Corporate Manager Privacy

Receipt Processing

When automatic receipt processing is enabled, an uploaded receipt is sent to Google's paid Gemini API to extract its contents and suggest item classifications. Documents may contain supplier details, transaction information and personal information. Do not upload documents you are not authorized to share. You can turn off receipt processing in the receipt editor and enter the fields manually.

Google states that inputs and outputs supplied through the paid API are not used to improve its products. Limited retention for abuse prevention and legal requirements may apply, and processing may occur outside Canada. Google's API terms describe its handling of paid-service data.

Processing does not approve a receipt or post accounting entries. Item categories and capital-asset classes are suggestions; an authorized reviewer is responsible for checking them. Canceling the editor does not recall a document that has already been sent for processing.

Storage And Access

New receipt attachments are converted to compressed PNG images and saved to private corporation records when you save the form. Each PDF or multi-page image page is retained as a separate PNG linked to the same receipt. Uploaded source files are not additionally stored; their names and hashes remain in the audit history. PDF conversion rasterizes text, annotations, and page content and does not preserve embedded files or digital signatures. Keep the source document if those features matter. Existing attachments retain their original stored format.

Pending extracted results remain eligible for saving for 24 hours, allowing the server to validate their source. Expired results are removed on subsequent processing requests, so physical deletion may occur later. Saved records retain item classifications, review history and access-controlled attachments. Corporation permissions govern access and changes. Audit records are retained independently of canceled forms.

Questions And Requests

Contact Polywinkle support for privacy questions or access and correction requests. Financial records may need to be retained for legal obligations. The website privacy notice also applies to site access and account services.