Privacy policy
for the belegbuddy.com service · Version: 2 November 2026
This is a convenience translation. Only the German version is legally binding.
1. Controller
The controller responsible for data processing within the meaning of the GDPR is:
dieIngenieure Technologiestrategieberatung und Lösungen e.U.
Ernst-Melchior-Gasse 11/1/17, 1020 Vienna, Austria
office@dieingenieure.com · +43 650 993 5566
Where you file receipts containing personal data of third parties in belegbuddy (e.g. invoices from your business partners), you are the controller for this data and we process it as your processor (Art. 28 GDPR, see terms and conditions, section 11).
2. In brief
- Your receipts and data are stored on servers in Germany (EU).
- AI analysis is optional. Receipts or list data are only sent to an AI model if you switch it on.
- In the Starter and Solo plans this is Google Gemini; processing may take place outside the EU, and it cannot be ruled out that Google uses the content to train its models.
- The Business and Business Pro plans use cloud models that are not trained on your data; with the local model, your data stays entirely in the EU.
- We do not sell data, do not use it for advertising and do not use any tracking or analytics services.
- You can export and delete your data at any time.
3. Which data we process
| Category | Examples |
|---|---|
| Account data | Name, email address, password (stored only as a hash), language, role and rights, membership of receipt boxes, where applicable the sign-in service identifier (Google/Apple) |
| Receipt box master data | Company or club name, address, VAT ID, company register number, website, industry, settings (e.g. allowed email senders) |
| Receipts and content | uploaded files (PDF, images), data extracted from them (supplier, amounts, tax, IBAN, line items), lists, categories, business partners, notes |
| Communication data | sender address, subject and attachments of incoming emails; phone number and messages/images for WhatsApp; questions asked in the AI chat |
| Usage and log data | times of sign-ins and imports, AI token consumption, technical logs (including IP address in server logs) |
| Billing data | for paid plans: billing address, VAT ID, plan, invoices, payments received and the customer and subscription identifier at Stripe (we do not store card or bank account details) |
4. Purposes and legal bases
- Providing the service (account, filing, analysis, export, support): performance of contract, Art. 6(1)(b) GDPR.
- AI analysis and AI chat: performance of contract based on your explicit activation in the settings; you can deactivate the feature at any time.
- Security, prevention of misuse, error analysis: legitimate interest, Art. 6(1)(f) GDPR.
- Payment processing via Stripe for paid plans: performance of contract, Art. 6(1)(b) GDPR.
- Accounting and statutory retention (invoices to you): legal obligation, Art. 6(1)(c) GDPR.
- Service emails (e.g. invitations, confirmation codes, notices about your account): performance of contract. We only send newsletters or advertising with your consent.
5. Storage and hosting
The application, the database, the uploaded receipts and the receiving and sending of emails are operated by Neue Medien Münnich GmbH (ALL-INKL.COM), Hauptstraße 68, 02742 Friedersdorf, Germany, in data centres in Germany. The host is contractually bound as a processor.
6. AI features (optional)
If AI analysis is switched on in a receipt box, belegbuddy uses the AI model selected for that receipt box. The following is transmitted:
- Receipt analysis: the receipt file (PDF or image) to extract the receipt data and for category suggestions;
- AI chat: your questions and an extract of your list data as a file that is stored temporarily by the AI provider;
- Setup assistant: company name, website content and publicly available company data to generate suggestions for settings.
Which model is used and what happens to the content depends on the plan:
| Plan | AI model | Use of the data |
|---|---|---|
| Starter, Solo | Google Gemini via the Gemini API (Google LLC or Google Ireland Ltd.) | Processing may take place outside the EU. Under Google’s terms for this use, it cannot be ruled out that Google uses the transmitted content to improve and train its models; Google staff may also see content in the process. Therefore, do not upload receipts with particularly sensitive data for AI analysis if you do not want this, or deactivate AI analysis. |
| Business, Business Pro – cloud model | Cloud models whose provider is shown when selecting the model | Only providers and contract terms under which the content is not used for training are used. The content is processed solely to generate the response; the provider may store it for a limited period to detect misuse. Processing outside the EU is possible. |
| Business, Business Pro – local model | Model operated by us on servers in the EU | The content does not leave the EU and is not transmitted to any AI provider. |
If you use your own API key from an AI provider, the transmission takes place via your own account with that provider; to that extent, its terms and privacy provisions apply. Your key is stored encrypted by us and used only for your requests.
The AI does not make any decisions with legal effect concerning you (no automated decision-making within the meaning of Art. 22 GDPR); all results are suggestions that you check and confirm.
7. Signing in with Google or Apple
If you sign in with Google (or, in future, with Apple), we receive your name, your email address and a user identifier from the respective provider. We do not receive a password. The provider’s privacy provisions apply to signing in with it (Google Ireland Ltd.; Apple Distribution International Ltd.).
8. Email input and WhatsApp
- Email: emails sent to the address of your receipt box are retrieved automatically. Attachments are imported as receipts; sender, subject and, where applicable, the email text are stored with the receipt. Emails from senders that are not allowed are discarded.
- WhatsApp: if you send receipts via WhatsApp, we process your phone number to assign it to your account, as well as the images, documents and messages sent. Transmission takes place via the WhatsApp Business Platform of Meta Platforms Ireland Ltd., Merrion Road, Dublin 4, Ireland; Meta may also process data in the USA. WhatsApp’s privacy provisions additionally apply.
9. VAT ID checks and company data
To check VAT IDs, we query the European Commission’s MIAS/VIES system. To determine company register numbers and company data, publicly available sources are queried (e.g. the edicts file or the EVI publication platform of the Republic of Austria and the company’s website). Only the data required for the query (VAT ID, company name, website address) is transmitted.
10. Recipients and processors
| Recipient | Purpose | Location |
|---|---|---|
| Neue Medien Münnich GmbH (ALL-INKL.COM) | Hosting, database, file storage, email | Germany |
| Google (Gemini API) | AI analysis, AI chat, setup suggestions – only with AI enabled (Starter, Solo; in Business plans if a Gemini cloud model is selected) | EU / USA |
| other cloud model providers | AI analysis in the Business and Business Pro plans if such a model is selected – without training on your data | depends on the provider, shown when selecting the model |
| Google (sign-in, reCAPTCHA) | Signing in with Google; protecting registration against automated requests (reCAPTCHA) | EU / USA |
| Apple | Signing in with Apple (once available) | EU / USA |
| Meta Platforms Ireland Ltd. | Receiving receipts via WhatsApp – only if used | EU / USA |
| Stripe Payments Europe Ltd., Dublin, Ireland | Payment processing, subscription and invoice management – only for paid plans | EU / USA |
| European Commission (VIES) | VAT ID check | EU |
Beyond this, we only pass on data if we are legally obliged to do so (e.g. to authorities) or if you yourself give people access to your receipt box (e.g. your tax advisor).
Stripe: when you order a paid plan, you are redirected to the Stripe payment page. There, Stripe processes your name, email address, billing address, VAT ID and payment details (e.g. card or account) to process the payment, calculate VAT and prevent fraud; for fraud prevention, Stripe acts partly as an independent controller. We only receive the customer and subscription identifier, the payment status and the invoice data from Stripe, not full card or account details. Stripe’s privacy policy additionally applies (stripe.com/at/privacy).
Google reCAPTCHA: on the sign-in and registration page we use Google reCAPTCHA (Google Ireland Ltd.) to prevent registrations by bots (legitimate interest, Art. 6(1)(f) GDPR). In the process, your IP address and technical characteristics of your browser are transmitted to Google. Fonts, on the other hand, are delivered from our own server; no data is transferred to third parties.
11. Transfers to third countries
With Google, Apple, Meta and Stripe, processing may take place in the USA. These providers are certified under the EU-US Data Privacy Framework (adequacy decision of the European Commission, Art. 45 GDPR); in addition, standard contractual clauses of the European Commission (Art. 46 GDPR) are used. Please note that a different level of data protection may apply to processing outside the EU. Without AI features enabled or with the local model, without WhatsApp and without signing in via Google or Apple, your receipts remain exclusively on servers in the EU.
12. Cookies and local storage
belegbuddy uses only technically necessary cookies and browser storage, no tracking or advertising cookies:
- tt-tok – keeps you signed in (session or until you sign out);
- bb_apple_state – protection when signing in with Apple (a few minutes);
- PHP session cookie – technical session;
- local browser storage – e.g. selected language, view settings of tables, status of the introductory tour and the chat window.
As these are required for operation, no consent is needed (§ 165(3) of the Austrian Telecommunications Act 2021).
13. Retention period
- We store receipts and content for as long as you keep them in belegbuddy. Deleted receipts are removed; after the end of the contract, all data is deleted after a 30-day period for export.
- We store account data for the duration of the contract.
- Technical logs and import logs are deleted or anonymised after 12 months at the latest.
- We retain invoice and billing data for seven years in accordance with the statutory retention obligation (§ 132 BAO).
- Files stored temporarily by the AI provider (AI chat) are deleted there automatically after a short time (currently 48 hours).
14. Security
We use appropriate technical and organisational measures, including:
- encrypted transmission (TLS/HTTPS) between your browser, our servers and the services used;
- strict separation of data per receipt box and role-based access rights;
- storing passwords only as a hash, encrypted storage of your own API keys;
- optional two-factor confirmation when signing in;
- regular backups at the host.
15. Your rights
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21 GDPR). You can withdraw consent you have given at any time with effect for the future – for example, you can deactivate the AI features at any time in the settings of your receipt box.
To do so, contact office@dieingenieure.com. To ensure that data does not reach unauthorised persons, we may ask for proof of your identity. We may refuse manifestly unfounded or excessive requests (Art. 12(5) GDPR).
You also have the right to lodge a complaint with the supervisory authority. In Austria, this is the Data Protection Authority (Datenschutzbehörde), Barichgasse 40–42, 1030 Vienna, www.dsb.gv.at.
16. Changes
We adapt this privacy policy when the service or the legal situation changes. We inform you of significant changes by email or in the service. You can find the current version at belegbuddy.com/en/datenschutz.html.