Overview
Expense Buddy is provided by Falcon Solutions to help users prepare, manage, and submit business expense information, including receipt uploads and data extracted from receipts. This policy applies to the Expense Buddy mobile application and the services used to support it.
Important: Expense Buddy is designed to work with employer-managed systems. Some information processed through the app may also be governed by your employer's internal policies and by the systems your employer uses.
Information We Collect
Depending on how your organization uses Expense Buddy, we may collect and process the following categories of information:
- Login and account-related information, such as username, authentication-related details, and company or instance information needed to connect you to your employer's environment.
- Employee-related information returned by connected systems, such as employee number and employee name.
- Expense form data, such as expense sheet details, dates, amounts, descriptions, project or job information, and task or activity selections.
- Receipt files and images that you upload through the app, including photos, PDFs, and related file metadata.
- OCR-extracted information from uploaded receipts, such as vendor, amount, dates, or other text recognized from the file.
- Technical and diagnostic information, such as IP address, request metadata, error logs, and similar service-level operational data.
Expense Buddy is not intended to use advertising technology, third-party ad tracking, or in-app marketing analytics.
How We Use Information
We use information collected through Expense Buddy to:
- Authenticate users and connect them to their employer's configured expense environment.
- Display and process expense sheets, expense lines, and lookup data needed for expense entry.
- Store and manage uploaded receipt files.
- Extract information from receipts using OCR to reduce manual entry.
- Support expense submission workflows and integrations with connected back-end systems.
- Maintain security, detect misuse, troubleshoot issues, and improve service reliability.
Receipt Uploads and OCR Processing
When you upload a receipt or supporting document, the file may be stored and processed so the app can associate it with your expense record and extract relevant information from it.
OCR results are used to help populate expense-related details. OCR is an assistive feature and may not always be fully accurate, so users should review information before final submission.
Service Providers and Technology
Expense Buddy uses service providers and underlying infrastructure to deliver its features. These may include:
- Employer-connected ERP or expense systems, including Deltek Maconomy integrations where configured.
- Cloud storage services for uploaded receipt files and supporting documents.
- Document processing or OCR services used to extract information from receipts.
- Database and application hosting infrastructure used to operate the backend service.
We describe these categories at a practical level rather than listing every technical implementation detail. Specific providers may change over time as the service evolves.
Data Retention
We retain information for as long as reasonably necessary to provide Expense Buddy, support operational needs, comply with legal obligations, resolve disputes, and enforce agreements.
Retention periods may also depend on your employer's configuration, internal recordkeeping policies, and the requirements of connected systems.
Your Choices and Rights
Subject to applicable law and your employer's policies, you may have the right to request access to, correction of, or deletion of certain information associated with your use of Expense Buddy.
If you want to request deletion of uploaded receipt files or submit another privacy-related request, contact us using the email listed below. We may need to coordinate with your employer when the relevant records are managed within employer-controlled systems.
Security
We use reasonable administrative, technical, and organizational measures to protect information processed through Expense Buddy. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
Children's Privacy
Expense Buddy is intended for business use and is not directed to children. We do not knowingly collect personal information from children through the app.
Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the effective date on this page. Continued use of Expense Buddy after changes become effective constitutes acceptance of the updated policy to the extent permitted by law.
Contact Us
If you have questions about this Privacy Policy or would like to submit a privacy, support, or deletion request related to Expense Buddy, contact Falcon Solutions at contact@falconsolutions.us.