Privacy Policy

What we collect

We store your account and workspace information, expense records and supporting evidence, and information needed to operate and protect the service. Depending on the features you use, this includes forwarded emails and attachments, mileage locations, reports, approvals, integration settings, and technical information such as IP addresses, browser details, usage, and error diagnostics. Guest access uses a device token whose hash we store.

How we store your data

Records are stored in a cloud database, and images and email evidence in private cloud storage. The app also caches data on your device for offline use.

Access to organization and workspace data follows membership and role permissions. When you or an authorized administrator connects an app or configures a delivery destination, relevant expense information, reports, and supporting evidence may be shared with that service or recipient, including receipt images as attachments.

Third-party services

Providers process relevant data to support the features you use:

• Google Gemini: reads receipt images and forwarded email text, and turns expense text such as merchant names, line items, and notes into search data. When Ask Mari is enabled, Google also processes your messages, conversation context, and relevant expense results. Google processes this data under its API terms.
• Clerk: handles sign-in. See Clerk's Privacy Policy.
• Resend: delivers invitations, notifications, expenses, and reports, including attachments when applicable. See Resend's Privacy Policy.
• Cloudflare: provides hosting, storage, delivery, and usage/error analytics. See Cloudflare's Privacy Policy.
• Location services: Google Maps processes place searches and trip endpoints for mileage features. OpenStreetMap/Nominatim receives receipt addresses to look up locations.
• Polar: processes customer and subscription information when paid billing is used.
• Telegram: receives selected operational error alerts, which may include account identifiers and error details.
• TypeSafe/Jev: when Ask Mari is enabled, interprets requests through Cloudflare's AI Gateway using your message and relevant query context.

Data retention

How long we keep data depends on your account type and workspace settings.

• Anonymous users: scheduled cleanup removes eligible guest workspaces after 30 days from account creation, or 90 days if they contain a processed expense with Ready status.
• Authenticated users: expense records stay until deleted by you or an authorized workspace member, through account/workspace deletion, or under workspace retention settings.
• Workspace retention: admins can set an expense retention period. Scheduled cleanup soft-deletes expenses once that period has elapsed since they were created.
• Soft-deleted expenses: eligible for permanent removal by scheduled cleanup after a 30-day restoration period.

Your rights

Settings lets you export account and expense records and request account deletion. The JSON export includes image metadata, rather than the image files or a complete archive of every stored item. You can review and correct records in the app within your permissions.

Signed-in accounts have a seven-day cancellation window before scheduled deletion; guest account deletion is immediate. Ownership transfers may be required first, and some shared reports and audit records remain with their workspace. Deleting data here does not remove copies already exported or delivered to other services or recipients.

Contact

For privacy questions or data requests, email privacy@mariyangu.com.