Privacy Policy

1. Information you give us

• Account details: your email address and name. If you join a business on Rodex, your work email and your role there.
• Receipts you add: photos of paper receipts, and receipt emails you forward to your private Rodex address.
• Details you add to expenses: categories, notes or projects, mileage trips (date, from, to, purpose and miles), messages such as a reason for flagging an expense, and, in Rodex Corporate, the names and companies of people at a client meal or meeting.
• Business details, if you set up a business: company name, industry, company email domain, approval and mileage settings, and the team members you invite by email. In Rodex Corporate also departments, cost centers, budgets, general ledger accounts, and a log of approvals, exports and settings changes with who made them.
• Messages you send us, for example when you refer a store or your company (including a store's name and email you give us when you invite it to Rodex from a company purchase), and replies to Rodex's emails asking for a receipt (we keep the photos you attach and the address you replied from; we don't keep the rest of the reply).

2. Information from your bank (through Plaid)

If you connect a bank or card, you sign in to your bank through Plaid, a service that connects apps to financial accounts. Rodex never sees or stores your bank username or password.

With your permission, Plaid shares with Rodex: the names and types of your accounts, the last four digits of your cards, and your card and account transactions (store name, amount, date, and the bank's category for the purchase). Rodex's access is read-only: it can't move money or make payments.

Plaid's handling of your information is described in the Plaid End User Privacy Policy at plaid.com/legal. You can disconnect a bank in Rodex at any time.

3. Forwarded emails and receipt photos

• When you forward an email to your Rodex address, we store it encrypted only until Rodex has read the receipt in it, then delete the email itself. We keep the receipt details (store, date, items, prices, tax, tip, total, payment method, card's last four digits, receipt number, return information and barcode, and the receipt's text), plus who the email was from, its subject and when it arrived, so you can see where a receipt came from.
• Receipt photos you take are stored privately so you can view them later. Barcodes are read on your phone and saved so you can show them at a store for returns.
• If a long card number appears on a receipt, Rodex saves only its last four digits.
• Only emails you send to your Rodex address reach Rodex. Rodex doesn't connect to your inbox.
• Receipts from stores that use Rodex: when you pay at a store that uses Rodex and give the store an email address (for example for an emailed receipt), Rodex checks whether it matches the verified email of a Rodex account. If it does, the receipt (store, date, items, tax, tip, total, card type and last four digits, receipt number) goes to that account's Personal receipts. Rodex doesn't keep your email with the store's sale. It keeps only a scrambled fingerprint of it (a keyed code that can't be turned back into the email and is different at every store), so the store can find that receipt again if you give the same email, for example to have it resent. If you aren't on Rodex, Rodex emails you the receipt from the first such purchase, with an invitation to join; after that, only when the store resends one. Rodex doesn't keep your address: to send that first receipt only once, it keeps a scrambled fingerprint of it, the same at every store. Every such email has a “Don’t email me receipts from Rodex” link; if you use it, Rodex keeps a scrambled fingerprint of your address so it never emails you a store receipt or invitation again unless you ask a store to resend one. The store sees whether a receipt was delivered, never your email, your account or your other receipts. If you (or the store, at your request) send a gift receipt, it shows the store, the items and the return barcode, never prices, how you paid or who you are; anyone with its link can open it until the store turns it off, and Rodex emails it to the address given without keeping that address. [Attorney: confirm wording, and whether a separate merchant agreement/notice is needed.]

4. Information collected automatically

• Sign-in: cookies that keep you signed in, and, if you turn on Face ID or fingerprint sign-in (a passkey), a public key from your device. Your face and fingerprint never leave your device.
• Error reports: if something breaks, an error report with technical details about the problem. These reports exclude your name, email, cookies, the content of forms and receipts, and the pages' query details. We don't record your screen or sessions.
• Small settings stored in your browser, such as whether you dismissed a tip.
• We don't use advertising or tracking cookies, and we don't use third-party analytics that follow you across sites.
• On the waitlist form, Cloudflare Turnstile checks your browser for signs of automated abuse (see section 14).

5. How we use information

• To run Rodex: show your receipts and purchases, read receipts, match receipts to card charges, find duplicates, and keep a history of each receipt.
• For businesses: show company card purchases to the right people, handle approvals, reimbursements, mileage and reminders, email cardholders after a company card purchase to ask for its receipt (a company can turn this off), and send expenses to the accounting software your company connects.
• To send you emails you need: sign-in codes, team invites, reminders about missing receipts, and important account notices.
• To keep Rodex secure, prevent abuse, fix problems and improve how Rodex works.
• To meet legal obligations.

6. How Rodex uses AI

Rodex uses an AI service (Claude, from Anthropic) to read receipt photos and forwarded receipt emails and turn them into store, date, items and totals. Only the receipt content is sent for reading. Under our agreement, Anthropic doesn't use this content to train its models.

Rodex never sends data from QuickBooks or Xero to the AI service, and never uses QuickBooks or Xero data to train or tune any AI model.

AI can make mistakes. Rodex marks receipts it couldn't read clearly so you can check them.

7. Your Personal account and work

Your Personal account is yours. A business you work for can't see your Personal receipts, cards, banks or purchases. This is enforced by the database's access rules, not just hidden on screen.

A business only sees: purchases on company cards it connected (and their receipts), the receipts you add to the business, and what you choose to send it from your Personal account. When you send a Personal receipt or mileage trip, the business receives a copy with the store, date, items, tax, tip and total (or the trip details), your category and note, marked "Paid with a personal card". It never receives your card, its last four digits, your bank, the receipt photo, or anything that links back to your Personal account.

If you leave a business, it keeps the company records you created there; your Personal account stays with you.

8. Who we share information with

We don't sell your personal information, and we don't share it for advertising. We share it only:

• With the business you work for, as described in section 7.
• With accounting software your business connects (QuickBooks Online or Xero): the business's expenses, with store, date, amount, category, note, the team member's name and receipt files.
• With service providers that run Rodex for us, under contracts that limit how they can use it: Supabase (database, sign-in and file storage), Vercel (hosting), Plaid (bank connections), Postmark (sending and receiving email), Anthropic (reading receipts), Sentry (error reports), and Cloudflare (spam protection on the waitlist form).
• If the law requires it, or to protect the rights, safety and security of our users, Rodex or others.
• If Rodex Systems, Inc. is involved in a merger, acquisition or sale of assets, in which case this policy continues to apply to your information.
• With your permission, for anything else.

9. How we protect information

Information is encrypted in transit. Bank and accounting connection keys are encrypted in our database and only our servers can use them. Every table has access rules so people only see their own information, or their company's according to their role. Receipt files are private and opened through short-lived links. No security is perfect, but we work to protect your information and will notify you as required by law if a breach affects it.

10. How long we keep information

• Forwarded emails: deleted once the receipt has been read (the receipt details stay).
• Your account, receipts and purchases: for as long as you have an account, unless you delete them sooner.
• When you delete your account, we delete your Personal information within [30] days, except where we must keep something by law. Company records you created in a business belong to that business.
• Error reports: [90] days.

11. Your choices and rights

• See and correct: your receipts and details are in the app, and you can edit or delete receipts.
• Disconnect: you can disconnect a bank, leave a business, or turn off Face ID sign-in at any time.
• Delete your account or get a copy of your information: email us at privacy@rodexsystems.com. We'll confirm it's you first.
• Depending on where you live (for example, California), you may have additional rights, such as to know what we collect, to delete it, to correct it, and not to be treated differently for using these rights. [Attorney: confirm which state laws apply and add required disclosures.]

12. Children

Rodex is for adults. You must be at least 18 to use it, and we don't knowingly collect information from children.

13. Changes to this policy

If we change this policy, we'll update the date at the top. If a change is significant, we'll tell you in the app or by email before it takes effect.

14. The Rodex waitlist

Before Rodex Personal opens to everyone, you can join a waitlist at join.rodexsystems.com. This section covers the waitlist; it will be updated when Rodex launches.

• What we collect: your email address, and if you choose to give them, your first name, your state, whether you'd use Rodex for personal or for personal and business expenses, and how you heard about Rodex. If you arrived from a link with campaign tags (such as utm_source), we keep those tags. We also record when you agreed to receive emails, the wording you agreed to, and when you confirmed your address.
• Why: to email you about early access and the launch, and to understand who is interested in Rodex. We first send you an email to confirm your address; until you confirm, we send you nothing else.
• Spam protection: the form uses Cloudflare Turnstile, which checks your browser for signs of automated abuse. We don't store your IP address with your sign-up. To limit abuse, we keep a scrambled fingerprint of your network address and email for one day.
• We never sell waitlist information or share it for advertising. Only the Rodex team and the service providers in section 8 (and Cloudflare, for spam protection) handle it.
• Unsubscribe any time with the link at the bottom of every waitlist email. To have your sign-up deleted, email privacy@rodexsystems.com. We keep waitlist sign-ups until Rodex launches or you unsubscribe or ask us to delete them, whichever comes first, then delete them within [90] days unless you've opened a Rodex account. [Attorney: confirm retention period.]

15. Contact us

Questions or requests: privacy@rodexsystems.com. Rodex Systems, Inc., [mailing address].