ExpensePro — Privacy Policy
Last updated: 02 November 2026
1. Introduction
ExpensePro (“the App”, “we”, “us”) is a corporate expense-management application provided by **Pansoft Technologies** (“the Company”) to its client organizations and their employees. This policy explains what personal data the App collects, why, how it is handled, and the rights you have over it.
ExpensePro is an **employee-only business application**. It is provided to staff of organizations that have licensed the App. It is not a consumer product and requires a company-issued account to use.
For any privacy question or request, contact us at support@pansofttech.co.in.
2. Who controls your data
ExpensePro is deployed on **dedicated servers belonging to, or arranged for, each client organization** — either on the client’s own premises or on hosting provisioned for that client. Your expense data is stored within **your own organization’s environment**, kept
separate from that of other organizations.
For the data processed through the App, **your employer (the client organization) is the data controller** — they decide why your expense data is collected and how it is used. **Pansoft Technologies acts as the data processor**, providing and maintaining the software on the controller’s behalf.
3. What data we collect
**a) Account & identity data**
– Name, work email address, username
– Company, department, role, and reporting manager
– Authentication data (securely hashed password, session tokens)
**b) Expense & financial data**
– Expense amounts, currencies, dates, vendor/merchant names, categories, and notes
– Receipt images and documents you upload or capture
– Credit-card statement data uploaded for reconciliation, and the last four digits of
associated card numbers
– Petty-cash entries and advances
**c) Receipt images (camera & photo library)**
– With your permission, the App uses your device **camera** to photograph receipts and/or your **photo library** to select existing receipt images. These images may contain information printed on the receipt (merchant, items, amounts, dates, and, depending on the receipt, a card’s last four digits).
**d) Device & technical data**
– A **push-notification token** for your device (see Section 5) – Basic technical information needed to operate the service securely (e.g. request logs
for security and troubleshooting)
We do **not** collect data for advertising, and we do **not** sell personal data.
4. Why we process your data (purposes)
– To let you record, submit, and track business expenses
– To read receipts automatically (see Section 5) to speed up data entry
– To route expenses through your organization’s approval and settlement workflow
– To reconcile expenses against corporate credit-card statements
– To send you notifications about approvals, rejections, and reminders
– To secure the service, prevent misuse, and meet the Company’s and the client’s legal,
tax, and accounting obligations
The legal bases are, as applicable: performance of your organization’s contract with you, compliance with legal obligations, and the legitimate interests of your organization in managing employee expenses.
5. Third parties who process data on our behalf
**a) Automated receipt reading (OCR)**
To extract details from receipts automatically, receipt images may be sent to a third-party AI service — **OpenAI** and/or **Microsoft Azure (Azure OpenAI and Azure Document Intelligence)** — which returns the extracted text (vendor, amount, date, currency). Images are sent only for this processing and are not used by these providers to train their models under the business terms we operate on. Where a client is deployed in a fully on-premise configuration without this feature enabled, receipt images are not sent to any external service.
**b) Push notifications**
If you allow notifications, a device push token is generated and delivered through Expo’s push service, which relays the notification to Apple (APNs) or Google
(FCM) to reach your device. The notification content is limited to brief status messages (e.g. “Your claim was approved”).
We do not use third-party advertising or marketing analytics services in the App.
6. Where data is stored and processed
Expense data is stored on the **dedicated servers of your organization** (on-premise or client-arranged hosting). Receipt images sent for OCR are processed by the providers named in Section 5, which may process data in data centres outside your country. Where required by law, appropriate safeguards are applied to such transfers.
7. How long we keep data
Your data is retained for as long as your organization requires it for expense, accounting, and audit purposes, and for any period required by applicable law. Retention periods are set by your organization as data controller. When no longer required, data is deleted or anonymized.
8. How we protect data
We apply technical and organizational measures to protect your data, including encrypted transport (HTTPS), hashed credentials, access controls that limit data to authorized roles within your organization, and per-organization data separation.
9. Your rights
Depending on the laws that apply to you, you may have the right to access, correct, delete, restrict, or object to the processing of your personal data, and to data portability. As ExpensePro processes data on behalf of your employer, please direct such requests to **your organization** in the first instance. You may also contact us at **support@pansofttech.co.in** and we will support your organization in responding. You may ave the right to lodge a complaint with your local data-protection authority.
10. Children
ExpensePro is a workplace application intended only for employees of licensed organizations. It is not directed to, and must not be used by, anyone under the age of 16 (or the minimum working age in their jurisdiction, if higher).
11. Account deletion
Because accounts are issued and controlled by your organization, account and data deletion is handled through your organization’s administrator. To request deletion, contact your organization’s ExpensePro administrator or email **support@pansofttech.co.in**.
12. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top shows the latest revision. Material changes will be communicated through your organization.
13. Contact
Pansoft Technologies Pvt. Ltd.
Email: **support@pansofttech.co.in**
