Reclaim
Reclaim terms of use
These terms apply when you use Reclaim, whether in the app or on this website. Reclaim is operated by Alexander Kirk. If you have a question about anything here, email support@reclaimexpenses.com.
By creating an account or using Reclaim you agree to these terms. If you do not agree to them, please do not use the app.
What Reclaim does
Reclaim records business mileage and reads expense receipts, then turns both into an expense claim you can send to whoever reimburses you. It prices mileage using published rates for your country and checks its own figures for obvious problems before you send a claim.
Reclaim is not tax, accounting or legal advice
This is the most important thing on this page, so it is near the top.
Reclaim is a record-keeping tool. The mileage rates it applies, the totals it calculates and the claims it produces are provided for your convenience and may be wrong, out of date, or unsuited to your circumstances. Tax rules differ by country, by employer and by individual, and they change.
You are responsible for everything you submit. Check the figures before you send a claim or use them in a tax return, and take advice from a qualified accountant or your employer where it matters. Reclaim does not verify that a journey was genuinely for business, that a receipt is legitimate, or that a claim complies with your employer's policy or your tax authority's rules.
Your account
You need an account to use Reclaim. Keep your login details to yourself; you are responsible for what happens under your account. Tell us promptly if you think someone else has access to it.
One account is for one person. Do not share an account between several people.
You can delete your account at any time from Settings in the app. Deleting it permanently removes your trips, receipts, receipt images and settings. There is no backup and nothing can be restored afterwards, so export anything you want to keep first.
The free trial
New accounts get a 30 day free trial with everything switched on. No payment details are needed to start it, and it does not turn into a paid subscription on its own. When it ends you can carry on viewing and exporting everything you have already recorded; scanning new receipts and sending claims need a subscription.
The trial runs once per device. Reinstalling the app or creating a second account on the same device continues the original trial rather than starting a new one.
You can subscribe at any point during the trial. If you do, the App Store shows you the date of your first payment before you confirm, and you are not charged before then.
Subscriptions and payment
Reclaim is sold as an auto-renewing subscription:
- Reclaim Pro, monthly, £6.99 per month
- Reclaim Pro, annual, £59.00 per year
Prices are in pounds sterling and include any tax where applicable. Prices shown in other currencies are set by the App Store and may differ. Business accounts are priced separately and are described below.
When you subscribe in the app, payment is charged to your Apple ID account on confirmation of purchase. The subscription renews automatically unless you turn off auto-renew at least 24 hours before the end of the current period. Your account is charged for renewal within 24 hours before the end of the current period, at the price for the plan you chose.
You can manage or cancel your subscription in your Apple ID account settings after purchase. Deleting the app does not cancel a subscription. We cannot cancel an App Store subscription on your behalf, because only Apple can.
If you cancel, you keep full access until the end of the period you have already paid for. We do not give partial refunds for the unused part of a period. Refunds for App Store purchases are handled by Apple under their own policy, not by us.
We may change the price of a subscription. If we do, we will tell you beforehand, and a price change never applies to a period you have already paid for.
Business accounts
A business account is bought on this website rather than in the app, because a company needs an invoice and the App Store does not issue one. It is a subscription to a number of places, and the price per place falls as you buy more; the current bands are on the pricing page.
Payment is taken by Stripe, who process the card on our behalf. We never see or store your card details. Your card, your invoices, your VAT number and cancelling are all handled in Stripe's billing portal, which you reach from the business account screen.
A business account gets its own 30 day free trial, whatever its people have already had individually. Nothing is charged until it ends, and it does not become a paid subscription on its own.
Changing the number of places changes what you pay straight away: a place added part-way through a period is invoiced then, and a place removed is credited then. Reducing below the number of places actually in use is refused, because choosing who loses their place is yours to decide and not ours to guess.
The account renews automatically until cancelled. If you cancel, the account stays covered to the end of the period you have already paid for, and we do not give partial refunds for the unused part of a period. If a payment fails, we keep the account covered to the end of the paid period while the payment is retried.
Buying someone a place does not make their records yours. Every trip, receipt and claim belongs to the person who recorded it. The account screen shows who holds a place; it does not show their expenses or where they have been. When a place ends, for any reason, that person keeps everything they recorded and can still view and export all of it.
What a subscription does and does not gate
If your subscription lapses, everything you have already recorded stays available to view and export. You are not locked out of your own records. What stops working is scanning new receipts and sending claims.
Acceptable use
Please do not:
- use Reclaim to create false or misleading expense claims
- upload receipts or documents that are not yours to upload
- try to break, overload, probe or reverse engineer the service
- resell Reclaim or pass it off as your own
- use it for anything unlawful
We may suspend or close an account that does any of these, or that puts the service or other users at risk.
Your content
Your trips, receipts, photographs and claims remain yours. You give us only the permission needed to run the service for you: to store your content, process it to produce your claims, and send the claims you ask us to send. We do not sell your data and we do not use it for advertising. What we collect and who processes it is set out in the privacy policy.
Availability
We work to keep Reclaim running, but we do not promise it will always be available or error free. It may be interrupted for maintenance, or by failures at services we depend on. Features may change or be removed as the app develops.
Reclaim records trips using your device's location services. Whether a trip records correctly depends on your device, its permissions, its battery and its signal, none of which we control. Keep your own check on the mileage that matters to you.
Ending it
You can stop using Reclaim whenever you like, and delete your account from Settings. We may suspend or end your access if you break these terms, or if we stop offering the service. If we stop offering it, we will give you reasonable notice and a chance to export your records.
Liability
Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
Subject to that, Reclaim is provided as it is, and we are not liable for indirect or consequential loss, for lost profits or lost data, or for any claim that was rejected, underpaid or misfiled. Where we are liable, our total liability is limited to what you paid us in the twelve months before the problem arose.
Changes to these terms
We may update these terms. The date at the top shows when they last changed. If a change is significant we will tell you in the app or by email. Carrying on using Reclaim after a change means you accept it.
Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer, this does not take away rights you have under the law of the country you live in.
Contact
Email support@reclaimexpenses.com with any question about these terms.