Last updated 20th April 2021
ExpenseIn is the trading name of Mobile Dynamics Limited we are registered in England and Wales under company number 9456735. Our registered office is at 4th Floor, The Anchorage, 34 Bridge Street, Reading, RG1 2LU.
We are registered with the Information Commissioner’s Office under registration number ZA143467 and act as the data controller in the collection, use, storing, protection and transfer of your personal information. The person in charge of ensuring your data protection rights is Martyn Webster and he can be contacted at firstname.lastname@example.org.
We will collect information from you if you:
The personal data that we collect from you is your name, business or home address, email address, telephone number and IP address. If you become a user of the ExpenseIn service, we will also collect information which may be contained within expense receipts to the extent this includes your personal data.
We will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. We do not ask you to sign up to any marketing or mailing lists and will only contact you to send important notices, such as communications about purchases, product updates and changes to our terms, conditions and policies. We may also contact you for feedback on your use of our products, services, or our website. Processing for any purpose other than those specified in this policy is only done with your consent, which you are free to withdraw at any time.
The purposes and reasons for processing your personal data are detailed below:
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice, where there is a legal requirement, or in performance of our contractual requirements.
We utilise the data processors/controllers noted below who act on our behalf to provide the following processes:
Amazon Web Services act as a processor for us, providing our hosting, website security, backups and SSL certificate to ensure that our platform and your personal information is secure, protected and monitored. Our agreement with them stipulates that they hold the data in the UK and do not transfer any of your data outside the EEA.
Opayo act as processors for us in providing our card payment gateway services. The personal information you provide to us when placing an order is carried over to their secure site for processing of the payment. They also act in the capacity of data controller because you will provide some additional personal information and your credit/debit card details directly to them.
We can view the cardholder contact details through our business account with the provider, but never have access to any payment details or login information. All payment processing is carried out on the providers secure site and is fully PCI compliant.
By completing the payment process after an order, you are agreeing to have your personal information processed by Opayo. All payment functions are carried out on their secure site, which is PCI compliant and subject to their own terms and conditions; after which, you will be redirected back to us.
Klippa provide technology to assist our receipt and invoice scanning and digitalisation and are a sub-processor under the broad definition of processing contained in the GDPR.
Intercom act as a processor for us, for our on-line chat help service. Name, business name, email address and contents of the chat message are processed. Intercom, who are based in the US, have incorporated the Standard Contractual Clauses (SCCs) for transfers of personal data into their Data Processing Agreement with us.
Mailchimp act as a processor for us to communicate to you details of updates, changes to our services and issues impacting our services. First name, Last name, business name and email address are processed. MailChimp also act as the email service provider of our inbound email-to-receipt service. MailChimp, who are US based, have incorporated the Standard Contractual Clauses (SCCs) for transfers of personal data into their Data Processing Agreement with us.
Postmark act as an additional email service provider of our inbound email-to-receipt service. Postmark, who are US based, have incorporated the Standard Contractual Clauses (SCCs) for transfers of personal data into their Data Processing Agreement with us.
Except for the transfer of data to InterCom, MailChimp and Postmark for the purposes detailed above, we do not transfer personal data outside of the UK and European Economic Area.
Cookies are small text files which are transferred from our website, product or service and stored on your computer's hard drive. They are widely used in order to help websites work, or work more efficiently, as well as to provide general usage information to the owners of the site.
We only ever retain personal information for as long as is necessary and we have review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be deleted.
You have the right to access any personal information that we hold or process about you and to request information about:
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible, unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection law, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.
If we receive a request for any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
You are not obligated to provide your personal information to Mobile Dynamics Limited, however, as it is required for us to process your order(s) and meet our business obligations, we will be unable to provide you with our service without it.
We only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If you have concerns or wish to complain about how we have handled your personal information please contact Martyn Webster by email at email@example.com. If you are unsatisfied with how we have handled your information you have a right to lodge a complaint with the Information Commissioners Office.
Information Commissioner’s Office
0303 123 1113