SpiderReceipts Privacy Policy

1 About SpiderReceipts

SpiderReceipts is a companion mobile application designed for businesses and organizations using the SpiderBOOKS platform.

The App allows employees and authorized users to capture receipts, invoices and supporting expense documents using their mobile devices and upload them to their organization's SpiderBOOKS account.

Uploaded information may be used for expense recording, employee claims, approval workflows, reimbursement, financial reporting and accounting-related processes.

2 Information We Collect

Depending on the features enabled by your organization, SpiderReceipts may collect and process the following categories of information.

Account Information

• Name
• Email address
• Employee identification number
• Company or organization name
• User role and account permissions
• Authentication and login information

Receipt and Expense Information

• Receipt and invoice images
• Expense documents and supporting files
• Merchant or supplier name
• Transaction date
• Transaction amount
• Currency
• Tax information
• Receipt or invoice number
• Expense category
• Expense description and remarks
• Text extracted using OCR technology

Device and Technical Information

• Device type and model
• Operating system and version
• SpiderReceipts application version
• Device identifiers where required
• Application crash reports
• Diagnostic and performance information
• IP address and security-related logs

Camera Access

SpiderReceipts requires access to your device camera to capture receipts, invoices and supporting expense documents. Images are uploaded only when you choose to save or submit them through the App.

Photo Library Access

With your permission, SpiderReceipts may access selected images from your device's photo library so that you can upload an existing receipt or invoice image.

Location Information

Where this feature is enabled by your organization and permitted by you, SpiderReceipts may collect location information associated with a receipt capture or expense submission.

Location access can normally be disabled through your device settings unless your organization's expense policy requires location verification.

3 How We Use Your Information

Information may be used to:

• Create and manage expense records
• Prepare and submit employee claims
• Scan receipts using OCR technology
• Extract receipt, invoice and transaction details
• Upload expense information to SpiderBOOKS
• Synchronize information with your organization's account
• Support claim approval and reimbursement workflows
• Maintain accounting and financial records
• Detect duplicate or potentially fraudulent submissions
• Provide technical and customer support
• Improve application performance and reliability
• Protect the security and integrity of the App
• Comply with applicable legal and regulatory requirements

4 OCR Processing

SpiderReceipts uses Optical Character Recognition, commonly known as OCR, to read and extract printed information from uploaded receipts and invoices.

Extracted information may include:

• Merchant or supplier name
• Receipt or invoice date
• Subtotal and total amounts
• Tax amounts
• Receipt or invoice number
• Currency
• Payment information shown on the document
• Line items and purchase descriptions
• Other printed information appearing on the document

OCR results may not always be completely accurate. Users may be asked to review, edit or confirm extracted information before submitting an expense or claim.

5 Data Storage and Retention

Receipt images, expense information and related records are transmitted to SpiderBOOKS using encrypted connections.

Information may be stored for as long as necessary to provide the SpiderBOOKS service, support the user's organization, maintain financial records, fulfil contractual obligations or comply with applicable laws.

The user's employer or organization generally determines how long expense, receipt and claim records are retained within SpiderBOOKS.

Data may also be retained for backup, fraud prevention, dispute resolution, security and legal-compliance purposes.

6 Sharing of Information

Spider Asia does not sell or rent personal information collected through SpiderReceipts.

Information may be shared with:

• Your employer or organization
• Authorized managers, approvers and administrators
• Finance, accounts and human resources personnel
• Cloud-hosting and infrastructure providers
• OCR and document-processing service providers
• Technical service providers supporting the App
• Professional advisers where reasonably necessary
• Government agencies or legal authorities where required by law

Third-party service providers are permitted to process information only where necessary to provide their contracted services and are expected to maintain appropriate confidentiality and security safeguards.

7 Data Security

We use reasonable technical and organizational safeguards to protect information processed through SpiderReceipts.

These safeguards may include:

• Encrypted data transmission using HTTPS and TLS
• Secure cloud infrastructure
• User authentication controls
• Role-based access permissions
• Restricted administrative access
• Database protection and security monitoring
• Regular application and security updates
• Backup and disaster-recovery procedures

Although reasonable measures are taken to protect information, no electronic transmission, mobile application or storage system can be guaranteed to be completely secure.

8 Your Rights and Choices

Depending on the privacy laws applicable in your country, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of certain personal information
• Request restriction of certain processing activities
• Withdraw permissions granted to the App
• Object to certain uses of your information
• Request information about how your data is processed

Camera, photo library and location permissions can normally be managed through your mobile device settings.

Where information is controlled by your employer or organization, privacy requests should first be directed to your organization's administrator, human resources department or designated data controller.

Certain information may not be deleted immediately where it must be retained for accounting, tax, employment, contractual or legal purposes.

9 Third-Party Services

SpiderReceipts may use trusted third-party services to support the operation of the App, including services for:

• Cloud hosting and data storage
• OCR and receipt-data extraction
• User authentication
• Application diagnostics and crash reporting
• Application performance monitoring
• Push notifications
• Email and technical communications

These service providers may process limited information as required to provide their functionality. Their processing activities may also be governed by their respective privacy policies and contractual obligations.

10 Children's Privacy

SpiderReceipts is designed for business and workplace use. It is not intended for children under the age of 16.

We do not knowingly collect personal information directly from children through SpiderReceipts.

If we become aware that information has been collected from a child without appropriate authorization, reasonable steps will be taken to remove it.

11 International Data Transfers

Depending on your organization's configuration and the service providers used, information may be processed or stored in data centres located outside your country.

Where information is transferred internationally, we take reasonable steps to ensure that appropriate contractual, organizational and technical protections are in place.

12 Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to SpiderReceipts, SpiderBOOKS, applicable laws or our data-processing practices.

The latest version will be published on this webpage. Material changes will be identified by updating the Effective Date displayed at the top of this policy.

Continued use of SpiderReceipts after an updated Privacy Policy becomes effective constitutes acknowledgement of the revised policy.

13 Contact Us

For questions, concerns or requests relating to this Privacy Policy or the way SpiderReceipts handles information, please contact us.