Where your organisation’s expense data is stored, how it is protected, and who can access it. Written for finance teams, accountants and data protection officers.
Database, backups and receipt images are all stored in Germany (EU).
HTTPS for every connection; the database disk and backups are encrypted.
Automatic encrypted backups every night, kept in Germany.
Authenticator-app sign-in, which a company admin can require for everyone.
Row-level security in the database keeps each company’s data separate.
Every action on every claim is logged with who did it and when.
Your expense records, users and company settings are stored on a dedicated database server hosted by Hetzner Online GmbH in Germany. Nightly backups are kept in Germany too. Receipt images, where receipt upload is enabled for your company, are stored with Bunny.net, also on servers in Germany.
Some supporting services, such as payments and email delivery, are run by providers based outside the EU. Those transfers are covered by a European Commission adequacy decision (including the EU–US Data Privacy Framework for certified providers) or by the Commission’s Standard Contractual Clauses.
The main providers that hold your data are Hetzner (database and nightly backups, Germany), Bunny.net (receipt images, Germany) and Stripe (subscription payments). Each provider processes data only to deliver its service to us, and we tell customers before a provider changes.
The full list of providers is in the data processing section of our Terms.
Every connection to Expense.ie uses HTTPS (TLS).
The database disk and the backups are encrypted.
Hashed with bcrypt. We never store or see your password.
Signed sessions that expire automatically. Changing your password signs out every other device.
Available to every user with an authenticator app. A company admin can make it mandatory for the whole organisation.
Accounts are temporarily locked after repeated failed sign-in attempts.
Row-level security is enforced by the database itself, so one company’s records cannot be read by another.
Security headers including a Content Security Policy and protection against the app being framed by other sites.
Inside your organisation, access follows roles. Employees see their own claims, approvers see the claims they approve, and company admins see the whole company. An accounting practice sees your data only if you link it to your account.
At Expense.ie, only the founder has administrative access to the systems. We look at customer data only when a customer asks us to, for example to help with a question about the software, or when the law requires it. We never sell your data or share it for anyone else's purposes.
We are a software provider, not an accountancy or tax firm. We don’t give tax or accounting advice; for that we always refer you to your accountant.
Every action on a claim (created, submitted, approved, rejected, paid, filed with Revenue) is recorded with the user who did it and the exact time. The audit trail can be exported for an internal review, your accountant, or a Revenue audit.
Automatic backups run every night. They are encrypted and kept in Germany.
Company admins can download a full export at any time: claims, reports, ERR files and the audit trail. You are never locked in, and you can keep your own copy for the six years Revenue expects you to retain records.
When your subscription ends, we permanently delete your organisation’s data within 30 days, so export anything you need before your access ends.
Mileage and subsistence are calculated by a rule-based engine applying the Revenue civil service rates, not by AI. The only AI feature is the optional in-app help chat. It receives the question you type and answers from our product documentation. It has no access to your account, claims, receipts or company data.
If a personal data breach affects your data, we will tell you without undue delay and in any event within 72 hours of becoming aware of it, as set out in our Terms.
To report a security concern, use our contact form and choose “Security & Data Protection”.
Your organisation is the data controller and Expense.ie is the data processor. Our data processing terms (GDPR Article 28) are part of our Terms of Service. If your organisation needs a signed copy, contact us.
How long we keep data, and how to access or delete it, is set out in our Privacy Policy.
Send it to us and we’ll answer it directly.