Terms of use and privacy

1. Using Expense Manager

You need an Otigen account and access to Expense Manager. Keep your sign-in details secure. You are responsible for what happens in your account.

3. Acceptable use

Only upload receipts and documents you are entitled to use. Do not upload anything unlawful or unrelated to expenses, try to access anyone else's data, or try to disrupt the service.

4. Limits

Your access may include a monthly number of receipt reads. When you reach it, you can still enter receipts by hand, and reading resets on the first day of the next month.

5. Availability and changes

We aim to keep Expense Manager available and working, but it may sometimes be unavailable, and features may change. We will give reasonable notice of significant changes where we can.

6. Fees

Expense Manager starts with 30 days free, with no card needed. After that it costs $7.99 a month or $79 a year, or it comes with the Sole Trader Bundle at $19.99 a month or $199 a year, which also includes Otigen Invoicing and Otigen Connect. Prices are in Australian dollars and include GST. Stripe takes your payment, and we never see your full card number.

A plan renews automatically until you cancel. You can cancel at any time under Billing in Settings, and you keep access until the end of the period you have paid for. If a payment fails, you have 7 days to update your card before access stops. If you pay with more than 2 days of your free trial left, the first charge comes when the trial would have ended.

When your trial or plan ends, your receipts stay in your account and you can still use Download my data or delete your account. Receipts you forward are not saved until you choose a plan. We do not refund part of a period, except where the Australian Consumer Law requires it. A full refund ends the plan straight away. We will tell you before any price changes.

7. Ending your use

You can stop using Expense Manager at any time and delete your receipts in Settings, under Your data. To close your Otigen account entirely, go to Settings > Security > Delete my account. Use Download my data on the same page first if you want a copy. We may suspend or end access if these terms are breached, with notice where reasonable.

8. Liability

To the extent the law allows, Otigen is not liable for indirect or consequential loss, or for loss caused by relying on details read by AI without checking them. Nothing in these terms limits your rights under the Australian Consumer Law.

9. Governing law

These terms are governed by the laws of Queensland, Australia.

What we collect

• Your account details, such as your name and email address.
• The receipts you upload (photos and PDFs) and the details read from them, such as merchant, ABN, date, amounts, GST and any payment details printed on the receipt.
• Your comments, entities (names and ABNs), categories and settings.
• Usage records: when receipts were read, how many, and the size of each AI request. We use these to apply limits and manage costs. They do not contain receipt details.
• Whether each receipt email was sent.
• Emails you forward to your Expense Manager address. That email is received and processed by Resend. We keep the receipt we make from it, and a short record of each forwarded email (the sender's address, the subject and whether it was saved). We do not keep the rest of the email, except as explained under Forwarded emails.

How we use it

To read your receipts and fill in the details, store and show your records, send the receipt emails you ask for, apply limits, and provide support and fix problems. We do not sell your information or use it for advertising.

AI reading

When you choose Read receipt, the photo or PDF, your comment, the file name and your entity and category names are sent to Anthropic, the company that makes Claude, to read the receipt. Under Anthropic's commercial terms this data is not used to train its models, and Anthropic deletes it within 30 days unless it must keep it longer for safety or legal reasons. A receipt created from a forwarded email is read the same way.

Who stores and processes your data

We use these service providers: Supabase (sign-in, database and file storage), Vercel (website hosting), Anthropic (AI reading), Resend (sending emails, and receiving receipt emails you forward), Microsoft (OneDrive, only if you connect it) and Google (Google Drive, only if you connect it). Some of them store or process data outside Australia, including in the United States.

Forwarded emails

If you forward a receipt or invoice to your Expense Manager address, that email is received and processed by Resend. We use it only to create the receipt (the attachment, or a PDF of the email text when there is no attachment) and the details read from it. Only the receipt is kept. The email content is not used for anything else.

If the sender is not on your Also accept from list, the receipt is not saved. We email you a notice with an "Add and save" link instead. So that link works, the email and its attachments are held for up to 7 days. If you use the link, the sender is added to your list and the receipt is saved. After 7 days, or once the link has been used, the held email is deleted.

Receipts you add to a trip

If you add a receipt on the Receipts tab of a trip in Otigen Trips, it is saved in your Expense Manager like any other receipt, and it follows your save choices. The trip's organiser and editors can also see its merchant, date, total, comment and file, and that you added it. They can't change or delete it. They stop seeing it if you delete it, leave the trip or become a traveller on it. If the trip is deleted, the receipt stays in your Expense Manager.

Your save choices

In Settings you choose where receipts go:

• Save in Otigen: details and photos are kept in Otigen until you delete them. Review and search need this.
• Email with attachment: the receipt summary and photo are emailed from noreply@otigen.com.au to the address you choose, and to any extra recipient you set on an entity. Otigen does not keep a copy of the email. Once delivered, it is held by your email provider. A claim pack PDF is emailed the same way, only when you choose Email it.
• If Save in Otigen is off, the receipt and photo are deleted from Otigen once every destination you turned on has succeeded (email, and OneDrive or Google Drive if you use them), or within about a day if one of them could not be completed.

Save to OneDrive, if you connect it, puts a copy of each receipt in an app folder only Expense Manager can access, sorted by Australian financial year. A spreadsheet log of those receipts is kept in each year's folder. Your Microsoft sign-in token is stored encrypted. Turn Save to OneDrive off in Settings to disconnect. Files already saved stay in your OneDrive.

Save to Google Drive, if you connect it, puts a copy of each receipt in a folder Expense Manager creates in your My Drive, sorted by Australian financial year. A spreadsheet log of those receipts is kept in each year's folder. Google Drive access is limited to files and folders Expense Manager creates. Your Google sign-in token is stored encrypted. Turn Save to Google Drive off in Settings to disconnect, which also revokes that sign-in. Files already saved stay in your Google Drive, and you can move or rename the folder without stopping new receipts from arriving there.

Keeping and deleting

Receipts are kept until you delete them. When you delete a receipt, it is hidden straight away and left out of every list, export and claim pack, so you can undo the delete. It and its photo are permanently removed by a daily cleanup after 7 days. Delete all receipts, under Your data in Settings, removes your receipts and photos straight away. Our database provider's backups may hold copies for a short period before they are overwritten. Usage records, which hold no receipt details, are kept to manage limits and costs.

Delete my account, in Settings > Security, removes your receipts, photos, settings, usage records and the rest of your Otigen account straight away. Copies already saved to your email, OneDrive or Google Drive stay there, because they are in your own accounts.

Security

Your receipts and photos are only accessible from your account. Files are stored privately, and data is encrypted in transit. No system is completely secure, so please keep your sign-in details safe.

Access, correction and complaints

You can get a copy of your information at any time with Download my data, in Settings > Security. It includes your receipts, photos, entities, categories and settings. You can correct receipt details by editing them. To ask for anything else, correct your information, or make a complaint, email support@otigen.com.au. We aim to respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.