Privacy Policy

1. Introduction

Bit Mentors Inc. (“we,” “our,” or “us”), a corporation incorporated under the laws of Ontario, Canada, with its principal place of business in Ottawa, Ontario, operates the ExpenseFlow service (“Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

This Privacy Policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian provincial privacy legislation.

2. Information We Collect

2.1 Information You Provide

• Account Information: When you create an account, we collect your email address. We use magic link authentication, so we do not collect or store passwords.
• Financial Transaction Data: When you upload CSV files containing bank or credit card transaction data, we process and store this information. This includes transaction dates, descriptions, amounts, and any categories you assign.
• Business Information: You may optionally provide your business name, GST/HST registration number, and province of operation.
• Communications: If you contact us for support, we retain records of that correspondence.

2.2 Information Collected Automatically

• Usage Data: We collect information about how you use the Service, including access times, pages viewed, and features used.
• Device Information: We collect information about your browser type, operating system, and device identifiers.
• Cookies: We use essential cookies for authentication and session management. We do not use advertising or tracking cookies.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process and categorize your financial transactions
• Generate expense reports and tax summaries
• Send you service-related communications
• Respond to your requests and support inquiries
• Detect, prevent, and address technical issues
• Comply with legal obligations

4. Data Storage and Security

4.1 Data Location

Your data is stored on secure servers located in Canada and/or the United States. By using the Service, you consent to the transfer and storage of your data in these locations.

4.2 Security Measures

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit using TLS/SSL
• Encryption of data at rest
• Regular security assessments and updates
• Access controls limiting who can access your data
• Secure authentication using magic links (no passwords stored)

4.3 Banking Credentials

We never have access to your banking credentials. You export CSV files directly from your bank and upload them to our Service. We do not connect to your bank accounts or access your online banking.

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Service Providers: With third-party vendors who assist us in operating the Service (e.g., cloud hosting providers), subject to confidentiality obligations.
• Legal Requirements: When required by law, court order, or government request, or to protect our rights or the safety of others.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to you.
• With Your Consent: When you explicitly authorize us to share your information.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with the Service. We retain transaction data for up to seven (7) years to align with CRA record-keeping requirements unless you request earlier deletion.

After account deletion, we may retain certain information as required by law or for legitimate business purposes (e.g., resolving disputes, enforcing agreements).

7. Your Rights Under Canadian Privacy Law

Under PIPEDA and applicable provincial legislation, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Withdrawal of Consent: Withdraw your consent to our processing of your personal information, subject to legal or contractual restrictions.
• Deletion: Request deletion of your personal information, subject to our retention requirements.
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada.

To exercise these rights, contact us at hello@bitmentorsinc.com.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

9. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the “Last updated” date. Your continued use of the Service after such modifications constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

12. Privacy Officer

Bit Mentors Inc. has designated a Privacy Officer responsible for compliance with this Privacy Policy and applicable privacy laws. Inquiries may be directed to hello@bitmentorsinc.com.