Privacy Policy

Last updated: 21 October 2026

Direceipt is in a private pilot and not yet open to the public. This policy describes how we handle data in the product as it operates today and as features become available to you.

Who we are

Direceipt is operated by Dian Motors Inc., 228 Hunt Club Road, Unit 201, Ottawa, Ontario K1V 1C1, Canada. Contact: privacy@direceipt.ai.

What Direceipt does

Direceipt finds receipts that are missing from your QuickBooks Online records. It connects to your QuickBooks company and to email mailboxes you authorize, imports purchase transactions from the start date you choose, finds the ones with no receipt attached, finds the matching receipt in those mailboxes, in receipts you forward or photograph, or in files you upload, and attaches it to the QuickBooks transaction.

What Direceipt changes in QuickBooks, and when:

• Attaching a receipt. When you approve a match, the receipt file is attached to the transaction. Automatic approval is off until an administrator of your organization turns it on; when on, a match is attached without waiting for you only when the amount, date, merchant, and payment card all agree, and every such attachment is recorded in the activity log and can be undone.
• Filling empty fields. When it attaches a receipt, Direceipt may fill fields of that transaction from the receipt: the tax code, payee, category, reference number, line description, and additions to the memo. Each field is off until an administrator of your organization turns it on. Only empty fields are filled; a field already set in QuickBooks is never overwritten, and a reconciled transaction is never changed. Every change is recorded and shown with the transaction.
• At your direction. When you choose to record a receipt that has no matching transaction, Direceipt creates the expense, and the vendor if you choose to create one. When you approve a match to a line from a bank or card statement you imported, Direceipt records that purchase. When you change a transaction's category or add a note to it in Direceipt, it updates that transaction's category or memo.
• Undo. Undoing an attachment removes the file Direceipt attached. Direceipt never deletes transactions or anything it did not add.

QuickBooks remains the system of record.

Information we process

Account information

Your name, email address, and organization membership. Authentication is handled by WorkOS; we do not store passwords. For each sign-in session we keep the IP address and the browser or device it came from, until 30 days after the session ends, to protect your account.

QuickBooks data

Transaction date, amount, currency, vendor, account coding, document number, memo, and the files already attached to a transaction, which are read so that a purchase that already has its receipt is not reported as missing. We also read your chart of accounts and vendor list. We import only what is needed to identify missing receipts and show them for review.

Files you upload and statements you import

Receipt photos and files you upload, and the lines of bank or card statements you import (date, amount, currency, and the bank's description).

Email data

For each mailbox you connect (Gmail through Google's read-only gmail.readonly scope, or another provider such as iCloud Mail through an app password you create), we read the messages that arrive after you connect it, and the messages in any date range you ask us to scan. Each message is sorted into receipts and everything else.

For every message read, we store a short index entry: its message identifier, the date it arrived, its subject, its sender, whether it has an attachment, and whether it is a receipt. For a message that looks like a receipt, the entry also holds the merchant, amount, currency, and date read from it, and any link it gives to the receipt. We do not store the body or the attachments of messages that are not receipts.

For messages that are receipts, we also store:

• the receipt file itself;
• minimized message metadata for provenance — message and thread identifiers, the date the message arrived, its subject, its sender, and the addresses it was sent to. Recipient addresses are kept so we can tell you when a receipt was addressed to a different company than the one you are reviewing;
• fields read from the text of the email itself — the merchant, the amount and its currency, and the last four digits of a payment card where the message shows them, and the amount, tax, date, and merchant read from the receipt file, with the other details it prints: the merchant's address, phone and GST/HST number, order or invoice number, line items, tip, and how it was paid.

When an email links to its receipt instead of attaching it, Direceipt fetches the linked receipt from the merchant's site.

We do not keep copies of messages that are not receipts, or access contacts, calendar, or any other Google service.

Automated reading with AI

Direceipt uses Anthropic's Claude models to do the reading described above: to sort messages by their subject, sender, and opening lines; to read likely receipts and receipt files; to check a proposed match against the transaction it would be attached to; and to summarize how your books are coded, from your account names, vendors, and totals, so receipts are categorized the way you do. Only the content needed for each step is sent. Anthropic processes it to return the result to us and, under its commercial terms, does not use it to train its models.

Usage and audit records

Every connection change, synchronization, approval, rejection, and attachment is recorded with the acting user and a timestamp. This record is what makes the system auditable. It contains identifiers and summaries — never message content or credentials.

How we use it

Only to provide the service: finding candidate receipts, showing you why a candidate matched, letting you approve or reject it, and attaching approved files to QuickBooks. Plus security, fraud prevention, support, and legal compliance.

We do not sell your data, use it for advertising, or use it to train generalized artificial intelligence or machine learning models.

Google user data

Direceipt's use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

• We request read-only Gmail access. We never send, modify, label, or delete mail.
• Gmail data is used only to provide the receipt-matching and attachment features described above.
• Gmail data is not transferred to others except as needed to provide those features, to comply with law, or as part of a merger or acquisition with notice to you.
• Gmail data is not used for advertising and is not sold.
• Gmail data is not used to develop, improve, or train generalized artificial intelligence or machine learning models.
• Humans at Direceipt do not read your email data except with your explicit consent for a specific support request, where required by law, or in aggregated and anonymized form for internal operations.

Who else processes your data

• WorkOS — authentication and identity
• Intuit — the QuickBooks Online integration, at your direction
• Google — Gmail access, at your direction
• Apple or another mail provider — mailbox access through an app password, at your direction
• Anthropic — the AI models that read messages and receipts, as described above
• Cloudflare — receives receipts you forward to your Direceipt email address
• Resend — delivers the emails Direceipt sends: invitations to join an organization, and reminders to a cardholder listing their purchases that still need a receipt
• Our cloud hosting provider — application hosting, storage, and databases

We will give notice before adding a processor that handles your content. A current list is available on request from privacy@direceipt.ai.

Security

Data is encrypted in transit. Credentials for connected accounts — including OAuth access and refresh tokens — are encrypted at rest with authenticated encryption, and are never written to logs.

Each organization's records are isolated at the database layer, enforced independently of the application, so one customer cannot reach another's data even if application code is wrong.

No system is perfectly secure. We will notify affected users and the Office of the Privacy Commissioner of Canada of any breach creating a real risk of significant harm, as PIPEDA requires.

How long we keep it, and deletion

Disconnecting a connected account revokes its credentials and stops all synchronization immediately. You may request deletion of your stored content at any time by writing to privacy@direceipt.ai, and we will confirm when it is complete.

A receipt you discard is kept for 30 days, then its file is deleted. Audit records are kept longer than content, because they are the accountability record; they contain no message content.

Where your data is held

Data is held with our cloud hosting provider. Some processors may handle data outside Canada; where they do, we rely on contractual protections. Data processed outside Canada may be subject to the laws of those jurisdictions.

Your rights

Under PIPEDA and applicable provincial law you may request access to your personal information, correction of inaccuracies, deletion, a copy in portable form, or withdrawal of consent — which you can do at any time by disconnecting an account. Contact privacy@direceipt.ai; we respond within 30 days.

You may also complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Children

Direceipt is a business tool, not directed to anyone under 18, and we do not knowingly collect their information.

Changes

We will post changes here and update the date above. Material changes affecting how we handle email data will be notified in advance.