Privacy Policy

The company that signs up is the customer. It decides who to invite, which receipts are submitted and how long it keeps using SpendVital. We process the receipts and team details on the company's behalf.

This policy covers the people who use SpendVital: company accounts, administrators, office staff and technicians, plus visitors to this website.

Account details: name, work email, role and password (stored only as a secure hash).

Receipts: photos, the store, date, line items and amounts read from them, the work order, truck and notes the technician adds, and job photos when attached.

Truck details the company enters, such as truck number, VIN, fuel type, tank size and odometer readings.

Review history: each decision, its reason, who made it and when.

Billing: the plan and subscription status. Card details are entered on Stripe's checkout page and never reach our servers.

Technical data needed to run the service, such as sign-in sessions, device type and error logs.

To read receipts, run the spend checks the company has turned on, show reviewers the flags, record decisions, and build the company's savings dashboard and exports.

To send account emails such as invitations, password resets and billing notices.

To keep the service secure, fix problems and prevent abuse. We do not sell personal information and we do not use it for advertising.

Inside a company, people see what their role allows. Technicians see their own receipts; office staff, administrators and company accounts see the receipts they review or manage.

Every company's data is kept separate from every other company. SpendVital staff only access your account with your permission, for support.

We use a small number of providers to run SpendVital: OpenAI to read receipt images and text, Amazon Web Services to store files and send email, and Stripe to take payments. They process data only to provide their service to us.

Receipt images and the related work notes are sent to an AI model to read line items and suggest flags. The AI never makes a decision: a person reviews every flagged receipt and can see the original photo.

We keep a company's data while its account is open so it can see its full receipt history. The company can export its receipts to CSV at any time.

When a company closes its account, it can ask us to delete its data. We delete it from active systems, apart from records we must keep for tax, billing or legal reasons.

Data is encrypted in transit, passwords are hashed, files are stored privately, and each request is checked against the user's role and company.

You can update your password from your account page. To correct, export or delete personal information, ask your company's SpendVital account owner, or contact us directly.

If we change this policy in a meaningful way, we will update the date above and tell company accounts by email.