Privacy Policy – Kaivro

Introduction

Kaivro is a shared ledger for a household. The data you put into it, receipts, amounts, merchants, who paid, is financial information about you and the people you live with. We treat it as sensitive: it is stored in the EU, shared only with the members of your house according to the visibility you choose, and never sold or used for advertising.

Please also review our Terms of Use for the rules of using the Service.

Information We Collect

We collect information you provide directly and information collected automatically.

• Account information: email address, display name, optional avatar, language and theme preferences, and the sign-in method you use (email and password, Google or Apple).
• House and membership data: the name and settings of each house you belong to, your role in it (admin or member), invitation codes you create or use, and who the other members are.
• Expense data: every expense you record, including date, merchant, total, currency, payment method, who paid, category, the individual products on a receipt, notes, and whether the expense is common or personal.
• Receipt images you photograph or pick from your gallery, and the text our AI reads from them.
• Voice entries: when you dictate an expense, speech is converted to text on your device. Only the resulting text is sent to us for parsing; audio never leaves your phone.
• Support communications when you contact us for help or send feedback.
• Technical and usage information: device model, operating system and app version, approximate location derived from your IP address, log data, crash reports, and, only if you opt in, anonymous usage analytics.
• Subscription and billing identity processed through RevenueCat and Apple or Google (for example, a store purchase token linked to your Kaivro account ID and to the house the subscription covers). We never see or store payment card numbers.

How We Use Information

• To run the Service: create your account, keep your house's ledger in sync between members, and show reports.
• To read receipts and voice entries with AI so you do not have to type them (see AI processing below).
• To manage your subscription and unlock Pro features for the house that pays for them.
• To send push notifications you have enabled, such as a member adding an expense or a monthly report being ready.
• To keep the Service secure, prevent abuse, and fix crashes and bugs.
• To respond to your support requests.
• To understand how the app is used, only if you have given analytics consent.

Legal Bases (GDPR)

• Performance of a contract (Art. 6(1)(b)): account, house, expense and subscription data are needed to provide the Service you signed up for.
• Consent (Art. 6(1)(a)): sending receipt images and voice text to our AI provider, and anonymous usage analytics. Both are separate toggles in the app and can be withdrawn at any time in Account settings.
• Legitimate interests (Art. 6(1)(f)): security, fraud and abuse prevention, crash reporting, and defending legal claims.
• Legal obligation (Art. 6(1)(c)): keeping records we are required to keep, for example related to purchases and tax.

AI Processing of Receipts and Voice Entries

Kaivro uses OpenAI's API to turn a receipt photo into a list of products with categories, and to turn a dictated sentence into an expense. This is optional: you give AI consent in the app before the first use and can withdraw it in Account settings. Without it, you can still add expenses manually.

What is sent

• The receipt image you chose to scan, or the text of the sentence you dictated.
• Your app language, so results come back in the right language.

We do not send your name, email, other members' data, or your expense history. Data sent to OpenAI is used only to produce the result you asked for and is not used to train their models. OpenAI processes it under their API data-processing terms.

Review before saving

Nothing the AI reads is saved as an expense until you review and confirm it. Parsing may be wrong; you are responsible for checking the amounts before you save.

Sharing Inside Your House

A house is a shared space. What other members can see depends on the visibility you choose for each expense:

• Common expenses are visible to every member of the house, including the receipt lines, who paid, and the receipt image.
• Personal expenses are visible only to you. They are excluded from the household reports that other members see. House admins cannot read them either.
• Members see each other's display name and avatar, and admins see who created each invitation.

Only invite people you trust with your household's spending. When you leave a house or delete your account, the common expenses you created stay in the house, with your name replaced by "Former member"; your personal expenses are deleted (see Data Retention).

Service Providers (Processors)

We use a small number of providers to run the Service. They act on our instructions and cannot use your data for their own purposes.

• Google Firebase (Google Ireland Limited): authentication, database, file storage, cloud functions, push notifications, crash reporting and, with your consent, analytics. Our Firebase resources are located in the EU (europe-west1, Belgium).
• OpenAI (OpenAI Ireland Ltd / OpenAI, L.L.C.): reading receipts and voice entries, with your consent.
• RevenueCat (RevenueCat, Inc.): subscription status and entitlement management.
• Apple and Google: sign-in (if you choose Apple or Google), app distribution and in-app purchases. Purchases are governed by their own terms and privacy policies.

Where Data Is Stored and International Transfers

Your account, house, expense data and receipt images are stored on Firebase servers in the EU. Some providers (OpenAI, RevenueCat, Apple, Google) may process data outside the European Economic Area. Where that happens we rely on the European Commission's Standard Contractual Clauses or an adequacy decision, as provided in each provider's data-processing terms.

Data Retention

• Account and house data are kept for as long as your account exists.
• Expenses are kept until you delete them, until the house is deleted, or until your account is deleted. Common expenses you created remain in the house after you leave, anonymised as "Former member".
• Receipt images are kept with their expense for a limited period, at most as long as the expense exists, and in any case are deleted with the expense or with your account.
• Personal expenses and their receipt images are deleted when you leave that house or delete your account.
• Crash reports and logs are kept for up to 90 days.
• Purchase records are kept by Apple, Google and RevenueCat for as long as their terms and tax law require, even after your account is deleted.

Account Deletion

You can delete your account from the app (Profile → Data & deletion → Delete Account) or by emailing hello@doitdev.eu. Deletion has a 7-day grace period during which you can undo it; after that it is permanent. See the Account Deletion page for details of what is deleted and what is kept.

Your Rights

Under the GDPR you have the right to:

• Access the personal data we hold about you and receive a copy of it.
• Correct inaccurate data.
• Delete your data, subject to the retention rules above.
• Restrict or object to processing based on legitimate interests.
• Receive your data in a portable format.
• Withdraw consent for AI processing or analytics at any time, in Account settings, without affecting the lawfulness of earlier processing.
• Lodge a complaint with a supervisory authority. In Romania this is the Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP).

To exercise these rights, email hello@doitdev.eu from the address on your account. Data export requests are answered within 30 days with a copy sent to that address.

Security

Data is encrypted in transit and at rest on Firebase. Access rules on our database enforce house membership and personal-expense visibility on the server, not only in the app. We use app attestation to make sure requests come from the genuine Kaivro app. No system is perfectly secure; if we learn of a breach affecting your data we will inform you and the authorities as the law requires.

Children

You must be at least 16 years old to create a Kaivro account. We do not knowingly collect data from anyone under 16. If you believe a child has created an account, contact us and we will delete it.

Changes to This Policy

We may update this policy when the Service changes. The date at the top shows the latest version. For material changes we will notify you in the app or by email before they take effect.

Contact

DOITDEV SRL, Romania. Email: hello@doitdev.eu.