Get Demo

Effective Date: 30th May 2025

We are committed to protecting your privacy. This Privacy Policy outlines how we collect, use, and protect your personal information when you use our software ProXpense, including its web platform and mobile application.

1. Who We Are

This Privacy Policy applies to ProXpense, a Travel and Expense Management Solution offered by:

Address: Level 1, Building 10A, Cyberhub,
Gurugram, Haryana 122022, India

If you have any questions or concerns, you may contact us at: team[a]proxpense.com

2. Information We Collect

a. Login Credentials

ProXpense users do not sign up via the app. Access is granted through credentials provided by the organization using our software. We do not collect or store passwords—authentication is handled securely.

b. Uploaded Receipts and Bills

The app allows users to upload invoices and receipts using:

    • Camera access (for taking a picture of a bill)
    • Photo gallery access (to upload a saved receipt)

These uploads are used solely for expense tracking and management as part of the services provided.

c. GPS location & Journey Tracking

The app access the GPS location of user when the user clicks Start Journey to track their miles for travel claims about how much they have travelling in a certain period. For Example: After starting a Track Jouney, User A travelled 8 km from 12:10PM to 12:30 PM then the app will create an expense of 8km once the user clicks stop tracking. 

c. Automatically Collected Information

We may collect limited technical data such as:

    • Device type and OS
    • App version
    • Crash logs and diagnostic data (only for improving app stability)

No personally identifiable information (PII) is collected without user knowledge.

3. Permissions Used (Mobile App)

The mobile app requests the following permissions:

    • Camera: To allow users to capture photos of receipts.
    • Photo Library/Storage Access: To upload saved receipts for expense processing.
    • Location: To track the travel miles of users for travel bill claims with their consent every time. App doesn’t track the user location without user itself clicks on Start Journey button. 

These permissions are used exclusively for the purpose of expense documentation.

4. How We Use Your Information

Your data is used to:

    • Process and manage travel and expense claims
    • Support organizational workflows
    • Improve app features and performance

We do not sell, rent, or share user data with third-party advertisers.

5. Data Storage and Security

All uploaded data is securely stored on servers managed by ProDesk Software Pvt Ltd or authorized cloud infrastructure partners. We implement reasonable administrative, technical, and physical safeguards to protect your information.

6. Data Sharing

We may share your data only with:

    • Your organization (employer or client) for reporting and compliance
    • Authorized third-party services that help us operate (e.g., secure cloud storage), under strict data protection agreements

We do not share your data with any third parties for marketing or unrelated purposes.

7. Retention and Deletion

We retain your data for as long as your organization continues to use our services or as required by applicable law. Upon request by your organization, or upon termination of service, your data may be deleted in accordance with our data retention policy.

8. User Rights

If you are an end user, your employer or organization is the primary data controller. You may contact your administrator for access, correction, or deletion requests related to your data. You may also contact us at team[a]proxpense.com for any concerns.

9. Children’s Privacy

ProXpense is intended for use by professionals and is not designed for individuals under the age of 18. We do not knowingly collect data from minors.

10. Changes to This Policy

We may update this Privacy Policy from time to time. All changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

11. Contact Us

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

Privacy Officer
Level 1, Building 10A, Cyberhub,
Gurugram, Haryana 122022
Email: [email protected]