1. Who we are
1.1 Niche Compute Ltd (company number 17424414), 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, provides Reimbsr and is the controller of your personal information. That means we decide how and why it is used, and we are responsible for protecting it under UK data protection law, including the UK GDPR and the Data Protection Act 2018. We are registered with the Information Commissioner's Office (ICO) as a data controller, registration number ZC292876.
1.2 For questions or requests about your information, email hello@reimbsr.com or write to the address above. We have not appointed a data protection officer, as the law does not require one for an organisation like ours. The person who answers that address is responsible for data protection at Niche Compute Ltd.
2. What we collect
2.1 Account. Your email address and how you sign in. If you sign in with Apple, we receive the email address Apple gives us, which may be a private relay address. If you sign in with Google, we receive your email address and the basic profile details Google shares: your name and a link to your profile picture. When you sign in and use the app, our servers also record your IP address and device type, for security, in logs kept for a short time.
2.2 Profile. Your name, grade, employer and its address, GMC number, and your travel set-up (training programme, employer and current base). We also keep the total you have recorded as paid back to you.
2.3 Expenses and evidence. What you add and what Reimbsr makes from it:
- receipt photos, PDFs and files you share to Reimbsr from other apps;
- emails sent to your personal forwarding address. If an email arrives before you have allowed AI reading (section 6.2), we keep it unread in your account's private storage until you allow it, up to 20 emails; further emails are turned away. Emails in which Reimbsr finds an expense are kept in full: sender, subject, body and images, and any image or PDF attachments (other attachments are not kept). To keep a full copy, our server also downloads images that the email links to. This can tell the sender, or a company that tracks their emails, that the email reached Reimbsr and when. Anyone who knows your forwarding address can send emails to it, so keep it private;
- the details of each expense: amount, date, description, category, rule and deadline;
- your claims, their status and what was paid, your tax relief filings, and the claim packs and evidence PDFs you make. Your claim pack shows your name, GMC number and employer.
2.4 HMRC details and your P87. Your title, date of birth, National Insurance number, home address, phone number, PAYE reference, employee number and employment history. The details you type are kept in your phone's secure storage (the Keychain on iPhone, the Keystore on Android) and are not saved to your account as separate fields. But they are printed on each P87 form you make, and a copy of each P87 PDF is saved in your account so you can open it again. If you use your home address for mileage, its postcode is used and saved as section 2.6 explains.
2.5 Payslip, P60 and P45 scans. If you scan one, the whole document is read by AI to find your employer details. If you save what was read, the document is kept in your account for future claims. These documents usually show your pay, tax and National Insurance number.
2.6 Mileage. The home and work postcodes you enter (or the address you type, if it has no postcode), your vehicle, the days you travelled, the distances and the route map. Your home postcode is saved with each journey.
2.7 Ask Reimbsr. Your questions, the answers, the sources shown, and any rating you give an answer. With each question we also use your grade, your employer, the earlier questions in the same conversation and, if you link one, the expense it is about. Please do not put other people's details, or details of your health, in a question unless you need to.
2.8 Subscription. Your plan, which store you bought it through, and its renewal and expiry dates, from Apple or Google through RevenueCat. We never see your card details.
2.9 Notifications. If you allow notifications, a push token for your phone. Notifications about forwarded emails show the expense and amount, and reminders can show headings, amounts and dates on your lock screen.
2.10 Usage statistics. These are on when you first install Reimbsr. You can switch them off at any time in Settings, under Share usage statistics. They record the onboarding steps you complete, how you sign in, when you open the plans page or tap to upgrade, when you add your first receipt, whether you allow notifications, which reminders you open, and whether you see or use the card for sharing a paid claim. With them go your phone's make, model and operating system, the app version and the screen size. To do this, the app keeps an ID and a short queue of these records on your phone. Steps you take before you create an account wait on your phone and are sent once you sign in. The statistics are linked to your account ID, but we do not send your name, email or the contents of your claims with them. We use them only to see how Reimbsr is used and to improve it, and we share them only with PostHog, which stores them for us. If you switch them off, we stop collecting them straight away. Ask us and we will delete the ones we already hold.
2.11 Crash reports. Each time you use the app, it tells Sentry, our crash reporting service, that a session started and whether it ended normally. If the app crashes or hits an error, it also sends the error details, a short record of what the app was doing just before (such as which of our servers it was contacting), your phone's model and operating system, the app version and your account ID, so we can find and fix the fault. Crash reports are set up so that they do not include your documents or the details of your claims. You can object to crash reports by emailing us, and we will tell you what we can do.
2.12 Service and security records. Your AI reading choice (when you allowed it, which version of the wording you saw, and when you last switched it off), your plan allowance counters, a log of AI reads, a log of emails sent to your forwarding address (sender, subject, attachment names and whether they were accepted), and your forwarding address, including any old ones you replaced.
2.13 When you contact us. Your messages and our replies, whether you email us, fill in our feedback form or message us on social media. The feedback form asks what is working and what is not and, only if you choose to give them, your grade and an email address for a reply. If we refund you ourselves, we also keep the payment details you give us for the refund.
2.14 Other people's information. Receipts and emails can include information about other people, such as a sender's name or a colleague on a shared booking. Section 13 explains how we handle it.
2.15 On your phone. Reimbsr keeps a copy of your account on your phone so it works without a connection, including your profile, expenses, claims and Ask Reimbsr conversations. PDFs it makes are saved in the app's own storage on your phone. When you log out, your HMRC details stay on the phone so they are there when you sign back in. They are cleared if you delete your account in the app, or if someone else signs in on that phone. On an iPhone, deleting the app may leave them in the phone's secure storage, so if you share or pass on a phone, delete your account in the app first, or reset the phone.
2.16 Tips emails. If you sign up on our website for money-saving tips, your email address, the page you signed up on, when you signed up and the wording you agreed to. This is separate from any Reimbsr account, and you do not need one.
3. Where your information comes from
Most of it comes from you. We also get some from:
- Apple or Google, when you sign in with them: your email address and, from Google, your name and profile picture;
- Apple and Google, through RevenueCat, about your subscription;
- anyone who sends an email to your forwarding address;
- Google, which tells us the distance and route between two places;
- the NHS Organisation Data Service, which gives us employer names and addresses;
- the AI, which reads details from the documents you add.
4. Sensitive information
4.1 Some of your records can show sensitive information, which the law calls special category data. The most common is trade union membership: a BMA, BDA or HCSA subscription receipt, or a union listed on your P87, shows that you are a member. A receipt or email can also mention your health.
4.2 We use this information only to keep your expense records, to prepare the claims and P87 forms you ask for, and to keep the evidence in case your employer or HMRC asks to see it. The law allows this because it is necessary for you to make, back up or defend a claim you are entitled to (UK GDPR Article 9(2)(f)).
4.3 We do not use it for anything else. It is never part of usage statistics, crash reports are set up not to include it, and our staff do not look at it unless you ask us to, for example to help with a problem.
4.4 If you do not want us to keep a record, email us and we will delete it.
5. Why we use it, and our lawful basis
| What we do | Our lawful basis |
|---|---|
| Run your account, store your records, read your documents with AI, sort and calculate, make claim packs and P87 forms, measure mileage, answer Ask Reimbsr questions, send sign-in codes, and manage your plan | Our contract with you |
| Send the notifications and reminders you have allowed | Our contract with you |
| Send the money-saving tips you signed up for on our website | Your consent. You can withdraw it at any time, as 5.2 explains |
| Keep sensitive information that appears in your records (section 4) | Our contract with you, and the legal claims condition |
| Keep other people's details that appear in your receipts and emails, as part of your records | Our legitimate interests, and yours, in keeping complete evidence for your claims |
| Keep Reimbsr secure and fair: prevent abuse, apply allowances and hourly limits, and log sign-ins, AI reads and forwarded emails | Our legitimate interests in running a safe, reliable service |
| Find and fix crashes and errors | Our legitimate interests in keeping Reimbsr working |
| Usage statistics, which are on unless you switch them off, so we can see how Reimbsr is used and improve it | Our legitimate interests in improving Reimbsr. Switching them off in Settings stops them straight away |
| Check and improve how accurately Reimbsr reads documents and answers questions, using automated checks, the corrections you make and the ratings you give. Our staff do not read your documents or questions for this unless you ask us to look at one | Our legitimate interests in giving accurate results |
| Answer your requests and complaints, and respond to lawful requests from the authorities | Legal obligation |
| Establish, exercise or defend legal claims involving us | Our legitimate interests |
| Tell you about important changes to Reimbsr, our terms or this policy | Our contract with you |
5.1 Where we rely on legitimate interests, we have weighed them against your rights and kept the information to what we need. You can object, as section 11 explains.
5.2 We send marketing emails only to people who ask for them: the money-saving tips you can sign up for on our website. Every one has a link to unsubscribe, and you can also email hello@reimbsr.com to stop them. Signing up for the app does not sign you up for these emails. We have not started sending them yet. Before we do, we will add the service that sends them to the list in 7.1 and update this policy.
5.3 Do you have to give us information? No law requires you to give us anything. But we need your email address to make your account, and Reimbsr needs the details of an expense to put it in a claim. HMRC needs your National Insurance number and the other details on the P87 to process it. If you leave something out, Reimbsr may not be able to make that claim or form.
6. How AI is used
6.1 Receipts, PDFs, shared files, forwarded emails, payslip, P60 and P45 scans, and your Ask Reimbsr questions are processed by Anthropic's Claude models running on Amazon Bedrock, in Amazon Web Services' London region. Ask Reimbsr also uses an Amazon model to search the published guidance.
6.2 Reimbsr asks your permission before it first sends anything to the AI. It tells you what is sent, why, and who receives it, and nothing is sent until you tap Allow. If you choose Not now, you can still add expenses by hand and use everything that does not need the AI, and the app asks again only when you next use an AI feature. You can switch AI reading off at any time in Settings, under AI reading. That stops new reading straight away. It does not delete what was already read: to remove that, delete the items or your account. We keep a record of your choice (section 2.12).
6.3 The AI suggests details and answers. You can check and correct the amount, date and description, and you choose what to claim and whether to send it. Once you have allowed AI reading, emails sent to your forwarding address are read and added to your Inbox automatically, unticked. Emails that arrive before then wait unread until you allow it, as section 2.3 explains. Reimbsr never sends anything to your employer or HMRC, and no decision with a legal or similarly significant effect is made about you by automated means alone.
6.4 Neither we nor Amazon use your content to train AI models, and Anthropic does not receive it.
6.5 If we change the AI model, or where it runs, we will update this policy first.
7. Who helps us run Reimbsr
7.1 These companies process information for us under contract. They may use it only to provide their part of Reimbsr, and they must protect it as we do:
| Company | What they do | Where |
|---|---|---|
| Supabase | Database, file storage, sign-in and the server functions that run Reimbsr | Database and files in London, UK. Server functions run in the Supabase region nearest to where a request comes from, which may be outside the UK. Supabase is a US company, and its support staff may access information when we ask for help or to deal with a security incident |
| Amazon Web Services (Amazon Bedrock) | Running the AI that reads documents and answers Ask Reimbsr questions | London, UK |
| Cloudflare | Receiving emails sent to your forwarding address and to hello@reimbsr.com, and passing them on. It does not store the emails, but keeps a log of delivery details such as sender, recipient, subject and time | Cloudflare's global network |
| Cloudflare | Storing the email addresses of people who sign up for tips on this website | Cloudflare's global network |
| Resend | Sending sign-in codes by email | European Union (Ireland). Resend is a US company |
| Expo | Delivering notifications. It receives the notification text, such as an expense and its amount | United States |
| Google (Firebase Cloud Messaging) | Delivering notifications to Android phones | Google's global infrastructure |
| RevenueCat | Managing subscriptions bought through the App Store and Google Play | United States |
| PostHog | Usage statistics, unless you switch them off | European Union |
| Sentry | Crash reports | European Union (Germany) |
| Cloudflare | Hosting this website | Cloudflare's global network |
| Google (Gmail) | Our email, including messages you send to hello@reimbsr.com | Google's global infrastructure |
7.2 These organisations decide for themselves how they use what they receive, under their own privacy policies:
- Apple and Google, when you sign in with them, buy Pro through the App Store or Google Play, or receive notifications on an iPhone.
- Google Maps Platform, which measures routes between the places you enter. Our server sends Google the two postcodes, or the whole address you typed if it has no postcode. Google does not receive your name, account details or IP address. Google has agreed data protection terms with us for this.
- Google Forms, which runs our feedback form. Google receives what you type into the form, with your IP address and browser details, and keeps the answers for us.
- X, Facebook and Reddit, if you follow, mention or message Reimbsr there. We see what you share with us; those services handle the rest under their own policies.
- The NHS Organisation Data Service. If the employer you type is not on our built-in list, our server sends the text you typed to the directory to look it up. Nothing else is sent.
7.3 Your employer and HMRC only receive your information when you send it yourself. Your claim pack includes the evidence attached to it, including the full text of any forwarded emails and route maps showing your home town, so check it before you send it.
7.4 We may share information if the law requires it, or to protect our rights or someone's safety. If our business is sold or reorganised, your information may pass to the new owner, who must keep protecting it as this policy describes.
7.5 We never sell your information or share it for advertising.
8. Transfers outside the UK
8.1 Some of the companies in section 7 handle information outside the UK, or have staff abroad who can access it to support their service. We allow this only when your information stays protected in one of these ways:
- the UK Government has approved transfers to that country, as it has for the European Economic Area;
- the company is certified under the UK Extension to the EU-US Data Privacy Framework; or
- we have signed the ICO's International Data Transfer Agreement, or the UK Addendum to the EU standard contractual clauses, with the company.
8.2 Email hello@reimbsr.com to find out which safeguard applies to a company, or for a copy of it.
9. How long we keep it
| Information | How long we keep it |
|---|---|
| Your account content: profile, expenses, evidence, forwarded emails, payslip scans, claims, packs, P87 forms and Ask Reimbsr history | Until you delete it or your account |
| Forwarded emails waiting for you to allow AI reading | Until you allow AI reading, when they are read, or until you delete your account |
| Your AI reading choice | Until you delete your account |
| Expenses you swipe away | They move to Archive, where you can restore them, until you delete your account. To delete them for good sooner, email us |
| Plan allowance counters and the record of what you have used | Until you delete your account |
| Log of AI reads, used for hourly limits | 30 days |
| Log of emails sent to your forwarding address | 180 days |
| Usage statistics | Until you delete your account. Ask us to delete them sooner at any time |
| Notification tokens | Until you log out or delete your account |
| Subscription records | Until you delete your account. If your subscription carries on after that, the messages the stores send us about it are kept for up to 2 years |
| Measured routes: a scrambled form of the two postcodes, the town names, the distance and the map, kept without your account details so the same route is not measured twice | 180 days after the route was last used |
| Crash reports | Up to 90 days |
| Technical logs kept by our hosting provider, such as the IP address and time when you sign in | Up to 7 days |
| Backups of our database (your files are not in them) | Up to 7 days, after which deleted information is gone from them too |
| Payment details you give us for a refund we pay ourselves | 6 years, as tax rules require |
| Your email address for tips, with when you signed up and what you agreed to | Until you unsubscribe or ask us to delete it |
| Messages you send us, including requests, complaints and feedback form answers | As long as we need them to deal with your request, and no longer than 2 years after it is resolved |
If we stop providing Reimbsr, we delete your account content within 30 days of the closing date, apart from what the law requires us to keep.
We may keep information for longer if the law requires it, or if we need it for a dispute or legal claim. When we no longer need information, we delete it.
10. How we protect it
- Information is encrypted when it travels between the app and our servers, and when it is stored on our servers. On your phone, your sign-in session and HMRC details are kept in secure storage, and everything else is protected by your phone's own encryption and passcode.
- Access rules on every table and file are designed so that an account can reach only its own data, and we test them automatically.
- Only the people who run Reimbsr can reach your information, and only when they need to, for example to fix a problem you report. Our providers' staff can reach it only as section 7 explains.
- Our secret keys for AI, maps and payment records are held only on our servers, never in the app.
- Your forwarding address contains a long random code that is hard to guess, but anyone who learns it can send email to it.
No system is perfectly secure. If a breach puts your information at risk, we will tell you and the ICO as the law requires.
11. Your rights
11.1 Under UK data protection law you have the right to:
- access your information and get a copy of it;
- correct information that is wrong or incomplete;
- delete your information;
- restrict how we use it, for example while we check a correction;
- object to how we use it where we rely on legitimate interests, including usage statistics and crash reports;
- move the information you gave us: get it in a common, machine-readable format, or ask us to send it to another organisation;
- withdraw consent at any time, where we rely on it. This will not affect anything we did before;
- not be subject to a decision with a legal or similarly significant effect that is made by automated means alone. Reimbsr does not make decisions like this.
11.2 Some of this you can do yourself in the app: edit your profile, edit or swipe away items, switch AI reading, usage statistics and notifications off, and delete your account in Settings. For anything else, including a full copy of your information, deleting Ask Reimbsr history, items in Archive or a payslip scan, or replacing your forwarding address, email hello@reimbsr.com.
11.3 We may ask you to confirm it is you, usually by replying from the email address linked to your account, or by giving us a code we send to it. If you signed in with Apple and hid your email, we will confirm it another way. We will reply within one month of getting your request and anything we need to confirm it is you. If your request is complex, or you make several, we may need up to two more months, and we will tell you why. We will search for your information in a reasonable and proportionate way. Using your rights is free.
11.4 Some rights have limits under the law. If one applies, we will explain.
12. Deleting your account
12.1 This section explains how to delete your Reimbsr account and the information in it. Reimbsr is provided by Niche Compute Ltd.
12.2 In the app: go to Settings, then Delete account, and confirm. You need to be online. Your account is deleted straight away.
12.3 Without the app: email hello@reimbsr.com with the subject "Delete my account", from the email address linked to your account. You do not need to reinstall the app. If you signed in with Apple and chose to hide your email, say so, and we will find another way to check it is you. We will delete your account within one month and email you when it is done.
12.4 Turn off renewal first. Deleting your account does not cancel a Pro subscription. Turn off renewal in your App Store or Google Play account, or you may keep being charged.
12.5 What we delete: your profile, expenses, evidence, forwarded emails, scans, claims, packs, P87 forms, Ask Reimbsr history, allowance counters, the usage statistics we hold, subscription records, notification tokens, your forwarding address and your sign-in record. We also ask PostHog, which holds usage statistics for us, to delete them. On the phone you use to delete your account, the app also clears your HMRC details. If you used Reimbsr on another phone, your HMRC details may stay on it until someone else signs in to Reimbsr there or the phone is reset.
12.6 What we keep, and for how long:
- copies in our database backups, for up to 7 days;
- crash reports, for up to 90 days;
- our providers' short-term technical logs, which can include your email address or IP address, for up to 30 days;
- measured routes, which hold no account details, for up to 180 days after they were last used;
- if your subscription carries on after you delete your account, the messages the stores send us about it, for up to 2 years.
When you delete your account, we also ask RevenueCat, our subscription provider, to delete its record of your purchases straight away.
Apple and Google keep their own records of your purchases under their own policies. The app keeps a copy of each PDF it made in its own storage on your phone, and these stay there until you delete the app. Copies you shared, emailed or saved elsewhere stay there until you delete them. If you used Sign in with Apple, you can also remove Reimbsr in your Apple Account settings, under Sign in with Apple.
12.7 Deleting only some information: to delete a receipt for good, an Ask Reimbsr conversation or a payslip scan without deleting your account, email us.
13. If your details are in someone else's records
Reimbsr users can add receipts and emails that mention other people, such as the sender of an email or a colleague on a shared booking. If that is you:
- we hold your details only as part of that user's expense records, and use them only to keep those records and prepare their claims;
- we got them from the Reimbsr user, or from an email sent to their forwarding address;
- we keep them for as long as that user keeps the record, as section 9 explains;
- you have the same rights as anyone else, as section 11 explains. Email hello@reimbsr.com.
We do not contact everyone named in a receipt or email. We usually have no way to reach them, and contacting them would mean using their details more, not less.
14. Permissions on your phone
14.1 Reimbsr asks for your permission before it uses:
- AI reading, before anything you add is sent to the AI (section 6.2);
- the camera, to scan receipts;
- notifications, to tell you about forwarded emails, deadlines and reminders.
14.2 When you upload a photo, your phone's photo picker opens and Reimbsr only receives the photo you pick. When you choose a PDF or share something to Reimbsr from another app, it only receives what you choose. Neither needs a permission.
14.3 You can change permissions at any time in your phone's settings. Reimbsr does not use your location, contacts or microphone, and it does not track you across other apps or websites.
15. This website
15.1 The reimbsr.com website has one form: the optional sign-up for money-saving tips on the take-home pay calculator page (2.16). The feedback form it links to is run by Google Forms (7.2). It has no advertising and no analytics, and it sets no cookies. The free calculators (take-home pay, locum take-home, rota and pay checker, mileage claims and tax rebates) work in your browser: the pay, fees and other details you enter in them are not sent to us. The rota and pay checker reads the rota or payslip files you add in your browser too: the files are not uploaded to us or anyone else, and nothing from them is saved. Cloudflare, which hosts the website, adds no analytics or cookies of its own.
15.2 It keeps one item in your browser's local storage, to remember that you closed the app banner. It is used for nothing else. You can clear it in your browser settings at any time.
15.3 To show the site, your browser fetches fonts from Google Fonts and, on the About page, one script from the jsDelivr network. When you add a file to the rota and pay checker, your browser fetches the code that reads that kind of file from the cdnjs network (run by Cloudflare) or, for photos, the text recognition code and its English language data from jsDelivr. These networks send code to your browser; your file is not sent to them. Like any website you visit, they receive your IP address and browser details. Our web host keeps standard access logs, such as IP addresses and the pages requested, to keep the site secure.
16. Children
Reimbsr is only for adults aged 18 or over. The sign-in screen says that by continuing you confirm you are, before you create an account. We do not knowingly collect information about anyone under 18. If we learn that someone under 18 has an account, we will delete it. If you think a child has given us information, contact us.
17. Complaints
17.1 If you are unhappy with how we have handled your information, please tell us at hello@reimbsr.com or by post to the address in section 1. We will reply within 5 working days, look into it, keep you updated, and tell you the outcome without undue delay.
17.2 You also have the right to complain to the Information Commission (the ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. The ICO usually expects you to have raised it with us first.
18. Changes to this policy
When we change this policy, we update the date at the top. If a change matters, for example a new use of your information or a new kind of provider, we will tell you by email, and in the app where we can, before it takes effect.
19. Contact
Questions or requests about your information: hello@reimbsr.com, or write to Niche Compute Ltd, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.
Reimbsr is a trading name of Niche Compute Ltd, a company registered in England and Wales, company number 17424414. Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.