Privacy policy

Overview

Pathgrade helps businesses reconcile company card transactions and send them to their accounting software. This policy explains what data we handle on behalf of those businesses and how we protect it. Questions can be sent to privacy@pathgrade.org.

Whose data we hold

Our customers are businesses. We process data about their team members — cardholders, approvers and administrators — on the customer's instructions. The customer decides which accounts are connected and who can see them.

What we collect

Account details: name, work email and profile image from your sign-in provider. We do not store passwords.

Transactions: dates, amounts, currencies, merchant descriptions, the last four digits of cards and balances from connected banks or uploaded files.

Receipts: images and documents submitted by email, chat or upload, and the details read from them.

Accounting data: chart of accounts, suppliers, tracking categories and the coded lines we send back.

Activity: the coding decisions, notes and approvals made in Pathgrade, so the business has a complete audit trail.

How we use it

To show cardholders their transactions, suggest coding, match receipts, send follow-up questions, post approved lines to the ledger, keep an audit trail, and operate and secure the service. We do not sell data or use it for advertising.

AI processing

We use large language models to read receipts and suggest coding. Content is sent to model providers only for that purpose, and they are contractually prohibited from training on it. A person always approves before anything reaches the ledger.

Sub-processors

We share data only with providers needed to run Pathgrade: cloud hosting, bank data aggregators, AI model providers, email delivery and the chat and accounting tools a customer connects. A current list is available on request.

Retention and deletion

We keep data for as long as the customer's account is active, plus up to 90 days. A customer can request export or deletion at any time by emailing privacy@pathgrade.org.

Your rights

Depending on where you live, you may have rights to access, correct or delete your personal data. Contact your employer or email us and we'll help.