Privacy Policy

At Receipt Vision OCR ("we," "our," or "us"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our OCR API service and website.

Key Principle: We only collect and process the minimum amount of data necessary to provide our OCR services effectively and securely.

Information We Collect

1. Account Information

When you create an account, we collect:

Email address (required for account creation and communication)
Name (for account identification and billing)
Password (encrypted and securely stored)
Billing information (processed securely through Stripe)

2. API Usage Data

To provide our OCR services, we collect:

Images and documents you submit for processing
API keys and authentication tokens
Usage statistics (number of requests, processing times)
IP addresses and request logs for security and debugging

3. Technical Information

We automatically collect:

Browser type and version
Device information and operating system
Cookies and similar tracking technologies
Website usage analytics (via privacy-friendly tools)

Document Processing: Images submitted for OCR processing are temporarily stored during processing and automatically deleted after 30 days unless you request earlier deletion.

How We Use Your Information

1. Service Provision

Process your documents through our OCR technology
Maintain and improve our API services
Provide customer support and technical assistance
Send service-related notifications and updates

2. Account Management

Authenticate users and maintain account security
Process payments and manage billing
Track usage and credit consumption
Enforce our terms of service

3. Service Improvement

Analyze usage patterns to improve our services
Develop new features and capabilities
Ensure system security and prevent abuse
Comply with legal and regulatory requirements

We Do NOT:

Sell your personal information to third parties
Use your documents for advertising purposes
Share your data with competitors
Access your processed documents without permission

Data Security & Protection

Security Measures

We implement industry-standard security measures to protect your data:

Encryption: All data transmitted to and from our services is encrypted using TLS 1.2+ protocols
Access Controls: Strict access controls limit who can access your data
Monitoring: Continuous monitoring for security threats and unauthorized access
Infrastructure: Secure cloud infrastructure with regular security audits
Data Minimization: We only retain data as long as necessary for service provision

Data Retention

Processed Images: Automatically deleted after 30 days
Account Data: Retained while your account is active
Usage Logs: Kept for 12 months for security and analytics
Billing Records: Retained for 7 years for tax and legal compliance

International Transfers

Your data may be processed in countries outside your residence. We ensure appropriate safeguards are in place for international data transfers, including:

Adequacy decisions by relevant authorities
Standard contractual clauses
Binding corporate rules

Your Privacy Rights

You have the following rights regarding your personal data:

1. Access & Portability

Request a copy of your personal data
Download your data in a machine-readable format
Understand how your data is being processed

2. Correction & Updates

Correct inaccurate personal information
Update your account details at any time
Complete incomplete data records

3. Deletion

Request deletion of your personal data
Close your account and remove associated data
Withdraw consent for data processing

4. Processing Restrictions

Object to certain types of data processing
Restrict how we use your data
Opt-out of marketing communications

Exercise Your Rights

To exercise any of these rights, please contact us at [email protected] or through our contact form. We will respond to your request within 30 days.

Refund Policy

Credit-Based Service

Receipt Vision OCR operates on a credit-based system where you purchase credits to process documents. Our refund policy is designed to be fair while maintaining service integrity.

1. Eligible Refunds

You may be eligible for a refund in the following circumstances:

Service Downtime: Extended service outages exceeding 24 hours
Technical Issues: Systemic failures affecting processing quality
Billing Errors: Incorrect charges or duplicate transactions
Account Disputes: Unauthorized usage of your account

2. Refund Process

Request Window: Refund requests must be submitted within 30 days of the charge
Documentation: Provide details about the issue and any supporting evidence
Investigation: We will investigate your request within 5-7 business days
Resolution: Approved refunds are processed within 10 business days

3. Non-Refundable Items

The following are generally not eligible for refunds:

Successfully processed documents and consumed credits
Service cancellations after credit usage
User errors in document submission or API usage
Third-party service interruptions beyond our control

4. Partial Refunds

In cases where service issues affected only a portion of your usage, we may offer:

Pro-rated refunds based on affected processing
Credit bonuses to compensate for service issues
Extended service credits for future use

Fair Usage: All refund requests are evaluated on a case-by-case basis. We reserve the right to refuse refunds for accounts showing patterns of abuse or misuse.

Dispute Resolution Policy

Our Commitment

We are committed to resolving disputes fairly and efficiently. This policy outlines the process for addressing disagreements related to our services, billing, or terms of use.

1. Initial Resolution Process

Step 1: Direct Contact

Contact our support team at [email protected]
Provide detailed information about your dispute
Include relevant documentation or evidence
Response time: Within 48 hours

Step 2: Formal Review

If initial contact doesn't resolve the issue, request a formal review
Our management team will investigate thoroughly
You'll receive a detailed response within 7 business days
May include phone consultation if needed

2. Escalation Process

Internal Escalation

Unresolved disputes are escalated to senior management
Independent review by personnel not involved in the original decision
Final internal decision provided within 14 business days

External Mediation

For disputes exceeding £500 or complex issues
Independent third-party mediation available
Costs shared equally between parties
Binding resolution process

3. Types of Disputes Covered

Billing Disputes: Incorrect charges, billing errors, payment issues
Service Quality: Processing accuracy, service availability, performance issues
Account Issues: Access problems, suspension disputes, terms violations
Data Concerns: Privacy issues, data handling, security incidents

4. Resolution Options

Depending on the dispute, resolutions may include:

Full or partial refunds
Service credits or bonuses
Account reinstatement
Service improvements or modifications
Data correction or deletion

5. Legal Considerations

Governing Law: Disputes are governed by UK law
Jurisdiction: UK courts have exclusive jurisdiction
Limitation Period: Disputes must be raised within 12 months
Small Claims: Disputes under £10,000 may be handled in small claims court

Dispute Contact Information

Email: [email protected]
Address: 9 West Street, Congleton, Cheshire, CW12 1JN
Phone: Available upon request for complex disputes

Please include your account details and a clear description of the dispute when contacting us.

Contact Information

If you have questions about this Privacy Policy, Refund Policy, or Dispute Policy, please contact us:

General Inquiries

[email protected]
www.receiptvision.com/contact

Privacy & Data Protection

[email protected]
Data Protection Officer

Privacy & Policy Center