Privacy Policy

Last updated 16th October 2026

SpendSnapper is a service that reads purchase invoices, receipts and credit notes, codes them and submits them to your accounting package. This policy explains what information we collect when you use it, what we do with that information and the choices you have.

Who we are

SpendSnapper is operated by SpendSnapper Ltd, a company registered in England and Wales (company number 16499932) with its registered office at 27 Old Gloucester Street, London WC1N 3AX. We are the data controller for the personal information described in this policy, and we are registered with the Information Commissioner's Office (registration number ZC260549). You can contact us at hello@spendsnapper.com.

Information we collect

Account details. Your name, email address, password (stored only as a secure hash) and the name of your organisation. If you sign in with Google, we receive your name and email address from Google.

Documents you snap. The invoices, receipts and credit notes you upload, the information we read from them (supplier, dates, amounts, line items and tax) and the account codes and tax rates assigned to them. These documents may contain personal information about you, your staff or your suppliers.

Accounting connections. When you connect Xero, QuickBooks or Sage, we store the access tokens they issue and the reference data we need to code your documents, such as your chart of accounts, tax rates and previously coded invoices.

Billing. Your subscription plan, credits and invoices. Card details are collected and stored by Stripe, our payment provider. We never see your full card number.

Usage. When you signed in, which documents were processed and any errors that occurred, so that we can support you and keep the service reliable. We do not use advertising trackers or third-party analytics on this website or in the app.

Website visits. We count visits to our website pages ourselves, without cookies. For each visit we record the page, the country of your internet address, the site you came from, any campaign tags on the link you followed and a code made from your address and browser with a key that is thrown away each day, so a visit cannot be linked to you after that. The address itself is not stored, and nor are the click codes that advertisers add to links.

Email preferences. Whether you have chosen to receive emails from us about new features, tips and offers. Each time you opt in or out, we record your choice, when and where you made it (for example when signing up or in your account settings), and the IP address and browser you used. This is how we show that we have your consent.

How we use it

To provide the service: reading, coding and submitting your documents.
To run your account, take payment and send you receipts and service emails.
To answer your support requests.
To keep the service secure and prevent abuse, including limiting free trials.
To improve how accurately documents are read and coded.
To send you occasional emails about new features, tips and offers, but only if you have opted in. These come from SpendSnapper alone, and we never pass your details to anyone else for marketing. You can opt out at any time in your account settings.

We rely on the performance of our contract with you for most of this, and on our legitimate interests in running and improving the service for the rest. We send emails about new features, tips and offers only with your consent, which you can withdraw at any time. We do not sell your information and we do not use it for advertising.

Who we share it with

We use a small number of service providers to run SpendSnapper. Each receives only what it needs.

Artificial intelligence providers. SpendSnapper processes your documents using a combination of proprietary algorithms and AI services from Anthropic, OpenAI, Google and Mistral. Documents, or parts of them, may be sent to one or more of these providers as part of that processing and for no other purpose, under agreements that prohibit their use to train the provider's models. We may change the providers we use.
Your accounting package (Xero, QuickBooks or Sage) receives the documents you choose to submit, along with the coded details.
Stripe handles payments and stores your card details.
Postmark delivers our emails to you.
Google provides sign-in if you choose it.
Code Frontiers Ltd, our technology partner, hosts the service and its data on servers it owns and maintains in a secure data centre in the United Kingdom, operated by a provider certified to ISO 27001 for information security.

Some of these providers process data outside the UK. Where they do, we rely on the UK International Data Transfer Agreement or an adequacy decision so that your information keeps the same protection.

We will also share information if the law requires it, or to protect the rights, property or safety of SpendSnapper, our customers or others.

Sharing within SpendSnapper

If you share a connection with a member of staff, another SpendSnapper account or an accountant, the people you share it with can see the documents they upload to it, and the documents others upload if you give them permission to view all documents. You can change or withdraw that access at any time.

How long we keep it

We keep your account and its documents for as long as your account is open. When you delete a document it is removed from your view immediately and from our systems shortly afterwards. When you close your account, or it is deleted, we delete it, keeping only the records we need for tax and accounting purposes, which we hold for six years as required by law. We also keep a note of whether you agreed to receive our marketing emails, and when, for 24 months, so we can show we had your consent. It is stored in a scrambled form that can't be turned back into your email address.

If someone invites you to SpendSnapper and you don't set up an account, we keep your email address and the name they gave us so their invitation can reach you. If they shared a connection with you, we delete these 90 days after their last invitation. If they invited you to join their organisation as staff, we keep them until that organisation removes you.

Your rights

Under UK data protection law you have the right to access the personal information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive a copy in a portable format. To exercise any of these rights, email hello@spendsnapper.com. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Cookies

We use one cookie, which keeps you signed in to the app. It is essential for the service to work and holds no information other than a sign-in key. We do not use tracking or advertising cookies.

We look up the country of your internet address when you create an account and when you use the app, and keep that country with your account so we know where our customers are. The address itself is not stored. This product includes GeoLite Data created by MaxMind, available from https://www.maxmind.com.

Security

All connections to SpendSnapper are encrypted. We never store your password, only a one-way hash made with a slow, salted algorithm designed for passwords, so it cannot be recovered even by us. Accounting connection tokens are stored encrypted, with the keys held separately from the database. SpendSnapper is run by a small team, and only we have access to the systems that hold your data.

Changes to this policy

If we make significant changes we will tell you by email or with a notice in the app. The date at the top of this page shows when it was last updated.