Receipt-Vault is operated by My Data Vault Inc., a company based in Alberta, Canada ("we", "us", "our").
We have designated a Privacy Officer who is accountable for our compliance with this policy and with Alberta's Personal Information Protection Act (PIPA) and, where applicable, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
| Privacy Officer | Privacy Officer, My Data Vault Inc. |
|---|---|
| privacy@receipt-vault.ca | |
| Mailing address | 13245 – 146 Street, Edmonton, Alberta T5L 4S8, Canada |
| Category | Examples |
|---|---|
| Account information | Your name, email address, company name, province, and role (owner, admin, bookkeeper, staff). |
| Authentication | Your PIN, stored only as a one-way bcrypt hash — we never store or see your actual PIN. Session tokens and basic device/browser information. |
| Receipt content | The receipt images and PDFs you upload or email in, and the details extracted from them: vendor, date, subtotal, GST/HST/PST/QST, tip, deposit, total, category, payment method, and any purpose note you add. |
| Billing | Subscription status and identifiers from our payment processor. We do not store your credit card number — card details go directly to Stripe. |
| Usage and audit logs | Records of key actions in your account (sign-ins, scans, edits, exports) for security and troubleshooting. |
| Email records | Logs of service emails we send you, and — if you use email-in scanning — the messages sent to your personal Receipt-Vault forwarding address. |
| Optional integrations | If you connect QuickBooks Online, we store the access tokens for that connection in encrypted form. |
We identify our purposes at or before the time we collect your information. We use it to:
We will not use your information for a new purpose without telling you and, where required, obtaining your consent.
By creating an account and uploading receipts, you consent to the collection, use and disclosure described in this policy. Where information is sensitive or a use falls outside what you would reasonably expect, we will seek your express consent.
You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by emailing privacy@receipt-vault.ca. Withdrawing consent for core processing means we can no longer provide the service, and your account will be closed.
We use a small number of carefully selected service providers to run Receipt-Vault. Some of them are located in the United States, which means your information may be processed or stored outside Canada and may be accessible to foreign courts, law enforcement and government authorities under the laws of that country.
| Provider | Country | What they do for us / what they may access |
|---|---|---|
| Anthropic | United States | Artificial-intelligence processing. Receipt images and PDFs are sent to Anthropic solely so the vendor, date, tax amounts, total and category can be extracted and returned to your account. |
| United States | Backup artificial-intelligence processing, used only if the primary provider is unavailable. Same purpose and same limited content as above. | |
| Stripe | United States | Payment processing and subscription billing. Receives your billing details directly; we never see your full card number. |
| Microsoft | United States / global | Sending our service emails and receiving receipts sent to your Receipt-Vault email-in address. |
| Cloudflare | United States | Bot and abuse protection on our sign-up form. |
| Meta Platforms | United States | Advertising measurement pixel in our web app (see section 9). Receives limited page-visit and event data — not your receipts or receipt data. |
| Intuit (QuickBooks) | United States | Only if you choose to connect QuickBooks Online — receives the receipt data you export to it. |
Each provider is permitted to use your information only to perform the service described above, and for no other purpose. We require our artificial-intelligence providers, under their commercial terms, not to use your content to train their models.
If you have questions about how your information is handled by our service providers outside Canada, contact our Privacy Officer at privacy@receipt-vault.ca.
Your account data and receipt files are stored on servers we operate ourselves, located in Canada. The transfers described above are limited to the specific purposes in the table.
Apart from the service providers listed in section 5, we disclose personal information only where the law requires or permits it — for example in response to a valid court order, subpoena or legal obligation, or to protect our rights or someone's safety.
We keep personal information only as long as reasonably necessary for the purposes described above, or as required by law. Our retention schedule:
| Information | Retention |
|---|---|
| Account and receipt data | Kept while your account is active. After your account is closed, deleted within 90 days. |
| Backups | Rolling backups are purged within 35 days. |
| Audit and security logs | Up to 24 months. |
| Billing and tax records | Retained as required by Canadian tax law (generally 6 years), separate from your receipt content. |
You can ask us to delete your data sooner — see section 8. We recommend exporting your receipts before closing your account.
You have the right to:
Email privacy@receipt-vault.ca. We will verify your identity and respond within 45 days. There is no charge for a reasonable request. If we refuse a request in whole or in part, we will tell you why and how to challenge that decision.
If you are not satisfied with our response, you may complain to:
We use a small number of cookies and similar technologies:
You will be asked for your choice about non-essential tracking the first time you visit, and you can change it at any time. You can also opt out through your Meta ad preferences or your browser settings.
We send service messages (weekly reports, PIN resets, account and billing notices) as part of providing Receipt-Vault. We may also send occasional product news. Every commercial message identifies us, includes our contact information, and has a working unsubscribe link that we honour promptly. Unsubscribing from product news does not stop essential account and billing messages. We do not buy or use purchased email lists.
We protect your information with safeguards appropriate to its sensitivity, including encryption in transit, hashed PINs, tenant isolation, access controls and audit logging. Our Security Policy explains this in detail.
If a breach of security safeguards creates a real risk of significant harm, we will notify the Information and Privacy Commissioner of Alberta without unreasonable delay, notify affected individuals as required, and keep records of security breaches as required by law.
Receipt-Vault is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 18.
We may update this policy from time to time. We will post the revised version here with a new "last updated" date, and if the changes are significant we will notify you by email or in the app.
Questions, requests or complaints about privacy: privacy@receipt-vault.ca