SnapBooks1. Information we collect
Account information: name, email address, Firebase user identifier, profile preferences, plan status, and support communications. Subscription and billing information: your plan and subscription status, and — for web purchases — limited billing details (such as a customer or transaction identifier and the country used for tax) provided by our payment processor, Paddle. Payment-card details for web purchases are entered directly with Paddle, and mobile purchases are handled by the app stores; SnapBooks does not receive or store your full card number. Financial content: receipt images and PDFs, extracted merchants, dates, totals, tax, currencies, categories, line items, notes, expenses, bank transactions you import, mileage records, reports and exports, email receipts you choose to forward, and field-level provenance recording whether each value was extracted, supplied by you, or corrected by you. Location data (mobile, optional): when you use mileage tracking, precise GPS location, routes, trip start/end points and times, distance, and speed, including background location if you enable automatic trip detection. Notification content (Android, optional): if you grant Notification access for bank auto-capture, the content of transaction alerts from apps you allow, read on your device to detect amount, merchant, and date. Advertising identifiers (mobile app): the Android Advertising ID (GAID), or Apple's Identifier for Advertisers (IDFA) where you allow tracking, used only to measure our own advertising campaigns (see section 6). Technical information: browser or device type, IP address and request metadata processed by our hosting and security providers, error logs, service activity, and security events. We do not ask for or store your banking password or full payment-card number.
2. Guest mode and scan limits
When you use guest mode, SnapBooks creates a random pseudonymous browser identifier and stores it in local browser storage. The identifier is sent to our backend to create a guest record, enforce the guest scan allowance, store scan usage, prevent abuse, and associate extracted guest results. It is not your name or email address. Free accounts have a monthly scan allowance that resets each month, and Pro subscribers have unlimited scans; we store scan counts and reset dates to operate these allowances. Clearing browser storage may remove the local copy but does not require us to delete backend records. Contact us to request deletion where applicable.
3. How we use information
We use information to provide receipt extraction and bookkeeping features; authenticate users; enforce scan allowances; store and synchronize records; generate reports and exports; process subscriptions; measure the performance of our own advertising campaigns; provide support; secure and debug the service; prevent fraud and abuse; comply with law; and improve product quality. We do not sell personal information.
4. Receipt and AI processing
Receipt images and PDFs are transmitted over HTTPS to our backend, which sends them to configured AI providers for OCR and structured field extraction. Extracted results and confidence data are returned to SnapBooks and may be stored under your account or guest identifier. AI providers process files under their own service and retention terms. Avoid submitting sensitive information that is not needed for bookkeeping, and always verify generated results.
5. QuickBooks Online integration
When you choose to connect QuickBooks Online, Intuit authorizes SnapBooks through OAuth and provides a company identifier and limited access credentials. SnapBooks uses the QuickBooks accounting scope to retrieve company details, expense accounts, vendors, and other information needed for category mapping, and to create or update purchases, expenses, and receipt attachments that you choose to synchronize (individually, in bulk, or via auto-sync). We store connection identifiers, synchronization status, QuickBooks record identifiers, and server-side OAuth credentials needed to maintain the connection. OAuth credentials are kept in restricted server-side storage, protected with encryption at rest, and are not exposed to the mobile app or browser. We do not request or store your Intuit password. QuickBooks data is used only to provide, secure, support, and troubleshoot the integration, not for advertising or unrelated AI training.
6. Advertising measurement and ad identifiers
The SnapBooks app does not show advertisements. We use Google Analytics for Firebase, linked to Google Ads, to measure how our own advertising campaigns perform — for example, whether an install or an in-app action such as saving a first receipt or starting a subscription followed one of our ads. For this, Firebase may use your device's advertising identifier (Android Advertising ID; Apple IDFA only where you allow tracking) together with app usage events. These events never include receipt images or contents, merchant names, expense amounts, QuickBooks data, or bank-notification content. Google processes this data under its own policies and may use it to measure and improve our campaigns. You can limit ad personalisation or reset your advertising identifier in your device settings (Android: Settings → Google → Ads; iOS: Settings → Privacy & Security → Tracking / Apple Advertising).
7. Location data (mileage tracking)
Mileage tracking is an optional mobile feature. When you start a trip or enable automatic trip detection, we collect precise GPS location, routes, trip start/end points and times, distance, and speed. With automatic detection enabled, this includes background location — collected while the app is in the background or your phone is locked — so a trip can be recorded while you drive. Location is used only to record work trips and estimate mileage deductions; it is not used for advertising. Trip data is stored on your device and, if you are signed in, synced to your private account. You can disable tracking and revoke the location permission at any time in your device settings.
8. Bank notification access (Android)
On Android, if you grant Notification access and enable bank auto-capture, SnapBooks reads incoming notifications from the apps you specifically allow in order to detect bank and wallet transaction alerts (amount, merchant, date). This reading happens on your device; notifications that do not look like a transaction are ignored and not stored, and we never store one-time passcodes, passwords, or verification codes. This feature is off by default, is fully optional, and can be disabled by turning off auto-capture or revoking Notification access in your device settings. A CSV import option is available as an alternative.
11. Retention
We retain account data while your account is active and as needed to provide the service, meet legal obligations, resolve disputes, and enforce agreements. Receipt retention depends on your plan: on the free plan, receipts and their extracted data may be kept for up to 90 days and then deleted, while SnapBooks Pro retains them for as long as your account is active. Upgrading to Pro keeps receipts that would otherwise expire. Guest scan records and usage identifiers are retained as needed to operate the guest allowance, prevent abuse, and support privacy requests. When you disconnect QuickBooks Online, SnapBooks revokes or stops using the connection credentials and removes stored OAuth credentials from active use. Disconnecting does not delete records previously synchronized to QuickBooks. Account deletion requests are normally completed within 30 days unless law requires longer retention. Data held by third-party providers such as Google, RevenueCat, and Paddle is subject to their own retention policies. Aggregated or de-identified information may be retained longer.
12. Security
We use HTTPS, token-based authentication, restricted database rules, HttpOnly session cookies, access controls, and operational safeguards. No system is completely secure. You are responsible for protecting your credentials and for using a trusted device and network. Notify us if you suspect unauthorized account activity.
13. Your choices and rights
Depending on your location, you may request access, correction, deletion, restriction, objection, or portability of personal data, and may withdraw consent where consent is the legal basis. You may reset or limit your advertising identifier in your device settings. You may disable mileage location tracking and Android notification access at any time in your device settings. You may stop guest use by leaving the page and clearing local SnapBooks storage; clearing storage does not itself delete backend data. You may disconnect QuickBooks Online from SnapBooks or revoke access through your Intuit account. Send privacy requests to snapbookocr@gmail.com with the subject 'Privacy Request - SnapBooks'. We may verify your identity before acting.
14. Children and international processing
SnapBooks is not directed to children under 13, and we do not knowingly collect their personal information. Information may be processed in countries other than your own, including the United States. Where required, we use contractual or other lawful safeguards for international transfers.
15. Team and shared workspaces
SnapBooks offers optional team workspaces (currently up to 10 members each). If you create or join a team workspace, the expenses, receipts, and related data you add to it are shared with its other members and visible to them according to their role (owner, admin, member, or viewer). Members can submit expenses for approval; owners and admins can see the member list, invite or remove members, approve or reject submitted expenses, change roles, and view an activity log of these actions. To support this workflow, members may receive in-app notifications about actions that affect them, such as an approval decision or a role change. Your name and email address are shown to the other members of any workspace you belong to. Data in your personal workspace is never shared. When you leave a workspace, or an admin removes you, you lose access to its shared data, but content you contributed remains with the workspace. If a workspace is deleted, its shared data is removed. Team mode is optional and you control which workspaces you join.
16. Reports and the Year-End Tax Pack
SnapBooks lets you generate reports and exports from your own records, including a Year-End Tax Pack that compiles your totals, expense detail, business mileage, and receipt images into a single document you can save or print. These documents are generated from data you already hold in SnapBooks and are delivered to you (on the web, through your browser's print/save dialog; on mobile, through your device's share or save options). Once you save or share an exported file, it is under your control and outside SnapBooks; handle it in line with your own record-keeping and privacy obligations.
17. Supporting expense records
A supporting expense record is generated on your device from data already stored for that expense — shop name, purchase date, subtotal, tax, total, currency, category, notes, and the attached source bill scan, with a source PDF referenced rather than embedded. Producing one collects no new financial information and uploads no new file to us: the finished document is passed to your device's share or print options, and once you save or send it, it is under your control and outside SnapBooks. To support the not-merchant-issued labelling, we store field-level provenance alongside the expense — whether each value was extracted from the source scan, supplied by you, or corrected by you — together with a snapshot of the values originally extracted. We also store a marker on the expense recording that a supporting record was generated, the version of the disclosure you were shown, when it was last generated, and the account identifier of the user who generated it. This data stays in your personal or team workspace, exists to label generated documents accurately and keep an audit trail, and is never used for advertising. We separately record anonymous product-analytics events noting that a record was generated, shared, or failed; these contain no expense details.
18. Changes and contact
We may update this Policy and will post the revised version with a new updated date. For privacy questions or requests, email snapbookocr@gmail.com or snapbooks@deosai.net. The service website is https://snapbooks.deosai.net.