Privacy Policy & Terms of Use

1. Who We Are

BeaconFile is operated by an individual based in Canton Vaud, Switzerland.

For privacy enquiries: [email protected]

2. Who This App Is For

BeaconFile is intended for use by individuals aged 18 and over. By installing and using the app you confirm that you are at least 18 years of age. We do not knowingly collect data from anyone under 18.

3. What Data We Collect

3.1 Account Data

When you register, we collect:

• Your email address
• A securely hashed password (we never store your password in plain text)

3.2 Expense Data

When you log a receipt, we collect:

• Supplier name
• Receipt date
• Expense category
• Total amount
• Notes (optional, entered by you)
• Receipt photograph (uploaded to secure storage)

3.3 Device Data

We collect limited technical data necessary to operate the app, including device type and operating system version. We do not use this data for advertising or profiling.

3.4 Data We Do Not Collect

We do not collect:

• Location data
• Contacts or address book data
• Payment card or banking information
• Data from children under 18

4. How We Use Your Data

We use your data solely to provide the BeaconFile service:

• To authenticate your account and maintain your session
• To store, display and export your expense records
• To generate CSV exports for your accounting software or accountant
• To generate signed URLs for your receipt images

We do not sell your data. We do not use your data for advertising. We do not share your data with third parties except as described in Section 6.

5. Legal Basis for Processing (Swiss nFADP)

Under the Swiss Federal Act on Data Protection (nFADP, in force September 2023), we process your personal data on the following legal bases:

• Performance of a contract: processing necessary to provide the expense tracking service you have requested
• Legitimate interests: processing necessary to maintain security, prevent fraud, and improve the service
• Consent: where you have explicitly provided data such as receipt photographs

6. Data Storage and International Transfers

Your data is stored using Supabase, a database and storage platform. Your data is held on servers located in Ireland (EU/EEA).

Ireland is within the European Economic Area (EEA) and subject to GDPR, which the Swiss Federal Data Protection and Information Commissioner (FDPIC) recognises as providing adequate data protection equivalent to Swiss nFADP standards.

Supabase Inc. acts as a data processor on our behalf. Their privacy policy is available at supabase.com/privacy.

7. Data Retention

7.1 Free Tier

If you delete your account, your expense data and receipt photographs will be permanently deleted within 60 days of account deletion.

7.2 Paid Tier

If you are a paid subscriber, your expense data will be retained for 12 months following the end of your subscription to allow for annual tax filing purposes. You may request earlier deletion at any time.

7.3 Account Inactivity

Accounts inactive for more than 24 months may be subject to data deletion following 30 days notice by email.

8. Your Rights

Under Swiss nFADP you have the right to:

• Access: request a copy of the personal data we hold about you
• Rectification: request correction of inaccurate data
• Erasure: request deletion of your data (subject to retention obligations)
• Portability: receive your expense data in a machine-readable format (CSV export is available directly in the app)
• Objection: object to processing based on legitimate interests

To exercise any of these rights, contact us at the address in Section 1. We will respond within 30 days.

9. Security

We implement the following security measures:

• All data transmitted between the app and our servers is encrypted using TLS
• Row Level Security (RLS) is enforced at the database level: your data is accessible only to your authenticated account
• Receipt photographs are stored in a private bucket accessible only via time-limited signed URLs
• Passwords are never stored in plain text

No system is completely secure. In the event of a data breach that poses a risk to your rights, we will notify you and the relevant supervisory authority in accordance with nFADP requirements.

10. Terms of Use

10.1 Permitted Use

BeaconFile is provided for lawful personal and business expense tracking purposes. You may not use the app to store false, fraudulent, or illegal records.

10.2 Account Responsibility

You are responsible for maintaining the confidentiality of your login credentials. You are responsible for all activity that occurs under your account.

10.3 Availability

We aim to provide a reliable service but do not guarantee uninterrupted availability. We may perform maintenance that temporarily affects access.

10.4 Limitation of Liability

BeaconFile is a tool to assist with expense recording. It does not constitute tax advice. We are not liable for any tax filing decisions made on the basis of data exported from the app. You remain responsible for the accuracy of your tax declarations.

10.5 Governing Law

These terms are governed by Swiss law. Any disputes shall be subject to the jurisdiction of the courts of Canton Vaud, Switzerland.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be notified via the app. The effective date at the top of this document will be updated accordingly. Continued use of the app after changes constitutes acceptance of the updated policy.

12. Contact

BeaconFile — Canton Vaud, Switzerland
privacy@beaconfile.com

You also have the right to lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) at