Privacy Policy

1. Who we are

Scan2Book is owned and operated by Synergise Systems Limited ("we", "us", "our"), located at Primewater Estate Gardens 2, Off Freedom way, Ikate, Lagos, Nigeria. We are responsible for the personal information described in this policy. You can reach us at willy@synergisesystems.com.

2. Information we collect

Account information. Your name, email address, password (stored in hashed form) and, for business accounts, your company name, your role and the people you invite to your workspace.

Receipts and expense data. The receipt images and documents you scan or upload, the details we extract from them (such as merchant, date, amounts, taxes, currency and line items), and the folders, categories, notes and approvals you add.

Payment information. Your plan, billing history and payment status. Card details are collected and processed directly by our payment providers. We do not store full card numbers.

Device and usage information. Device type, operating system, browser, app version, IP address, push notification token and log data about how the service is used. We use this to keep your account secure and the service running well.

Communications. Messages you send us, such as demo requests, questions and support requests.

3. Device permissions

The mobile app asks for the following permissions:

• Camera, to scan and capture receipts.
• Photos and files, to let you pick existing receipt images or documents to upload.
• Notifications, to tell you about activity on your account, such as approvals and processed receipts.

You can change these permissions at any time in your device settings. Some features will not work without them.

4. How we use your information

• To create and manage your account and sign you in securely.
• To process your receipts, extract their data and organize your expenses.
• To provide exports and send data to the accounting tools you choose to connect.
• To process payments and manage subscriptions.
• To send service messages, such as verification codes, receipts for payments and notifications.
• To maintain, secure, troubleshoot and improve the service, and to prevent fraud and abuse.
• To respond to your requests and provide support.
• To comply with legal obligations.

We do not sell your personal information.

5. How we share your information

We share information only in the following cases:

• Service providers. Companies that help us run Scan2Book, including cloud hosting and storage, payment processing (such as Stripe and Paystack), email delivery, push notification delivery, and document recognition and AI processing used to read your receipts. They may only use your information to provide their services to us.
• Your company workspace. If you use Scan2Book as part of a company, the receipts and expenses you submit to that company are visible to its administrators and approvers.
• Integrations you connect. When you connect an accounting tool such as QuickBooks, we send the data you choose to export to that tool. Its own privacy policy then applies to that data.
• Legal and safety reasons. When required by law, or to protect the rights, property or safety of our users, the public or Synergise Systems Limited.
• Business transfers. If we are involved in a merger, acquisition or sale of assets, your information may be transferred as part of that transaction.

6. How long we keep your information

We keep your information for as long as your account is active. When you delete your account, we delete your personal information within 30 days, except for records we are required to keep by law, such as payment and tax records. See the account deletion page for the details.

7. How we protect your information

We use technical and organizational measures to protect your information, including encrypted connections, hashed passwords and restricted access to stored data. No system is completely secure, so we cannot guarantee absolute security. Please use a strong, unique password and tell us right away if you suspect unauthorized access to your account.

8. Your rights and choices

• Access and correction. You can view and update your account details in the app, or ask us for a copy of your information.
• Deletion. You can delete your account and its data at any time. See the account deletion page.
• Notifications. You can turn push notifications on or off in the app or in your device settings.
• Objection and complaints. Depending on where you live, you may have the right to object to or restrict certain processing, and to complain to your local data protection authority.

To exercise any of these rights, contact us at willy@synergisesystems.com.

9. International transfers

Our service providers may store and process information in countries other than the one you live in. When we transfer information, we take steps to make sure it remains protected in line with this policy and applicable law.

10. Children

Scan2Book is intended for business and professional use. It is not directed at children under 18, and we do not knowingly collect their personal information. If you believe a child has given us personal information, contact us and we will delete it.

11. Changes to this policy

We may update this policy from time to time. When we do, we will change the date at the top of this page, and we will notify you of significant changes through the app or by email.

12. Contact us

If you have questions about this policy or about your information, contact Synergise Systems Limited at willy@synergisesystems.com.