Privacy Policy

1. Introduction

Expense Reports Homegrown ("the Application") is an internal expense management system operated by Renewal Initiatives. This privacy policy explains how we collect, use, and protect your information when you use the Application.

2. Information We Collect

Account Information

We receive your name, email address, and role information from our authentication provider (Zitadel) when you sign in with your Renewal Initiatives credentials.

Expense Data

We collect expense report information you submit, including:

• Expense amounts, dates, and descriptions
• Receipt images you upload
• Mileage information (addresses, distances)
• Category and project assignments

3. Financial System Integration

This Application connects to our financial system to:

• Read GL accounts and funding sources for expense categorization
• Submit approved expense reports for GL posting and payment processing

Data Shared

When an expense report is approved, the following data is shared with the financial system:

• Expense amounts, dates, and descriptions
• Selected GL account and funding source per line item
• Employee identifier for payment processing

4. Data Storage and Security

Your data is stored securely using:

• Vercel Postgres database with encryption at rest
• Vercel Blob storage for receipt images (signed URLs)
• HTTPS encryption for all data in transit
• Role-based access controls

5. Data Retention

Expense reports and associated data are retained indefinitely for accounting and audit purposes. Receipt images are stored as long as the associated expense report exists. You may request deletion of your data by contacting your administrator.

6. Third-Party Services

We use the following third-party services:

• Zitadel - Authentication (SSO)
• Anthropic (Claude Vision) - Receipt data extraction
• Google Maps - Mileage distance calculation
• Vercel - Hosting, database, and file storage

Each of these services has their own privacy policies governing their use of data.

7. Access and Sharing

Your expense data is accessible only to you and administrators of the Application. Approved expense reports are submitted to our financial system for GL posting and payment processing. We do not sell or share your personal information with third parties for marketing purposes.

8. Contact

For questions about this privacy policy or your data, please contact your system administrator or email: admin@renewalinitiatives.org

9. Changes to This Policy

We may update this privacy policy from time to time. Changes will be posted on this page with an updated revision date.