Privacy Policy

Last updated: 28 September 2026

ExpenseFlow ("we", "us") operates this website and web application. The short version: your records are stored in your own private account so the same workspace appears on every device you sign in from, and they are visible only to the people you add to that workspace. We do not read them for advertising, sell them, or share them with anyone else. The rest of this policy explains the details.

1. What we do NOT collect

We run no behavioural analytics on your entries and no advertising personalisation. We never collect your expenses, incomes, settlements, budgets, workspace names, member names, amounts or notes beyond what is needed to show them to your own workspace members. Your password is handled only by our sign-in provider (Firebase Authentication), which stores a salted hash — nobody, including us, stores the password itself in readable form.

2. What is stored for your account

To let you sign in from a phone and a laptop, the application keeps, in a database hosted on Google Cloud: your email address and hashed password; the unique username and display name you choose; each workspace's entries, members, categories, budgets, settlements and join requests; and one-to-one chat messages between members who message each other. Your browser also keeps a local copy so the interface stays fast and works while you are briefly offline; that copy is a mirror of your account, not a separate record.

Access is enforced per record: a member of one workspace cannot list, read or guess the documents of another workspace, and only the owner or an admin of a workspace can add or remove people and change roles. Workspace data becomes readable to a person only after an owner or admin approves them.

3. Information you send us voluntarily

If you email us through the contact page, we receive your name, email address and message for the purpose of replying. We do not add you to any marketing list, and support emails are deleted when they are no longer needed.

4. Cookies and third-party advertising

The application itself sets no tracking cookies; it keeps your sign-in state in your browser so you stay logged in. If advertising (such as Google AdSense) is enabled on this website, Google and its certified third-party technology partners may use cookies to serve ads based on your prior visits to this or other websites.

Google's use of advertising cookies enables it and its partners to serve ads based on your visit to this site and/or other sites on the Internet. You may opt out of personalised advertising by visiting Google Ads Settings. You can also opt out of some third-party vendors' use of cookies for personalised advertising by visiting www.aboutads.info/choices/ or the EU-specific www.youronlinechoices.eu.

5. Children's privacy

ExpenseFlow is a general-purpose tool for households and organisations and is not directed at children under 13. We do not knowingly collect personal information from children; a workspace's records are entered by its own adult members.

6. Data security

Records travel over HTTPS and are stored in a database whose access rules are checked on the server for every read and write, so an unauthorised account cannot list them even if it knew a workspace's identifier. Sign-in requires a confirmed email address. You can add further protection on a shared device by signing out when you finish. If you would rather keep a workspace entirely on one device, you can still use the sample-data mode, which stores nothing on the server.

7. Your rights

Under GDPR and similar laws you have rights of access, rectification, erasure and portability. For ExpenseFlow these are exercised directly in the app: export everything (Settings → Data & backup), edit or delete any record, delete a workspace you own, or ask us to close your account and remove its remaining data by emailing support@your-domain.example.

8. Changes to this policy

If this policy changes materially, the "last updated" date above changes and a notice appears on the home page. Continued use after that constitutes acceptance.

9. Contact

Questions about this policy: support@your-domain.example. See also our Terms of Service and Disclaimer.