Privacy policy

Draft, November 2026.

Our Expenses is run by Our App. This page explains what we keep, why, and your rights under UK data protection law (UK GDPR).

What we keep

Your name, email address and business details; the expenses and trips you record; photos of receipts and odometers; and, for trips, the places where a trip started and ended and (if you turn tracking on) the route driven. We use your location only while you are recording a trip.

Why

To provide the service you signed up for: recording expenses, working out mileage and VAT, and producing reports. Receipt and odometer photos are sent to our AI provider (Anthropic) to read them; they are not used to train its models. Place names and routes come from OpenStreetMap services.

Where it is kept and for how long

On our servers in the EU, locked and backed up nightly, for as long as you have an account and then for six years (the time HMRC can ask to see records), unless you ask us to delete it sooner. If you connect Dropbox or Google Drive, a copy is also kept there, under your own control.

Who else sees it

The owner of your business account sees the claims of everyone in that business. We never sell your data. We use a small number of processors to run the service: hosting (Hetzner), email (Resend), receipt reading (Anthropic), and card payments.

Your rights

You can download all your data at any time from the Reports page, and ask us to correct or delete it, by emailing hello@our-app.com. You can complain to the Information Commissioner's Office (ico.org.uk).