Last updated: [DATE YOU PUBLISH THIS]
This policy explains what personal data Receiptsly collects, why, and what rights you have over it. Receiptsly is built for scanning and organising receipts and invoices for UK tax purposes, and this policy is written with that specific, narrow purpose in mind.
Receiptsly is operated by [YOUR FULL LEGAL NAME], trading as Receiptsly (or, once registered, the relevant limited company name and company number). For the purposes of UK GDPR, this is the "data controller" responsible for your personal data.
Contact: privacy@receiptsly.uk
| Category | What |
|---|---|
| Account details | Email address, hashed password (never the password itself), business name if you provide one |
| Scanned documents | The receipt/invoice photos or PDFs you upload, and the data our AI reads from them - date, supplier name, amount, VAT, and a short description. These may occasionally contain personal data if it appears on the document itself (for example, a named individual on an invoice) |
| Technical data | IP address (used only to prevent abuse - see Section 6), browser/device type, login timestamps |
| WhatsApp details | Only if you choose to connect a phone: your phone number and WhatsApp display name, so we know which account a receipt sent over WhatsApp belongs to. See Section 4a |
| Support contact | Anything you send us directly, e.g. by email |
We do not collect payment card details ourselves - if billing is enabled in future, that will be handled by a payment processor (e.g. Stripe) and this policy will be updated accordingly.
We do not use your data for advertising, and we do not sell it to anyone.
Each document you scan is sent securely to Anthropic's Claude API, which reads it and returns the structured data you see in the app (date, supplier, amounts, category). This is the core of how Receiptsly works - without it, documents couldn't be read automatically.
Data sent to Anthropic through their API is - per Anthropic's own API terms at the time of writing - not used to train their models. You should confirm the current wording of Anthropic's API/commercial terms yourself before relying on this in a customer-facing policy, as third-party terms can change.
Connecting a phone to Receiptsly on WhatsApp is entirely optional, and nothing about it is switched on unless you choose it in Settings. If you do connect one, three extra things apply:
We use a small number of specialist service providers ("processors") to run Receiptsly. None of them can use your data for their own purposes - they only process it on our instructions, to provide their service to us.
| Provider | What they do | Where |
|---|---|---|
| Anthropic | Reads scanned documents (AI) | United States |
| Render | Hosts the application and database | EU (Frankfurt, Germany) |
| Backblaze | Stores encrypted off-site backups | [check your Backblaze bucket region] |
| Resend | Sends account emails (verification, password reset, login codes) | [check Resend's current data region] |
| Meta Platforms (WhatsApp) | Carries receipts and replies, only if you connect a phone to WhatsApp | United States / Ireland |
Where a provider is based outside the UK, we rely on the safeguards required by UK GDPR for international transfers (such as Standard Contractual Clauses) - you should confirm each provider's current transfer mechanism directly with them, since this can change over time.
We do not share your data with any other third party, and never with other Receiptsly customers - every account's documents are strictly isolated from every other account.
Under UK GDPR you have the right to:
Receiptsly is a business tool and is not directed at, or intended for use by, anyone under 18.
If you're unhappy with how we've handled your data, please contact us first at the address in Section 1 so we can try to put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
If we make material changes to this policy, we'll let existing account holders know by email before the changes take effect.
This document is a starting template, not legal advice. Please have it reviewed by a solicitor before relying on it commercially, and fill in every highlighted placeholder first.