Privacy and Google data use

Natoe Personal Reimbursement · Updated 2 October 2026

This application is a private reimbursement workspace for its owner. Google sign-in restricts access to the authorised personal email. Gmail, Drive and Sheets connections require separate Google consent.

Information accessed and collected

Google sign-in verifies account identity. Connected Gmail inboxes are searched for receipts, invoices and payment alerts. Candidate messages, email headers and relevant attachments are read to extract merchants, amounts, currencies, dates, invoice references and masked payment-account details. Original supporting messages and files are retained with expense records, including documents that need manual review.

The application reads supporting files in the owner's reimbursement Drive folder and its relevant subfolders. Manual uploads and owner-entered account classifications, business purposes, declarations and review decisions are also stored. The account register asks for masked identifiers rather than full card or account numbers; original documents may contain additional personal information.

How information is used

Information is used to identify and match expenses, prevent duplicates, distinguish personal and company payments, collect supporting documents, calculate separate currency totals and prepare monthly reimbursement records. Daily snapshot emails are sent through the connected personal Gmail account to the authorised owner's personal address when requested or enabled. Gmail access does not delete messages or change their labels.

Confirmed expenses can be archived in the owner's Google Drive and reflected in monthly Google Sheets. Monthly claim packages can be downloaded for the owner to submit to RazorpayX Payroll. This application does not automatically submit claims or transfer data to Razorpay.

Storage, access and sharing

The private expense ledger, original supporting files, audit records and frozen monthly packages are stored on the configured Oracle server. Google OAuth tokens are encrypted before storage. Server sessions use random tokens whose hashes are stored on the server, with an HTTP-only authentication cookie in the browser.

Application access and supporting-document downloads require the authorised owner's sign-in. Server administrators with access to the hosting environment may also access retained records. Copies written to Drive or Sheets follow the permissions of those Google files; snapshot copies remain in the relevant Gmail accounts. Google and the hosting provider process information needed to provide their services.

Google data is used only for the reimbursement features described here. It is not sold, used for advertising or shared with data brokers, and this application does not send Google data to an AI model or use it to train one. Use and transfer of Google API information follow the Google API Services User Data Policy, including its Limited Use requirements.

Retention and control

Expense records and original documents are retained for the owner's reimbursement history until the owner or server operator removes them. Closing a month preserves a frozen claim package; it does not delete the underlying records. There is currently no automatic retention period or in-app bulk deletion feature.

The owner can log out to invalidate the current application session and can revoke Google access through Google Account connections. Revoking Google access stops future authorised access after existing access tokens expire, but does not remove copies already stored on the server, in Drive, in Sheets or in Gmail. Removal of server records and backups must be arranged with the application owner; Google copies must also be removed from their respective accounts.

For data-access, correction or deletion requests, contact the application owner at rdeshmukh@gmail.com.