Privacy Policy.

Information You Provide

We may collect information that you voluntarily provide, including:

• Name
• Email address
• Mobile number
• Company name
• Designation
• Billing information
• Employee identification information
• Expense reports and supporting documents
• Travel and reimbursement information
• Customer support communications
• Information submitted through forms, surveys, or feedback requests

KYC and Verification Information

Where required for prepaid card issuance, regulatory compliance, fraud prevention, or identity verification, we may collect:

• PAN
• Aadhaar information where permitted by law
• Passport details
• Driving License details
• Voter ID details
• Address proof
• Date of birth
• Other information required by banking partners or applicable regulations

Transaction Information

We may collect information relating to:

• Expense submissions
• Expense approvals
• Reimbursements
• Card transactions
• Merchant information
• Transaction amounts
• Transaction timestamps
• Payment references
• Corporate spending records

Automatically Collected Information

When you access or use the Services, we may automatically collect:

• IP address
• Device information
• Browser type
• Operating system
• Application usage information
• Log files
• Location information where enabled
• Cookies and similar technologies

We may use information to:

• Provide, operate, and maintain the Services
• Process expenses, reimbursements, and approvals
• Issue and manage prepaid cards
• Verify identity and conduct compliance checks
• Detect, prevent, and investigate fraud or misuse
• Improve product functionality and user experience
• Provide customer support
• Generate reports and analytics
• Enforce expense policies and controls
• Communicate service updates and notifications
• Comply with legal, regulatory, and contractual obligations

Many ProXpense accounts are provided through employers or organizations. Where Services are provided through an organization:

• The organization acts as the administrator of the account.
• Authorized administrators may access employee expense records, submitted receipts, approval workflows, reimbursement data, card balances, transaction records, and related information.
• Employees acknowledge that information submitted through the platform may be visible to authorized personnel within their organization for administration, compliance, audit, and operational purposes.

For users participating in corporate prepaid card programs:

• Information may be shared with issuing banks, regulated entities, payment processors, payment networks, and other authorized partners.
• Information may be processed for card issuance, KYC verification, transaction authorization, fraud monitoring, dispute handling, regulatory reporting, and compliance purposes.
• Transaction information may include merchant details, transaction amounts, timestamps, merchant category codes, balances, and related payment information.

The full terms governing the prepaid card program, as issued by our banking partner, are available at www.pineperks.in/termsConditions.

We may share information with:

• Banking and card issuance partners
• Payment processors
• Cloud service providers
• Analytics providers
• Customer support providers
• Identity verification providers
• Professional advisors
• Auditors
• Regulatory authorities
• Law enforcement agencies where required by law

We use cookies and similar technologies to:

• Maintain secure sessions
• Improve platform functionality
• Analyze platform usage
• Enhance security
• Improve user experience

When you arrive through a link that carries campaign details, such as UTM parameters or an advertising click identifier (for example gclid, gbraid, wbraid, fbclid or li_fat_id), our website keeps those details, the page you arrived on, the referring page and the page that led you to a form in your browser’s session storage until you close the tab or window. If you allow advertising cookies, the campaign details recorded on our landing pages are instead kept on your device for up to 90 days, as described above, and can be sent with a form you submit on a later visit; otherwise they are sent to us only with a form you submit during the same visit. Our website does not add these details to the events it sends to Google Analytics, but if you allow analytics, Google Analytics receives the address of each page you view, including any campaign details in it.

Our website offers a chat assistant provided by BigRadar. It loads only when you click the chat button, and clicking it does not change your cookie choices. Once it has loaded, BigRadar receives the messages you send and technical information such as your IP address, the address of the page you are on (including any campaign details in it), the referring page, your device type, browser and time zone. It also stores an identifier on your device so that a conversation can continue across pages and visits; the chat software currently sets this identifier to expire after 90 days. The chat window loads a font from Google Fonts, which receives your IP address.

You can accept, reject or change your choice at any time under “Cookie settings” at the bottom of every page of our website. Reject all keeps analytics and advertising off, and Preferences lets you allow each separately. If you withdraw consent, our website applies it at once: it stops sending Google Analytics data and deletes the Google Analytics and advertising cookies it can access. We keep your choice on your device for 180 days and then ask again. You can also manage cookies through your browser settings. Certain Services may not function properly if essential cookies are disabled.

We retain information for as long as reasonably necessary to:

• Provide the Services
• Meet contractual obligations
• Comply with legal and regulatory requirements
• Resolve disputes
• Enforce agreements
• Maintain business and financial records

Where a Customer's use of the Services ends, information is retained thereafter only for the period required under applicable regulatory, tax, and record-keeping requirements, after which it is deleted, anonymized, or aggregated.

We maintain reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, loss, misuse, alteration, or destruction.

While we strive to protect information, no method of transmission or storage can be guaranteed to be completely secure.

Information may be processed or stored in India or other jurisdictions where our service providers operate. Where information is transferred across borders, we implement reasonable safeguards consistent with applicable legal requirements.

ProXpense may use artificial intelligence, machine learning, optical character recognition (OCR), and automated processing technologies to improve the Services. These technologies may be used for:

• Receipt extraction
• Invoice processing
• Expense categorization
• Merchant classification
• Duplicate detection
• Fraud monitoring
• Policy compliance checks
• Budget monitoring
• Spending analytics and recommendations

ProXpense may engage trusted third-party service providers to support the delivery of the Services, including:

• Cloud hosting providers
• Authentication providers
• Communication providers
• Analytics providers
• Payment service providers
• Banking partners
• OCR and document processing providers
• Customer support providers

These providers are contractually required to maintain appropriate confidentiality and security obligations.

ProXpense processes personal data in accordance with applicable laws, including the Digital Personal Data Protection Act, 2023 and related regulations.

Subject to applicable laws, users may have rights to:

• Access their personal data
• Correct inaccurate information
• Update incomplete information
• Request deletion where applicable
• Withdraw consent where legally permitted
• Seek information regarding processing activities
• Nominate another individual to exercise rights on their behalf where applicable
• Lodge a complaint with the Data Protection Board of India

The Services are intended for business and corporate use and are not directed toward children. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time.

Changes become effective upon publication on this page. Continued use of the Services after changes are published constitutes acceptance of the revised Privacy Policy.

For questions, concerns, grievances, or requests relating to this Privacy Policy or the processing of personal information, contact our Grievance Officer: