Why Not Limited
Privacy notice
This notice tells you who we are, what we hold, why we hold it, who sees it, how long we keep it, and how to get a copy or delete it.
Effective 21 October 2026.
1. Who we are
ClaimSnappy is operated by Why Not Limited, a private company limited by shares registered in Northern Ireland.
On a personal desk, Why Not Limited is the controller of personal data in the service, except where this notice says a supplier is a controller in its own right (Stripe, for card data; Apple, for App Store billing).
On a business desk, the organisation is the controller of employee expense records. Why Not Limited is the processor. The processors named below are our subprocessors.
- Legal name
- Why Not Limited
- Company number
- NI674282
- Registered office
- Unit 210-212 Lisburn Enterprise Centre, 6 Enterprise Crescent, Lisburn, Northern Ireland, BT28 2BP
- Website
- https://claimsnappy.app
Write to the registered office or the email above. We answer privacy requests ourselves. We have not appointed a statutory data protection officer.
2. What this notice covers
It covers the website, the iOS app (which loads the same site), sign-in, receipt capture, trip tracking, claims, and seat billing.
If you join a business desk, your manager can see your unclaimed receipts and trips, claims, and profile name on that desk. That is how the product works. Their use of that data for payroll or expenses is their responsibility, not ours.
The terms sit beside this notice.
3. Data we collect
Account. Email, name, Clerk user id, desk memberships, role, and when you finished onboarding.
Desk. Desk name, personal or business kind, accounts inbox, invite code, seat count, and Stripe or Apple subscription ids if you pay.
Receipts. Photos or files you snap or attach, merchant, date, amounts, VAT, category, notes, line items, and the file name. We send the image to OpenAI so the receipt can be read, as the terms describe. You can turn this off in Settings → You. You can edit the result before you keep it.
Trips and location. Start, stops, finish, purpose, vehicle, miles, HMRC rate, and — if you run a live trip — a GPS track and stops along the way. A live trip uses GPS, including with the screen locked, and only starts if Always location is on. Place search sends the text you type to Photon. Claimed miles send stop coordinates to Google Maps Directions, or to OSRM if Google is unavailable. Home, if you save it, is used only when you choose to deduct an ordinary commute.
Vehicles. Registration, type, and odometer if you save them.
Claims. Period, lines, filled form values, status, the accounts address you send to, and generated files (PDF, CSV, company form).
Device. On the phone: camera and photo library for a still receipt photo. We do not use the microphone. GPS is only for a live trip, and only if Always is on. On the device we also keep a short receipt queue in IndexedDB and an unfinished live trip in localStorage until you save or discard it.
Payments. Seat quantity, how the desk pays (Stripe or Apple), and the Apple original transaction id if the desk is billed through the App Store. Plans are bought on the website, and Stripe holds card, invoices, and tax details for them. Apple holds any App Store subscription.
We do not collect. An advertising id from a network, payment card PAN/CVC, or the contents of your email. We do not read a mailbox: a receipt reaches us as a photo or file you add, and a trip as one you log. Clerk may offer a social sign-in (for example Google) if it is enabled on the sign-in screen — that provider then shares the email and name you allow.
4. Why we use it, and the lawful basis
Contract (UK GDPR Art. 6(1)(b)). To create your account, keep your ledger, read a receipt you asked us to read, log a trip, build and send a claim, and take seat payment you start.
Legitimate interests (Art. 6(1)(f)). To keep the service secure, stop abuse, and understand coarse hosting errors.
Legal obligation (Art. 6(1)(c)). To keep invoice records Stripe creates for paid seats, and to answer a lawful request from a court or regulator.
We do not make solely automated decisions that produce legal or similarly significant effects. Receipt reading is a helper. You can change every field.
5. Who we share it with
6. International transfers
The controller is in Northern Ireland. Several processors are in the United States or elsewhere outside the UK. When we send data there we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, plus the supplier’s own transfer tools (Clerk, Stripe, OpenAI, Railway, Resend, and Google publish these).
OpenAI receives receipt images. That is a transfer of financial documents to the United States. Do not upload a receipt you are not allowed to store or send.
Photon (Germany) and OpenFreeMap (EU hosts) are inside the UK adequacy area for EU/EEA transfers, or are themselves in the EEA.
7. How long we keep it
Personal desk. Until you delete the receipt, trip, or claim, or you delete the account. Soft-deleted rows stay out of the app until account deletion removes the user record and files.
Business desk. We keep receipts, trips, attachments, and claims for six years from the record date, unless the organisation sets a different retention in Settings. Soft-delete hides a row in the app; the file stays until that date. Why Not Limited holds that archive as processor for the organisation.
Account. Delete in Settings. On a personal desk that wipes your user row, files under your folder, and the Clerk user. On a business desk we remove you from the organisation, anonymise your name and email on leftover rows, and keep the files until the retention date. If you were the last member of a personal desk, we also remove that organisation.
Claims you emailed. The recipient keeps their copy. Resend keeps send logs for a limited period under its own policy.
Stripe. Customer, subscription, and invoice records remain as long as tax and card-scheme rules require — often six years from the end of the accounting period. Deleting the app account does not wipe Stripe’s statutory archive.
OpenAI. We do not keep a second copy of the model output beyond what we write into your expense or form. OpenAI may keep API payloads for a short abuse-monitoring window under its API terms. We do not use your tills to train our own models.
Device. The receipt queue and live trip leave the phone when they upload, you discard them, or you delete the app.
Logs. Hosting logs are short-lived operational records.
8. Cookies and storage
9. Your rights
Under the UK GDPR you can:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have data erased, where the law allows;
- restrict or object to certain processing;
- receive a portable copy of data you provided (data portability);
- complain to the ICO if you are unhappy with how we handled a request.
We will answer within one month, or tell you if we need more time. We may ask you to prove who you are. Some rights do not apply to invoices we must keep, or to data on a claim already sitting in someone else’s inbox.
ICO: https://ico.org.uk/make-a-complaint/. Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
10. How to get a copy (export)
Signed in, open Settings → You → Download my data. That file is a JSON export of your profile, desks you belong to, receipts (structured fields), trips (including saved GPS tracks), vehicles, claims, and a list of receipt file names. It is your data only — not other people’s receipts on the same desk.
The JSON does not embed the photo bytes. Download a receipt photo from the receipt in the app, or email privacy@claimsnappy.app and we will send the files that belong to you within one month.
11. How to delete
Settings → You → type your email → Delete account. On a personal desk that is meant to be permanent. On a business desk you leave the organisation; receipts stay on file until the retention date. It does not recall a claim already emailed, and it does not erase Stripe’s tax archive or Apple’s subscription records. If seats are billed through the App Store, cancel that subscription in Settings → your name → Subscriptions as well, or it keeps renewing.
You can also delete a single receipt, trip, or claim in the app. You can close a Clerk session with Sign out.
12. Children
The service is for people aged 18 or over who file expenses. We do not knowingly hold accounts for children. If you think we do, write to privacy@claimsnappy.app and we will delete the account.
13. Changes
If we change this notice we will update the effective date at the top of this page. A material change (a new processor, a new use, or a new country) will be posted here before it applies to data already held, unless the law says we must move faster.
14. Contact
Privacy requests: privacy@claimsnappy.app
Why Not Limited, Unit 210-212 Lisburn Enterprise Centre, 6 Enterprise Crescent, Lisburn, Northern Ireland, BT28 2BP