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Privacy Policy

Last updated: October 10, 2026

1. Who We Are

Claimable ("we", "us") is bookkeeping and tax software for self-employed people in Canada and the accountants who work with them. It is operated as a sole proprietorship by Vlad Bors, based in British Columbia, Canada.

We follow Canada's PIPEDA, British Columbia's PIPA and, for Quebec residents, Quebec's Law 25. The owner acts as our Privacy Officer and can be reached at [email protected] for any question, request or complaint. Our mileage app, Claimable Drive, has its own policy for what the app adds.

2. What We Collect

  • Your account: email, name, province, and a password stored only as a bcrypt hash. Accountants also give a firm name and, optionally, a website and description.
  • Your records: the income, expenses, invoices, vehicle and trip logs, home office, capital cost allowance, GST/HST and tax-year information you enter. Invoices can include your clients' names and email addresses.
  • Receipts and documents you upload, the text read from them, and what our scanner suggested for each one.
  • Forwarded email. If you turn on a scan address, we receive each message sent to it: the sender, subject, body and attachments. We keep the sender, the subject and the receipt (each attached image or PDF, or the message itself saved as a PDF when it has none), and discard the rest.
  • Places and trips. Saved places hold an address, which can be your home or a client's. If you use Claimable Drive with recording on, we also store the route of each drive and how it ended, and the address of any spot a drive ended at that no saved place explains, kept as long as the drives behind it; see the Drive policy.
  • Change history: each change to your records, with its before and after values, the time, and the IP address and browser of the request.
  • Billing status: your plan and the customer and subscription IDs from our payment processor. We never see your card or bank details.
  • Support reports you send from the app, and the email address you give if you want to hear back. You can send one without an account.
  • Email log: for each email we send you, which kind it was, when we sent it, the domain of the address, and whether it was accepted, rejected, failed, delivered or bounced. Never the address itself or the email's contents. It is included in your data export.
  • Technical data: IP address, browser and device type, app version, and sign-in activity, used to run and secure the service.

We do not collect your Social Insurance Number, date of birth, or bank account numbers.

The Drive Launch List

If you leave your email on our website to hear when Claimable Drive reaches your phone, we keep that address and the platform you chose, and use it only for that, but nothing deletes it automatically yet: it stays until you ask us to delete it or close a Claimable account with the same address (see the Claimable Drive privacy policy).

3. How We Use It

To run the service you signed up for: keeping your books, reading receipts, working out your tax figures, producing exports, letting people you invite into your book, billing, and sending account emails. We also use it to keep the service secure and working, to measure whether our ads work (Section 5), and to meet our legal obligations. We will ask before using your information for anything materially different.

4. AI Receipt Scanning

Scanning is optional. When you use it, an AI model reads your file and suggests the vendor, date, amounts, taxes and a CRA category. Nothing goes into your books until you review it, and you can change any value. We keep what the scanner read from every file you scan, including scans you never save, until you close your account. You are asked before your first scan, because the file leaves Canada to be read (Section 5). To have a person review how a scan handled your data, write to the Privacy Officer.

Scanning by email is also optional. You can turn on a private address for each book, and each receipt sent to it is scanned and waits in your inbox for you to review, just like a file you upload. Anyone who knows the address can send to it, so treat it like a password: you can replace it at any time, and the old one stops working at once. If your plan cannot scan a receipt yet, we keep it unread until it can or you dismiss it. We never reply to whoever sent it.

5. Who We Share It With

We do not sell your information. We report a few events to Meta to measure our ads, described below. Your information reaches the following people and providers, and only for the reasons given.

People You Invite

When you add an accountant or co-owner to your book, you choose what they can do. With view and edit access they can view, edit and export everything in it, including receipt files and the change history. With view-only access they can view and export all of it but cannot change anything. You can remove their access at any time. An accountant can also set up a book for you before you join; claiming it makes you the owner. A copy an accountant exports is theirs to protect under their own professional obligations.

Service Providers

  • Anthropic (USA) reads receipts you scan: the image, or the text of a PDF, plus the business description in your profile. If you add a business website, our server fetches it and sends some of its text to draft that description. Anthropic does not train on this data.
  • Mapbox (USA) handles address search, street addresses for coordinates, driving distances and trip maps. Our server sends the address text, coordinates or a recorded route, with no name, email or account ID attached, and your IP address is not included.
  • Stripe (USA) processes payments. It receives your name, email and an account ID, and takes card details on its own checkout page.
  • Resend (USA) delivers our emails, so it handles the recipient address and the message.
  • Meta (USA) helps us measure our ads. Our server reports these events, with no browser pixel or cookie:
    • Opening the signup screen, only for visitors who arrived from one of our ads: the ad's click ID, the page address, and the visitor's IP address and browser. Nothing is sent for other visits.
    • Verifying your email, for every individual account, ad or not: a hashed email and account ID, hashed province and country, your IP address and browser, the page address, and the ad's click ID if you came from one.
    • Starting a checkout: a hashed email and account ID, hashed province and country, and your IP address and browser.
    • Completing a purchase: a hashed email and account ID, hashed province and country, and the amount and currency.
    Each of the last three also carries an event ID made of your account ID, unhashed, plus for a checkout the Stripe checkout session ID and for a purchase the Stripe subscription ID, so a repeated report counts once. We never send your financial records. Meta is an independent controller of this data and may match the hashes to a Meta account under its own policies.
  • Cloudflare (USA) carries all traffic to our site and app, so it sees your IP address. It also receives email sent to a scan address and passes it to us without storing the message. It measures page load performance on our websites without cookies.
  • Sentry (USA) receives error reports, configured to leave out request contents and personal information.
  • GitHub (USA) holds a copy of support reports in a private tracker, with email addresses and phone numbers removed and nothing identifying you attached. That copy is kept after you close your account.
  • Zoho (Canada) hosts our own mailboxes. An email you send to an address at tryclaimable.ca, other than a scan address, and our reply are stored there.
  • Amazon Web Services (Canada) stores an encrypted copy of our nightly backups, in Montreal. It cannot read them: they are encrypted on our servers before they leave.
  • Expo (USA) delivers updates to our mobile apps. The request carries your IP address, an anonymous install ID and the app version, and no account data.
  • Bank of Canada supplies exchange rates. The request contains only a date and a currency pair.

Other Cases

We may disclose information when valid legal process requires it, telling you where we are allowed to. If the business is sold or merged, your information may transfer with it, still under this policy.

6. Where It Is Stored

Your account, records and receipt files are stored on servers in Canada. The providers in Section 5 marked USA process what they receive in the United States, where it may be subject to lawful access by US authorities. We rely on those providers' published data-protection terms.

7. How Long We Keep It

Your records stay available for as long as you keep your account, because the CRA can ask to see them for at least six years.

  • Deleting a record removes it and its file from your account at once. Your change history still shows what it said until you close your account, and copies leave our nightly backups as they age out, about a month later.
  • Closing your account erases your records, files and profile at once. They then leave our nightly backups as they age out, about a month later, and we never restore them from there. Export your data first. Accountants must hand off their clients before closing.
  • Inactive accounts. If an individual account with a verified email has no paid access and nobody uses it for two years, we email a warning and a final notice over 30 days, then delete it and email to confirm. Signing in, recording a drive, email arriving at your scan address, subscribing, or an accountant taking you on cancels this. It never applies to accountant accounts, to books an accountant sponsors, to accounts that never had paid access, or to accounts in a failed-payment retry period.
  • Forwarded receipts wait in your inbox until you save or dismiss them, or close your account. Dismissing one deletes it, its file and what the scanner read.
  • Support reports sent without an account are deleted 90 days after we close them, and the email on them 30 days after we tell you the fix is out. Reports sent from an account are deleted with it.
  • The email log is deleted with your account. An entry for an email sent to someone without an account, such as an invitation, is deleted 90 days after it was sent.
  • Server logs, the daily files our servers keep of requests and errors with the technical data above, are deleted after 30 days.
  • Backups are taken nightly, on our own servers in Canada. Each one is deleted by the first nightly backup to succeed once it is 31 days old, and the encrypted copy Amazon Web Services keeps expires on the same schedule, so deleted data leaves them about a month later. We use them only to recover from a failure, never to restore something you deleted.
  • What we keep after deletion: billing records the law requires, and change history entries with your account reference removed (an entry made by an accountant keeps their IP address). Our providers keep their own copies on their own schedules, such as Stripe's billing records and Resend's delivery logs.

8. How We Protect It

All traffic is encrypted in transit (HTTPS). Receipt and invoice files are encrypted at rest. Passwords are hashed, sign-in sessions are short-lived and revoked on password change, and sign-in is rate-limited. Only the operator has access to production systems. No system is perfectly secure, so please keep your password and devices safe and tell us about any unauthorized access.

9. Your Rights

You can access, export (CSV and PDF), correct and delete your information, withdraw consent by stopping a feature or closing your account, and complain about how we handle it. Write to [email protected] and we will reply within 30 days. If you are not satisfied, you can contact the Office of the Privacy Commissioner of Canada, or in Quebec the Commission d'accès à l'information.

10. Cookies and Analytics

We use only what is needed to keep you signed in and remember preferences such as dark mode. For usage statistics we run Umami on our own servers, which sets no cookies and shares nothing. There are no advertising cookies or pixels.

The iPhone app sends the same kind of counts to the same server: which screens you open and which features you use, with your iOS version, app version, language and screen size. Umami also records the country and city your IP address points to, not the address itself. The counts carry no name, email, account or identifier for your phone, and never an amount, a vendor or anything you typed.

11. Email

We send the emails your account needs: sign-in codes, billing notices, invitations and account warnings. We send promotional email only where Canada's anti-spam law allows it, and every one has an unsubscribe link that does not affect account emails.

12. Children

Claimable is for adults. We do not knowingly collect information from anyone under 18 and will delete it if we find we have.

13. Breaches

If a breach creates a real risk of significant harm, we will notify the Privacy Commissioner of Canada (and, under Law 25, Quebec's Commission d'accès à l'information), tell the people affected as soon as we can, and keep the records the law requires.

14. Changes

We will tell you by email or in the app at least 14 days before a material change takes effect. The date at the top shows the latest version.

15. Contact

Privacy Officer: [email protected]