Reclaim
Reclaim privacy policy
Reclaim ("we", "the app") helps you record business mileage and expense receipts and turn them into an expense claim. This policy explains what we collect, why, and who we share it with. We keep it plain because the honest version is short: we collect only what the app needs to do its job, and we don't sell your data or use it for advertising.
Who we are
Reclaim is operated by Alexander Kirk. For any privacy question or request, contact support@reclaimexpenses.com.
What we collect
Account details. Your email address, an optional display name, and a securely hashed password (or an Apple identifier if you use Sign in with Apple). Used to create and secure your account.
Location. When you record a trip, the app records your device's location to work out the route and distance of that trip. You choose how trips are started in Settings: automatically whenever you drive, only while your phone is charging, or manually each time. With any of the automatic methods this happens in the background while you drive, even when the app is closed, so a trip can be recorded without you opening the app. Location is used only to record your own trips, which you review in the app. It is never used for advertising and is never shared with data brokers. You can turn tracking off at any time in Settings, or revoke location access in iOS Settings.
Motion activity. With your permission, the app reads your iPhone's own motion classification, the setting iOS calls Motion & Fitness. Location alone cannot reliably tell a slow drive from a brisk walk, so without this a long walk can be recorded as business mileage and end up on a claim. What we keep is a single label on the journey, saying whether it looked like driving, walking or cycling. No activity history leaves your device, the label is never used to work out what a trip is worth or whether it counts as business, and it only ever appears as a note on the trip for you to act on. This permission is optional: decline it, or revoke it later in iOS Settings, and everything else works as before.
Receipts. Photos you scan or import, and the details read from them (merchant, date, amounts, and any tax such as VAT or sales tax). Used to build your expense claim.
Trip and expense records. Your trips (including routes and start/end locations), vehicles, saved locations, tags, and the claims you generate.
A device identifier for the free trial. The first time you open Reclaim, the app generates a random identifier and stores it on your device. We use it for one purpose only: to make sure the free trial is offered once per device, rather than once per account. It is not an Apple device identifier, not an advertising identifier, and not derived from your hardware. It is a random value that means nothing outside our own service, it tells us nothing about you or your phone, and it is never shared with anyone.
Crash reports. If the app crashes or misbehaves, a diagnostic report is sent so we can fix it. These reports carry no location data: the app strips anything containing coordinates before sending, and our server does the same for addresses, coordinates and routes. See Crash reporting below.
We do not collect advertising identifiers, and the app contains no analytics or advertising SDKs. It does contain a crash reporting SDK, which is described below.
How your receipts are read
To read a receipt, the app sends the receipt image and the text extracted from it to Anthropic (the provider of the Claude AI model) purely to return the structured details (merchant, date, total, tax). Anthropic processes this on our behalf. See Anthropic's privacy terms at anthropic.com/legal/privacy.
How claim emails are sent
When you email a claim, or verify your email address, we send that email through Brevo (Sendinblue), an email delivery provider. The recipient address you choose, the claim contents, and your receipt images are included in that email. See brevo.com/legal/privacypolicy.
How trip distances are worked out
To turn a journey into a road distance, and to name the places you set off from and arrived at, we send the start and end coordinates of that trip to Mapbox. This is sent from our server, never from your phone. Only those coordinates are sent, never your identity or the rest of your journey. See Mapbox's privacy policy.
Crash reporting
We use Sentry to receive reports when the app or our server hits an error, so faults get found and fixed rather than silently affecting your claims. A report contains the error, the version of the app, and the device model.
Location is deliberately excluded. The app drops any diagnostic detail carrying coordinates before it is sent, and the server replaces addresses, coordinates and routes in anything it reports. Neither end attaches your personal details to a report. See Sentry's privacy policy.
Subscriptions and payment
Reclaim is sold as a subscription through the App Store. We never see your card details. Apple takes the payment and tells us only whether an account is currently subscribed.
A business account is bought on this website instead, because a company needs an invoice and the App Store does not issue one. Those payments are taken by Stripe, who process the card on our behalf. We never see your card details here either. Stripe receives the business name, the billing email address, the billing address and, if you give one, the VAT number, along with our own internal account number for the business. It does not receive anyone's trips, receipts or claims. See Stripe's privacy policy.
We use RevenueCat to relay that subscription status from the App Store to our server. RevenueCat receives our own internal account number for you, deliberately never your email address or your name, along with which plan you are on and when it renews. See RevenueCat's privacy policy.
Where your data is stored
Your data is stored on our own server (hosted in the EU) and is scoped to your account, so each account can only ever see its own receipts and trips. Reclaim is available in several countries; wherever you use it from, your data is transferred to and stored on that EU server.
Older receipt images are also copied to Cloudflare R2, our object storage provider, so that the app server does not run out of disk. Nothing is lost when this happens: the image is fetched back the moment anything needs it. The bucket holds the image files alone, never your trips, claims or account details, and it is not readable from the public internet. See Cloudflare's privacy policy.
How long we keep your data
We keep your receipts, trips and claim history for as long as your account exists, so that everything you have recorded stays available to you. We do not keep it beyond that.
When you delete your account, your receipts, trips, claim history, receipt images and login are removed from our systems straight away. You can do this yourself in the app, under Settings, without contacting us.
Deleted data can persist in our server backups for up to 14 days, after which those backups are rotated and deleted. We do not restore deleted accounts from backups.
You are the one who has to keep the records. Tax authorities expect it, and for longer than most people assume. In the UK, HMRC generally expects a sole trader to keep records for at least five years after the 31 January filing deadline for that tax year, and a company to keep them for six years from the end of its accounting period. VAT records are six years too. Other countries set their own periods.
Reclaim does not delete anything on a timer. Everything you record stays in your account for as long as the account exists, and older receipt images are archived rather than removed, so a claim from years ago still opens. But an account is not an archive: it goes when you go. If you need records for tax purposes, export them and keep your own copy. You can download your trips and expenses as a spreadsheet at any time from the web dashboard, and every claim you send includes a PDF copy with the receipt images attached.
This is general information about record keeping, not tax advice. If you are unsure how long you need to keep something, ask an accountant or your tax authority.
What we do NOT do
- We do not sell or rent your personal data.
- We do not use your data for advertising or track you across other apps or websites.
- We do not share your data with anyone except the processors named above (Anthropic, Brevo, Mapbox, Sentry, RevenueCat, Stripe and Cloudflare), and only as needed to run the app.
Your rights
You can access, correct, or delete your data. To delete your account and everything in it, open the app and go to Settings, then Account, then Delete my account. It takes effect immediately. If you would rather we did it, or you no longer have the app installed, email support@reclaimexpenses.com and we will remove it.
Depending on where you live, you may have further rights: to object to or restrict processing, to receive a copy of your data in a portable format, and to complain to a regulator. Under UK and EU data protection law those rights apply in full; complaints go to the ICO in the UK, or to your national supervisory authority in the EU. If you are elsewhere, we will honour the same access, correction and deletion requests regardless.
Children
Reclaim is not directed at children under 13 and we do not knowingly collect their data.
Changes
If we change this policy we'll update the date above and, for material changes, notify you in the app.