Privacy Policy

Effective Date: May 2026 | Last Updated: July 2026

1. Introduction

Welcome to Receipt Scanner: Email Scan (the "App"). This Privacy Policy explains how we collect, use, and protect your information when you use our receipt scanning and expense tracking tools.

Core Principle: Your receipts and expense data are stored locally on your device by default. We do not require a user account or bank login. When you use optional online features (AI parsing, iCloud sync, email import, or product analytics), only the data described below is transmitted.

2. Information We Collect

2.1 Local Data (Device Only)

The following data is stored on your device and is not automatically uploaded to our servers:

Data Type	Purpose	Storage
Receipt images	Scan, view, export	App sandbox Documents
Parsed data	Merchant, amount, date, category	Local Core Data
Categories & preferences	Manage, display	Local Core Data / UserDefaults
Persona / workflow choice	1099 or personal finance setup	UserDefaults (device only)
Tax estimates & income logs	Schedule C summaries, quarterly estimates	Local Core Data
Mileage and vehicle records	Mileage logs, start/end locations, vehicle names, parking/tolls, export support	Local Core Data
Exported files	CSV/PDF/Excel export	Your chosen share destination

2.2 Network Transmission (When You Use Online Features)

When you use features that require a network connection, the following data may be transmitted:

A. AI Receipt Parsing

Transmitted content: OCR text (not images), device language/region hints, home currency, and your selected workflow persona ID (e.g., freelancer_1099)
Purpose: Structured parsing and category assignment via our backend
Controller: Our backend service; data is not sold to third parties

B. iCloud Sync (Optional — Uses Your Apple iCloud Account)

How it works: If you enable iCloud Sync in Settings, the App stores selected app data in your private iCloud database using Apple's CloudKit service so your data can sync across your Apple devices signed in to the same Apple ID.
Synced content: Receipts, receipt images/assets, categories, folders, income records, mileage records, vehicle names, start/end location labels and coordinates when saved, notes, and selected app settings.
Purpose: Backup and cross-device sync through Apple iCloud.
Your control: You can turn off iCloud Sync in the App's Settings. iCloud storage and Apple ID controls are managed through Apple.

C. Email Receipt Import (Optional — Requires Your Authorization)

How it works: You authorize Gmail or Outlook via OAuth. Your authorization code is sent to our backend, which exchanges it for access tokens and reads receipt-related emails through the Gmail API or Microsoft Graph API.
Transmitted content: OAuth credentials (handled by our backend), connected email address, receipt email metadata, sender information, parsed receipt fields (merchant, amount, date, category), optional email preview HTML, and supported receipt attachments for in-app display
Purpose: Auto-import digital receipts from your inbox
Your control: You can disconnect email accounts at any time in Settings

D. Product Analytics & Crash Diagnostics

Service: Firebase Analytics and Firebase Crashlytics (Google)
Collected data: App interaction events (e.g., feature usage, persona selection), crash logs, device type, and iOS version
Purpose: Improve app stability and product experience
Not used for: Advertising or cross-app tracking

E. Location (Optional — Only When You Grant Permission)

Purpose: Auto-fill start or end points when logging mileage for tax deductions
Storage: Location labels and coordinates may be saved in your mileage record if you choose to save them. They are not uploaded to our backend, but they may sync to your private iCloud database if iCloud Sync is enabled.
Note: The App does not perform continuous GPS mileage tracking

F. Device and App Identifiers for Backend Requests

Transmitted content: A randomly generated device-level user ID stored in Keychain, device model, system version, app version, app build, and bundle ID
Purpose: Secure backend access, email account association, service diagnostics, subscription event logging, and abuse prevention
Not used for: Third-party advertising or cross-app tracking

2.3 What We Do NOT Collect

Bank account or credit card credentials (we do not require bank login)
Apple ID or payment card details (handled by Apple for subscriptions)
Device identifiers for advertising
Session recordings or screen captures

3. How We Use Your Information

Provide core features: Scan receipts, recognize text, parse structured data, categorize, export reports, and compute local tax estimates
Email import: Detect and import receipt emails when you connect Gmail or Outlook
iCloud sync: Sync selected receipt, category, mileage, income, and settings data across your Apple devices when enabled
Personalized workflows: Apply persona-specific categories, reports, and reminders (1099 and personal finance)
Product improvement: Analyze anonymized usage events and crash reports via Firebase

We do not use your data for advertising and do not sell your data to third parties.

4. Third-Party Services

Service	Purpose	Data Shared
Apple Vision	On-device OCR	No data leaves device
Apple iCloud / CloudKit	Optional iCloud sync	Synced app records in your private iCloud database
Apple Push Notification service	Silent CloudKit change notifications for sync	CloudKit notification metadata handled by Apple
Our backend	AI parsing, email import, subscription event logging	OCR text, persona ID, device-level user ID, OAuth tokens (email), connected email address, parsed receipt fields, supported email attachments
OpenAI (via backend)	AI receipt parsing when enabled on backend	OCR text; retention governed by backend operator
Firebase Analytics (Google)	Product analytics	Event names, parameters (incl. persona ID), device type
Firebase Crashlytics (Google)	Crash diagnostics	Crash stack traces, device info, iOS version
Gmail API (Google)	Email import (user-authorized)	OAuth-scoped email access via our backend
Microsoft Graph API	Outlook email import (user-authorized)	OAuth-scoped mail access via our backend

Third-party providers are subject to their own privacy policies: Google Privacy Policy, Microsoft Privacy Statement.

5. Data Storage and Retention

Local data: Stored on your device; removed when you uninstall the App
iCloud data: If iCloud Sync is enabled, synced data is stored in your private iCloud database and remains subject to your Apple iCloud account and storage controls
Backend data: Email connection tokens, connected email account information, parsed receipt data, sender-domain preferences, supported email attachments, and service logs are retained while needed to provide the service; disconnect email accounts to revoke mailbox access
Firebase: Analytics and crash data retained per Google's standard policies (typically up to 14 months for Analytics)

6. Your Rights

Access & Export: Use the in-app export feature to export CSV/PDF/Excel
Deletion: Delete individual receipts, disconnect email accounts, disable iCloud Sync, or uninstall the App to remove local data
iCloud: Manage iCloud storage and Apple ID data controls through Apple settings
Location: Revoke location permission in iOS Settings at any time
Analytics opt-out (California residents): Contact us at the email below to request limitation of analytics collection
No Sale of Data: We do not sell your personal information to any third party

7. Children's Privacy

This App is not intended for users under 18. We do not knowingly collect personal information from minors.

8. Data Security

Local data is protected by iOS sandbox and system security
Network transmission uses HTTPS encryption
Email OAuth tokens are encrypted on our backend

9. Changes to This Policy

We may update this policy. Material changes will be communicated via app update notes or in-app notice. Continued use constitutes acceptance.

10. Contact Us

For privacy-related questions, please contact:

Email: moodcheckapplication@gmail.com
In-App: Settings → About

End of Privacy Policy