Privacy Policy

Last updated: July 9, 2026

This Privacy Policy describes how ReimburseFlow (ReimburseFlow Digital Solutions Limited) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly. This policy explains what information we gather, how we use it, and your rights regarding your data.

Who We Are

We are a digital solutions company providing expense report digitization and approval workflow services for Ottawa corporate offices. We operate a paperless reimbursement platform designed to streamline expense management and approval processes. As the data controller, we are responsible for ensuring that your personal information is processed fairly, lawfully, and transparently in accordance with applicable privacy regulations.

Information We Collect

We collect information in several ways:

Account Information: When you register, we collect your name, email address, phone number, job title, company name, and other business-related details.
Expense Data: Information about expenses you submit, including receipts, vendor details, amounts, dates, and business purposes.
Usage Data: Information about how you interact with our platform, including login times, pages visited, features used, and device information.
Cookies and Tracking: We use cookies and similar technologies to enhance your browsing experience and understand platform usage patterns.
Communications: When you contact us, we retain your messages, inquiries, and our responses.

Legal Basis for Processing

We process your personal information based on the following legal grounds:

Consent: Where you have explicitly consented to specific data processing activities, such as receiving marketing communications.
Contract Performance: Processing necessary to provide our expense management services and fulfill our obligations to you.
Legal Obligation: When required by law, such as tax regulations or financial reporting requirements.
Legitimate Interest: Where we have a legitimate business interest in processing your data to improve our services, prevent fraud, and ensure platform security.

How We Use Your Information

We use the information we collect for the following purposes:

Providing and maintaining our expense management platform
Processing expense reports and reimbursement approvals
Personalizing your user experience and interface
Improving our services through analytics and usage insights
Communicating with you about your account and service updates
Preventing fraud and ensuring platform security
Complying with legal and regulatory obligations
Responding to your inquiries and support requests

Data Retention

We retain your personal information for specific periods based on the type of data and our business needs:

Account Information: Retained for the duration of your account plus 24 months after account termination or last activity.
Expense Records: Retained for 7 years to comply with Canadian tax and financial regulations.
Contact Form Messages: Retained for up to 24 months after your last interaction with us.
Usage and Analytics Data: Retained for up to 14 months to analyze platform performance and user behavior.
Server Logs: Retained for up to 12 months for security and troubleshooting purposes.
Marketing Communications: Retained until you unsubscribe, then deleted within 30 days.

Your Privacy Rights

You have the following rights regarding your personal information:

Right of Access: You can request access to the personal information we hold about you.
Right to Correction: You can request that we correct inaccurate or incomplete information.
Right to Deletion: You can request deletion of your personal information, subject to legal retention requirements.
Right to Data Portability: You can request your information in a structured, commonly used format.
Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.
Right to Lodge a Complaint: You have the right to lodge a complaint with the Privacy Commissioner of Canada regarding our data handling practices.

Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience on our platform. Cookies help us remember your preferences, authenticate your sessions, and analyze how you use our services. We use both session-based cookies (deleted when you close your browser) and persistent cookies (stored for longer periods). You can control cookie settings through your browser preferences, although disabling certain cookies may affect platform functionality. For detailed information about cookie usage, please refer to our Cookie Policy.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These include encryption of data in transit and at rest, secure authentication mechanisms, regular security audits, and restricted access to personal information. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security. We encourage you to protect your account credentials and report any suspicious activity immediately.

Third-Party Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information with trusted service providers who assist us in operating our platform and delivering services, such as payment processors, hosting providers, and analytics companies. These partners are contractually obligated to use your information only for the purposes we specify and to maintain confidentiality. We may also disclose information when required by law or to protect our rights, safety, and property.

International Data Transfers

Our platform operates in Canada, and your information is primarily stored and processed within Canadian jurisdiction. If we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with applicable privacy laws. By using our services, you consent to the collection and processing of your information as described in this policy.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by updating the "Last updated" date and, where appropriate, by providing additional notice. Your continued use of our platform following updates constitutes your acceptance of the revised policy. We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:

Email: [email protected]

Phone: +1 613 746 2891

Address: Wellington Street 450, Ottawa, K1A 0A9, Canada

We are committed to responding to all inquiries within 30 days and will work with you to resolve any privacy concerns.