server-side and never ships in the app.

On mobile, an optional biometric App Lock (Face ID or fingerprint) can gate the entire app. No method of transmission or storage is perfectly secure, but we work to protect your information using industry-standard measures.

7. Data retention and deletion

We keep your data for as long as your account is active. You can delete individual receipts at any time, and you can delete your entire account from within the app, which removes your associated data. Some records may be retained where required for legal, tax, or security purposes.

8. Your rights and choices

You can access and edit your data in the app at any time, and export everything you’ve captured — as a full JSON backup, CSV, or PDF — with no lock-in. Depending on where you live, you may have additional rights (such as access, correction, deletion, or portability) under laws like the GDPR or CCPA. To exercise these rights, contact us at the address below.

9. Children

Proofly is not directed to children and is not intended for anyone under 16. We do not knowingly collect personal information from children.

10. International data transfers

Our providers may process and store data in countries other than yours. Where required, we rely on appropriate safeguards for such transfers.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and, where appropriate, notify you in the app.

12. Contact us

Questions about this policy or your data? Email us at admin@techalphamatrix.com.