Privacy Policy

For the expense records, receipts, statements and operational information managed within a company workspace, the subscribing organisation determines why the information is processed and which personnel may access it. In that context, the organisation ordinarily acts as the data controller and AeroXpense processes the information on its behalf to deliver the service. An employee seeking a change to a company financial record should normally contact the organisation’s administrator first, because the organisation remains responsible for its accounting obligations and employment-related decisions.

AeroXpense separately determines the purposes of processing information used to administer its own customer relationships, respond to enquiries, manage subscriptions and protect the service. The precise allocation of responsibilities depends on the processing activity and applicable law. A signed data processing agreement or other customer agreement may provide additional terms for processing undertaken on the organisation’s instructions.

We process the information supplied when an account is created or maintained, including a name or account identifier, work email where provided, company association, role and profile details. Authentication services also process the information needed to establish and protect a session, including password authentication records and multi-factor authentication enrolment where enabled. An administrator may create accounts for pilots and accounting staff and provide their initial access details directly; an email invitation is not required for every account.

Service activity may include sign-in timestamps, session presence, administrative changes, support communications and technical error records. These records help us operate the service, investigate access problems and protect customer information. Administrators may view relevant member activity within their own organisation. A session presence indicator is an operational signal and should not be treated as a definitive record of an individual’s working time or physical location.

Customer information may include receipt images, PDFs, expense amounts, currencies, merchants, dates, categories, notes, card references and associations with pilots, aircraft or flight legs. When an administrator uploads a bank or card statement, the document and the transaction details extracted from it are processed to support reconciliation. Statements serve as supporting evidence for comparison with existing records; uploading a statement does not itself authorise a payment or create a new card charge.

The information collected depends on the company’s plan and the features it uses. Starter relies on manual expense and receipt entry and manual reconciliation. Pro adds AI-assisted receipt reading and statement matching. Premium adds the Plaid corporate credit-card feed and statement-based verification managed by the company. Premium pilots are not required to upload receipts for those card charges; unresolved verification is handled through the company’s reconciliation process.

When an authorised administrator connects a financial institution through Plaid Link, Plaid manages the connection with the institution and shares the account information permitted by that authorisation. AeroXpense uses corporate credit-card metadata and transactions for the Premium workflow, including institution and account names, account type, a masked card reference, merchant descriptions, dates, amounts, currencies and transaction status. Card assignments associate relevant charges with the organisation and the assigned pilot. The application’s spending workflow is intended for corporate credit cards, not general bank-account activity.

AeroXpense does not receive or store the online banking password entered into Plaid Link, or a full card number, CVV or PIN as part of that connection. Server-side connection credentials enable authorised data retrieval. Availability, history and update frequency depend on the institution and Plaid; a connection does not guarantee that every charge will appear immediately. Plaid has its own privacy terms, presented during the connection process. Revoking access stops future retrieval through the connection but does not automatically erase historical records already held for reconciliation.

Where an organisation enables an available flight-operations integration, AeroXpense may process flight dates, departure and arrival airports, aircraft identifiers, flight references and crew assignments to place expenses in their operational context. The administrator is responsible for being authorised to connect the provider and to share the information concerned. Available integrations and the information they expose vary by provider and configuration; references to FL3XX, ForeFlight, JetInsight or other systems do not mean every integration is available to every customer.

Credentials supplied for integrations are used to support the authorised connection. Customers should avoid including unnecessary passenger information, sensitive personal details or unrelated records in uploaded files and integration settings. Removing an integration does not necessarily remove flight references already associated with historical expense reports.

AI-assisted receipt extraction and statement analysis use Anthropic Claude to identify structured fields and assist reconciliation. Depending on the requested task, processing may involve a receipt image, a statement document, extracted text and limited candidate transaction details. Relevant information is submitted to produce the requested result, not to advertise to users or build unrelated customer profiles. AeroXpense does not use customer financial or operational records to train third-party AI models.

AI output can misread a merchant, amount, date, currency or document layout and can suggest an incorrect association. Customers remain responsible for reviewing financial reports and resolving discrepancies before relying on them for accounting, tax or audit purposes. The use of AI does not convert a reconciliation label into an independent audit opinion. Provider processing is also subject to the applicable service terms and any contractual data protections agreed for that service.

We use information to provide the requested workspace, authenticate users, record expenses, retrieve authorised card activity, reconcile statements, organise flight-related costs, generate reports and respond to support requests. We also process information to manage subscriptions, prevent misuse, investigate incidents and meet applicable legal obligations. We do not sell personal information or share customer financial records for cross-context behavioural advertising.

Where a legal basis is required, processing may rely on performance of a contract, compliance with a legal obligation, consent for an optional connection or communication, or legitimate interests in operating and securing the service, subject to the rights and interests of affected individuals. The customer organisation must identify its own lawful basis for the employee and operational information it supplies. Withdrawing consent to an optional connection does not invalidate processing lawfully undertaken before withdrawal.

Information is made available to service providers only where relevant to the service they perform. These may include Supabase for authentication, database and document storage; the hosting and delivery services used for the deployment; Plaid for authorised financial connectivity; Anthropic for AI document processing; Stripe where subscription payments are enabled; and an email delivery provider where transactional email is configured. Flight-operations providers participate only where a customer enables the relevant integration. A provider’s location, scope and contractual role may differ by deployment or customer arrangement.

Authorised members of your organisation may access information according to their roles and company assignments. We may also disclose information where necessary to comply with a lawful request, protect rights and security, investigate fraud, or support a corporate transaction subject to appropriate confidentiality safeguards. A customer requiring a verified subprocessor list, processing locations or procurement documentation should request those details before supplying information subject to a specific restriction.

Customer financial records are retained to provide the active service and support the organisation’s reconciliation and recordkeeping requirements. Different categories of information can require different retention periods. Disconnection of a financial or operational integration is distinct from deletion of historical expense data; a company may still require those records for reports, audits, legal obligations or an unresolved dispute.

On an authorised deletion request or termination, we assess the records covered, the customer’s instructions and any applicable retention obligations. Removal from active systems and expiry from backups may occur on different schedules. This policy does not promise an unverified fixed backup or deletion deadline. Customers with specific retention, legal-hold, export or erasure requirements should agree those requirements with us in writing before relying on the service as their sole archive.

We use access controls, company-scoped data permissions, protected authentication and server-side handling of integration secrets to reduce unauthorised access. Customers share responsibility for protecting their devices, controlling membership, reviewing card assignments and safeguarding credentials. No online service can guarantee absolute security, and we do not represent that AeroXpense holds SOC 2, ISO 27001 or HIPAA certification.

Data may be processed outside the country where an individual or organisation is located, depending on the infrastructure and integration providers used. Where applicable law requires a transfer safeguard, the relevant contractual or legal mechanism must be considered for that processing. Data residency, certification and transfer requirements should be confirmed in the customer’s agreement rather than assumed from a provider’s general availability in a region.

Depending on applicable law, individuals may have rights to access, correct, delete or obtain a copy of personal information, restrict or object to processing, or withdraw consent. Some laws also provide a right to complain to a competent data protection authority. These rights may be subject to identity verification, statutory exceptions and obligations to preserve financial records. An employee request involving company-controlled records may need to be referred to the organisation for instructions.

Contact hi@sidd.hu with the nature of your request and enough information to identify the relevant organisation or account. Do not include banking passwords, full payment card details or unnecessary sensitive documents in your initial message. We may request additional information to establish identity and authority before releasing or changing records.

The service is intended for adults acting in a professional capacity and is not directed at individuals under 18. If you believe a child has supplied personal information to the service, contact us so that we can investigate and address it appropriately.

We may update this policy to reflect changes in the service, processing practices or applicable law. The date above identifies this version. Material changes will be communicated through an appropriate channel where required; the availability of email notices depends on the contact information and delivery arrangements in place. Privacy enquiries may be sent to hi@sidd.hu.