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Privacy Policy - 4Expenses

Last updated: November 12, 2025

1. Introduction

Welcome to 4Expenses, an application developed to facilitate the registration, submission, and tracking of reimbursable employee expenses. This Privacy Policy explains how we collect, use, store, and protect the personal information provided by users.


By using 4Expenses, you acknowledge and agree to the practices described in this policy.

2. Information We Collect

2.1 Identification data

In order for the user to access the application and link their expenses to their corporate profile, 4Expenses may collect:

  • Full name

  • Username (login)

  • Corporate email address (when applicable)

  • Access password (stored securely and encrypted)

This data is used exclusively for authentication and access control to the reimbursement system.

2.2 Expense data

During the use of the application, information regarding submitted expenses may be collected, such as:

  • Description of the expense

  • Amount and date of the expense

  • Category (e.g., food, transportation, accommodation)

  • Location (when the user chooses to automatically record the expense location)

This data is used solely for the control and processing of corporate reimbursements.

2.3 Access to the camera and gallery

4Expenses requests permission to access the device's camera and image gallery so that the user can take photos or attach proof of purchase (invoices, receipts, coupons).
No files are collected automatically — the file is only sent when the user chooses to attach a document to the expense.

3. Purpose of Data Use

The information collected is used for:

  • Authenticate the user in the application;

  • Record and store the submitted expenses;

  • Associate receipts and documents with their respective reimbursement requests;

  • To enable internal audits, reports, and corporate approvals;

  • To improve the user experience and efficiency of the refund process.

The data is not shared for advertising purposes nor used for tracking outside the scope of refunds.

4. Data Sharing

4Expenses does not share personal information with third parties, except in the following cases:

  • When required by law, court order, or regulatory authority;

  • With contracted service providers (e.g., cloud storage, authentication) that operate under confidentiality and restricted-purpose agreements;

  • In the event of a merger, acquisition, or restructuring of the company responsible for the application, users will be notified in advance.

5. Data Storage and Security

  • All data is transmitted via secure connections (HTTPS) and stored on servers with strict security criteria, including encryption, access control, and monitoring.

  • The images of the receipts are stored securely and are only accessible to those responsible for analyzing and approving the reimbursement.

  • The user's password is encrypted and never stored in plain text.

The company adopts technical and administrative measures compatible with the General Data Protection Law (LGPD) and international information security standards.

6. Data Retention and Deletion

  • Expense data and receipts are stored for the period necessary to comply with legal, tax, and audit obligations.

  • After this period, they can be securely anonymized or deleted.

  • The user may request the deletion of their personal data (when there is no legal obligation to retain it) as described in the "Your Rights" section.

7. Device Permissions

The application may request the following permissions:

  • Camera: to capture photos of receipts at the time of expense registration.

  • Gallery/Files: to select and attach images or PDFs stored on the device.

These permissions are optional and are only requested when necessary to perform the corresponding function. The application does not access these resources without explicit consent.

8. User Rights

According to the LGPD (Law No. 13.709/2018), the user has the right to:

  • Access your personal data held by 4Expenses;

  • Request the correction or updating of incorrect information;

  • Request the deletion of personal data (when permitted by law);

  • Revoke previously given consent;

  • Request information about how your data is processed.

These rights can be exercised through the channels indicated below.

9. Contact

If you have any questions, requests or complaints regarding the processing of personal data, please contact:

Imagine Software Ltd.

Responsible for the 4Expenses app.
Email: contato@imaginesw.inf.br
Website: https://www.4erp.com
City: Goiânia – GO, Brazil

10. Changes to this Policy

This Privacy Policy may be amended periodically to reflect changes in practices or legal requirements.
The updated version will always be available within the app and on the official website, with the revision date at the top of the document.
Continued use of the application after such changes will be interpreted as agreement to the new terms.

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