Privacy Policy

Last updated: March 16, 2026

This Privacy Policy describes how SendToBooks, LLC ("Service", "we", "us") collects, uses, and protects your information.

1. Information We Collect

Account information: Your email address, provided during sign-up. If you choose to set a password, we store a securely hashed version (never the plaintext).

Receipt data: Emails and text messages (including images) you send to your unique SendToBooks email address or phone number. This includes sender information, message content, and attachments.

Extracted data: Merchant names, dates, amounts, categories, and other structured data extracted from your receipts.

Billing information: Payment details are collected and processed by Stripe. We do not store your credit card number.

Usage data: Basic server logs (IP addresses, request timestamps) for security and debugging purposes.

2. How We Use Your Information

• Provide the Service: We process your receipts to extract and organize expense data.
• AI processing: Receipt content (text and images) is sent to OpenAI's API for data extraction. This data is processed according to OpenAI's API data usage policy, which states that API inputs and outputs are not used to train their models.
• Email notifications: We send receipt confirmation emails and weekly summaries if you have them enabled.
• Billing: We use Stripe to process payments. See Stripe's Privacy Policy.

3. Data Storage and Security

• Your data is stored in AWS (Amazon Web Services) in the US East (N. Virginia) region.
• All data is encrypted in transit (TLS/HTTPS) and at rest (AWS server-side encryption).
• We use industry-standard security practices including IAM role-based access, encrypted secrets, and network isolation.
• We retain your receipt data for as long as your account is active or in email-only mode. If you do not subscribe within 90 days of your trial ending, your data is permanently deleted. Upon voluntary account deletion, your data is removed within 30 days.

4. Data Sharing

We do not sell your data. We share data only with:

• OpenAI: Receipt content for data extraction (API only, not used for training).
• Stripe: Billing and payment processing.
• AWS: Infrastructure hosting and email delivery (SES).
• Twilio: SMS receipt processing.

We may disclose data if required by law or to protect our rights.

5. Your Unique Email Address and Phone Number

When you sign up, you receive a unique email address and phone number. Anyone who sends a receipt to these addresses will have that receipt added to your account. You are responsible for sharing these addresses only with people you trust to send receipts on your behalf.

6. SMS/Text Messaging

Program description: SendToBooks provides a dedicated phone number for receipt capture via text message. You text or MMS photos of receipts to your assigned number, and the service replies with a confirmation message containing the extracted receipt details.

Consent and opt-in: By verifying your phone number during account setup, you consent to receive SMS messages from SendToBooks related to receipt processing. These messages include receipt confirmations and occasional account notifications (e.g., trial status). Consent is not a condition of purchase — you may use the email-only service without verifying a phone number.

Message frequency: Message frequency varies based on your usage. You will receive one confirmation message per receipt you submit via SMS. You may also receive occasional account-related messages (no more than a few per month).

Message and data rates: Message and data rates may apply. Check with your mobile carrier for details.

Opt-out: You can stop receiving SMS messages at any time by texting STOP to your assigned SendToBooks number. You will receive a one-time confirmation that you have been unsubscribed. You may also disable SMS by canceling your subscription in Settings.

Help: For help with SMS, text HELP to your assigned SendToBooks number, or email support@sendtobooks.com.

Phone number privacy: We collect your phone number solely for verification and SMS receipt processing. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell, rent, loan, or otherwise disclose your phone number, opt-in data, or any mobile messaging content to any third party, except our SMS service provider (Twilio) solely for the purpose of delivering messages.

Carriers supported: The Service supports major US mobile carriers including AT&T, Verizon, T-Mobile, Sprint, and others. Carrier participation is not guaranteed.

7. Your Rights

• Access: You can view and export all your data at any time from the dashboard.
• Deletion: You can delete individual receipts. To delete your entire account, use the option in Settings or log in and contact us through your dashboard.
• Portability: Export your data as CSV or download a ZIP archive of all receipts and original emails.

8. Analytics

We use Google Analytics to understand how visitors use our site (page views, traffic sources). Google Analytics may set cookies on your device. We do not use advertising cookies. By using the Service and accepting our Terms, you consent to this analytics collection. See Google's Privacy Policy for details.

We use localStorage (not cookies) to maintain your login session.

9. Children

The Service is not intended for anyone under 18 years of age. We do not knowingly collect data from minors.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email.

11. Contact

Questions about this policy? Email support@sendtobooks.com or log in and contact us through your dashboard.