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Privacy Policy
Last updated: November 6, 2026
Capplio is an app that keeps track of the receipts and supplier invoices your business receives. This policy explains what information Capplio collects, why, who it is shared with, and the choices you have. "Capplio", "we" and "us" means [Capplio legal business name].
The short version
- Your receipts are visible only to the people in your business on Capplio. Staff see only the receipts they added.
- We never sell your receipts, your business name, your suppliers' names or anything that identifies you.
- Item prices are combined, without names, into market averages (Market Price Check). Those anonymous averages may be shared or sold. You can turn price sharing off at any time.
- You can delete receipts or your whole account whenever you like.
What we collect
Your account
Your name, email address, password (stored only as a secure hash) or the account you sign in with (Apple or Google), your language, and the businesses you belong to and your role in each.
Your receipts and invoices
Photos, PDFs and emails you add, and what is read from them: supplier name and details printed on the receipt (such as address and tax number), dates, totals, taxes, payment method and the last four digits of a card if printed, and each item with its quantity and price. We also record who added each receipt and when.
Emails, when you choose to connect them
- Forwarding: emails you forward to your Capplio address are read to find receipts. Emails that are not receipts are not kept as receipts.
- Outlook / Microsoft 365: if you connect your inbox, Capplio has read-only access. It looks only at messages that appear to be receipts or invoices, from the period you choose. You can disconnect at any time in the app.
Photos on your phone
If you turn on "Find receipts in my photos", new photos are checked on your phone. Nothing is uploaded until you choose which receipts to import.
Connected services you choose
If you connect Google Drive, OneDrive or Google Sheets, Capplio can only see and change the files and folders it creates there, nothing else in your storage.
Usage and device information
Basic information needed to run the service and fix problems, such as error reports, app version and the number of AI scans used.
This website
capplio.com does not use cookies or advertising trackers. We count visits with Cloudflare Web Analytics, which works without cookies and does not follow you across other websites.
How we use it
- To provide Capplio: store, read and organise your receipts, show reports, taxes and exports, and keep your team's access correct.
- To read receipts with AI. Receipts are sent to our AI provider for reading. We use a paid service under terms that do not allow the provider to train its models on your receipts.
- To send emails you ask for or that the service needs: sign-in codes, team invitations and important account notices.
- To produce anonymous market price averages (see below).
- To keep Capplio secure, prevent misuse and meet legal obligations.
Market Price Check and anonymous price data
Item prices from receipts (for example "flour, 20 kg bag, $23.99") are combined with prices from other businesses to calculate market averages by product, region and month. An average is only shown once at least 5 different businesses and 3 different suppliers have bought the product, so it cannot reveal one company's prices. Business names, supplier names, people and receipts are never included.
We keep a long-term, anonymous record of these prices, which stays after receipts or accounts are deleted, and the combined, anonymous averages may be shared with or sold to other companies, such as suppliers and market researchers. We never share or sell anything that identifies you, your business or your suppliers.
Your choice: price sharing is on by default. You can turn it off at any time in Settings → Share prices anonymously. When it is off, your prices are left out of the averages and of anything shared, including earlier prices, and Market Price Check is turned off for your business. Where the law calls this a "sale" of information (for example in California), turning sharing off is how you opt out.
Who we share information with
We use trusted service providers to run Capplio. They may only use your information to provide their service to us:
- Supabase: database, file storage and sign-in (servers in the United States).
- Google (Gemini API): reading receipts with AI.
- Cloudflare: receiving forwarded emails, and this website.
- Resend: sending emails.
- Microsoft and Google: only when you connect Outlook, OneDrive, Google Drive or Google Sheets.
- Apple and Google: app store purchases, which they process; we do not receive your card details.
Inside your business on Capplio, owners and admins can see all of the business's receipts; staff see only their own. We may also disclose information if the law requires it, or as part of a sale or merger of our business, in which case this policy continues to apply.
Where your information is stored
Capplio's data is stored in the United States. If you are outside the United States, your information is transferred there and may be accessible to authorities there under its laws.
How long we keep it
We keep your receipts and account for as long as your account is open. When you delete a receipt it is hidden right away and removed from our systems within 30 days, except the anonymous price record described above. When you delete your account, your receipts, files and personal information are deleted within 30 days, except where the law requires us to keep something longer. Backups are overwritten on a rolling basis.
Your rights
Depending on where you live (for example Canada, Quebec, California or the European Union), you can ask to access, correct, download or delete your personal information, withdraw consent, or complain to a privacy regulator. Most of this you can do in the app. For anything else, email support@capplio.com from your account's email address and we will respond within 30 days.
Security
See our Security page for how we protect your information.
Children
Capplio is for businesses and adults. It is not meant for children under 16, and we do not knowingly collect their information.
Changes
If we make important changes to this policy we will tell you in the app or by email before they take effect.
Contact
Privacy questions: support@capplio.com
[Capplio legal business name], [business mailing address]