Privacy Policy

1. Introduction

SpendSail Software LLC ("SpendSail," "we," "our," or "us") provides enterprise expense and travel management software designed to help organizations control spend, automate workflows, and maintain financial compliance.

This Privacy Policy describes how we collect, use, disclose, and safeguard personal information when:

• Organizations subscribe to SpendSail services
• Employees use the SpendSail platform
• Visitors access https://spendsail.com
• Prospects request demos or trials

SpendSail primarily operates as a data processor on behalf of our business customers. In certain contexts (such as marketing or website use), we act as a data controller.

2. Information We Collect

A. Information Provided by Organizations

When an organization subscribes to SpendSail, we may process:

• Employee names
• Business email addresses
• Job titles
• Department information
• Manager relationships
• Cost center and accounting information

B. Expense & Travel Data

SpendSail may process the following information submitted by users:

• Expense reports
• Merchant names
• Transaction amounts
• Dates
• Tax amounts
• Receipt images
• Corporate card transaction data
• Travel itineraries
• Vendor information
• Approval history
• Policy violations

C. Automatically Collected Data

When users access our website or platform:

• IP address
• Browser type
• Device identifiers
• Usage logs
• Session timestamps
• Referring URLs

D. Marketing Information

When a visitor requests a demo, trial, or contact:

• Name
• Business email
• Phone number
• Company name
• Employee count
• Message content

3. How We Use Information

We use personal information to:

• Provide and operate the SpendSail platform
• Process expense and travel data
• Enforce organizational policies
• Generate reports and analytics
• Facilitate approvals and workflows
• Detect fraud or duplicate claims
• Improve system performance
• Provide customer support
• Send service-related communications
• Respond to demo or sales inquiries

We do not sell personal information.

4. AI & Automated Processing

SpendSail uses automated systems including OCR and AI-based extraction tools to:

• Extract merchant, date, and amount from receipts
• Suggest GL codes
• Identify duplicate transactions
• Flag potential policy violations

Automated processes are used to assist — not replace — organizational review. Final approval decisions remain with designated customer administrators.

5. Data Sharing & Subprocessors

We may share data with trusted service providers who support our operations, including:

• Cloud hosting providers
• Email delivery providers
• Payment processors
• OCR/AI processing providers
• ERP integration services

All subprocessors are contractually obligated to maintain confidentiality and implement appropriate security measures.

We may disclose information:

• To comply with legal obligations
• To enforce our agreements
• To protect rights and prevent fraud

6. Data Security

SpendSail implements appropriate technical and organizational safeguards including:

• Encrypted data transmission (HTTPS/TLS)
• Encrypted data at rest (where applicable)
• Role-based access control
• Audit logging
• Secure cloud infrastructure
• Access limitation based on least privilege principles

No system is 100% secure, but we continuously improve our security posture.

7. Data Retention

We retain data:

• For the duration of a customer contract
• As required for financial compliance and audit purposes
• As required by law

Upon contract termination, data may be deleted in accordance with contractual agreements and applicable law.

8. International Transfers

If data is transferred outside of the country where it was collected, we implement appropriate safeguards consistent with applicable law.

9. Your Rights

Depending on jurisdiction, individuals may have rights to:

• Access personal data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Request data portability

Employees should contact their employer (the SpendSail customer) for most data access requests.

Marketing contacts may contact us directly at privacy@spendsail.com.

10. Cookies & Tracking

Our website may use cookies and similar technologies to:

• Analyze site performance
• Improve user experience
• Measure marketing effectiveness

Users may control cookies via browser settings.

11. Children's Privacy

SpendSail is not intended for individuals under 18 years of age.

12. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be reflected by the "Last Updated" date.

13. Contact Us

SpendSail Software LLC
Email: privacy@spendsail.com
Website: https://spendsail.com

For general inquiries, you may also use our contact form.