Privacy policy

1. Scope and who we are

This Policy applies to the Reimburse Note iOS and iPadOS application (the “App”), MounLab pages related to the App, and privacy or support communications you send to us.

The App is designed as a local-first expense and reimbursement tracker. Version 1.0 does not require a MounLab account and does not operate a MounLab server that receives your reimbursement records or attachments.

When iCloud is available for the App, Apple synchronizes App data through the private CloudKit database associated with your Apple Account. MounLab cannot browse or retrieve content from that private database.

This Policy does not control how Apple, your employer, a workspace owner, or another third party handles information under its own terms and privacy practices.

2. Information in version 1.0

You choose what information to add. A record may contain:

• a title, notes, and expense date;
• payment and booked amounts, currencies, and an exchange rate;
• an Unsubmitted, Submitted, or Reimbursed status and related timestamps;
• receipt images and PDF attachments you select;
• attachment filenames and basic file information;
• export-batch details, totals, and locally generated reimbursement PDFs;
• record, attachment, export, event, snapshot, and profile identifiers;
• submission snapshots and lifecycle events used to preserve submitted history; and
• limited deletion records used to keep deleted content from reappearing on another device.

The App also stores your preferred booked currency and limited technical synchronization status. Business content is stored locally and, when iCloud is available, synchronized through your private CloudKit database. Free-form notes and attachments may contain personal, financial, confidential, or other sensitive information, depending on what you choose to add. MounLab does not receive this content from version 1.0.

3. How version 1.0 uses information

Version 1.0 processes information on your device to create and organize reimbursement records, calculate and display amounts, search and summarize records, show statistics, generate PDF and CSV exports, preview attachments, and maintain record status. Apple processes synchronized copies through CloudKit so the App can keep data consistent across devices using the same Apple Account and restore that data after reinstallation.

Suggested exchange rates in version 1.0 are built into the App. The App does not send your currency selections or reimbursement content to an external exchange-rate service.

MounLab does not use your reimbursement content for advertising, profiling, model training, or product analytics. We do not sell that content, and version 1.0 does not track you across apps or websites owned by other companies.

4. Photos, files, and permissions

When you add a receipt image, Apple's system photo picker lets you choose specific images. When you add a PDF, Apple's system file picker lets you choose specific documents. These interfaces do not give MounLab access to your wider photo library or file collection.

The App processes selected images on your device and may resize and re-encode them before local storage. Selected PDFs are validated and copied into the App's local data store. These images, PDFs, filenames, types, and ordering information synchronize through your private iCloud account when iCloud is available. They are not uploaded to MounLab.

You are responsible for ensuring that you have the right to store and share any document or information you add to the App.

5. Local storage, iCloud synchronization, and device backups

Reimbursement records, attachments, preferences, export history, generated reimbursement PDFs, and related metadata are stored in the App's local storage on your device.

When you are signed in to an Apple Account and iCloud is available for Reimburse Note, the App automatically synchronizes this data through Apple's CloudKit private database. Version 1.0 does not provide an in-App synchronization switch or a manual “sync now” control. You can continue working while offline, and Apple determines when pending changes are synchronized after service becomes available.

Synchronization depends on your Apple Account, iCloud settings, network availability, Apple services, and available iCloud storage. Signing out, switching Apple Accounts, or disabling iCloud access for the App may change which synchronized data is available on a device.

This synchronization is not a MounLab-operated cloud backup or historical version-recovery service. MounLab does not receive, browse, recover, or delete the reimbursement content in your private CloudKit database. Apple processes that data under its own terms and privacy practices.

Your Apple device or computer backup may include App data, depending on your iCloud, Finder, iTunes, device-management, and other backup settings. Backups are controlled by you and the applicable platform or backup provider. Removing the App from a device does not necessarily remove a copy already contained in a separate backup.

6. Exports and sharing

When you create a reimbursement PDF, the App generates it on your device and stores a local copy in the relevant export batch. That export batch and PDF synchronize through your private iCloud account when iCloud is available. A PDF may include record details, notes, receipt images, and PDF attachments. Creating an export marks the included records as Submitted.

“Export All Data” creates a CSV containing structured record information, attachment counts, and attachment filenames. The CSV does not include the attachment files themselves and is not added to the synchronized export history.

When you use Apple's system share interface, you choose the recipient, app, service, or storage location. The destination may receive and retain the exported file under its own privacy practices. MounLab does not control copies held by your employer, email provider, messaging app, file-storage provider, or another recipient, and those copies are not removed when you delete the App.

7. Apple analytics and diagnostics

If you choose to share analytics and diagnostics with app developers through Apple, Apple may make aggregated or non-personally identifying App usage, crash, and performance information available to MounLab. We use this information to understand reliability, diagnose technical problems, and improve Reimburse Note.

Apple controls its collection and processing of this information. You can manage this choice in iOS or iPadOS under Settings → Privacy & Security → Analytics & Improvements → Share With App Developers.

Version 1.0 does not include a third-party crash-reporting or product-analytics SDK.

8. Website and support communications

Website access

When you visit a MounLab website, hosting, content-delivery, and security providers may process limited technical information needed to deliver and protect the site, such as an IP address, request time, requested page, browser or user-agent information, and security signals.

The current website does not use analytics cookies, advertising pixels, cross-site tracking, session replay, or an online support form. Website network information is separate from the reimbursement content stored in the App.

Messages you send us

If you contact MounLab, we receive the information you choose to provide, such as your email address, message, screenshots, attachments, App version, device details, or diagnostic information. Please do not send reimbursement records or sensitive attachments unless they are necessary for us to help with your request.

We use support communications to respond, investigate problems, protect the App and our users, and maintain an appropriate record of the request.

9. Retention, deletion, and controls

App and private iCloud data

• Unsubmitted records can be deleted individually in the App.
• Submitted and Reimbursed records cannot currently be edited or deleted individually.
• Historical export batches and their stored PDFs cannot currently be deleted individually.

Deleting an Unsubmitted record or removable attachment creates a limited deletion record containing object type, identifiers, and deletion time. The deletion record synchronizes through your private CloudKit database and is retained so an older device does not cause deleted content to reappear. It does not contain the deleted record's title, notes, amounts, or attachment data.

Version 1.0 does not automatically purge these deletion records.

These record locks and deletion records preserve submitted history and synchronization consistency. They do not give MounLab possession of your content.

Version 1.0 does not provide an in-App control to delete all synchronized data.

Removing the App removes its local data from that device, but it does not necessarily delete synchronized data from your private iCloud account, separate device backups, or files you exported or shared. If you reinstall the App or sign in again with the same Apple Account, iCloud data may synchronize back to the device. Use your device and Apple Account settings to manage the App's access to iCloud and any data-management controls Apple makes available. MounLab cannot perform these actions for you.

Information MounLab receives

We retain support communications and website security information only for as long as reasonably necessary to provide support, maintain security, resolve disputes, enforce agreements, and comply with legal obligations. Retention depends on the nature and sensitivity of the information, why it is needed, and applicable requirements.

10. Future MounLab-operated online services

Accounts and authentication

Account features may process an email address or other account identifier, securely protected authentication credentials, account settings, session information, and security records. We would use this information to create and secure the account, authenticate access, communicate about the service, and provide requested features.

MounLab-operated cloud services and server backup

If MounLab offers its own cloud service or server backup in the future, reimbursement records, notes, attachments, locally generated exports, settings, record identifiers, synchronization status, version information, and related metadata may be transmitted to and stored by MounLab or its infrastructure providers. We would explain the actual data flow, purposes, controls, and retention terms before such a service becomes available.

Team workspaces

A team workspace may process workspace names, membership, invitations, roles, shared reimbursement content, comments or communications, and activity or audit records. Content you share with a workspace may be visible to its members and administrators. A workspace organization may control its workspace, manage members, set retention rules, and act as a separate controller of information it directs users to submit.

Subscriptions and paid features

Paid features may require processing a product or subscription type, transaction identifier, entitlement, renewal status, purchase-restoration information, and limited billing-support records. Apple or another authorized payment provider would process payment credentials under its own terms. MounLab would not receive a complete payment-card or bank-account number from an App Store transaction.

Live exchange rates

A live exchange-rate feature may send the requested currency pair, request time, and technical network information to an exchange-rate service. We would design the request not to include your record title, notes, receipts, or other reimbursement content unless clearly disclosed and necessary for a feature you request.

Online support, diagnostics, and product analytics

Online support or additional diagnostics may process messages, attachments, App and operating-system version, device model, error details, crash information, performance measurements, and technical logs. If product analytics is introduced, it may process limited feature interactions, session or device characteristics, and performance information to understand and improve the service. We would update App Store privacy disclosures and provide any notice or choice required before collection begins.

Online-service retention and deletion

Online account data would generally be retained while the account is active and afterward only as reasonably necessary for backup recovery, security, fraud prevention, dispute resolution, legal compliance, or other disclosed purposes. When account creation becomes available, the App will provide a way to initiate account deletion. Some workspace data may remain under an organization's control or in records that must be preserved, as explained when the feature is offered.

11. How information may be disclosed

Apple processes content synchronized through your private iCloud account to provide its iCloud and CloudKit services. MounLab does not receive that content, and Apple's handling is governed by its own terms and privacy practices.

MounLab does not sell personal information and does not share personal information for cross-context behavioral advertising. Information MounLab actually receives may be disclosed only as appropriate in the following circumstances:

• Service providers. Providers supporting hosting, content delivery, cloud infrastructure, authentication, communications, customer support, diagnostics, security, payment administration, or other service operations may process information on our instructions.
• User-directed recipients. Information is disclosed when you choose to export, share, join a workspace, or otherwise direct information to another person, organization, or service.
• Workspace members and administrators. Information shared to a team workspace may be accessible according to workspace roles and settings.
• Legal and safety reasons. We may preserve or disclose information if reasonably necessary to comply with law or valid legal process, protect rights and safety, investigate fraud or abuse, or secure our services.
• Business changes. Information MounLab holds may be reviewed, transferred, or otherwise processed in connection with a merger, financing, acquisition, reorganization, bankruptcy, sale of assets, or transition to another provider, subject to appropriate safeguards.

Service providers are expected to protect information consistently with their role, our instructions, contractual commitments, and applicable law.

12. Legal bases and international processing

Where applicable law requires a legal basis, MounLab processes information as necessary to provide a feature or service you request, with your consent, to comply with legal obligations, or for legitimate interests such as support, security, fraud prevention, service reliability, and product improvement, balanced against your rights.

MounLab and its service providers may process information in countries other than where you live. Those countries may have different data-protection laws. Where required, we use contractual, organizational, or other recognized safeguards for international transfers.

Apple determines where and how it processes data in your private iCloud account under its own terms, privacy practices, and applicable safeguards.

13. Your privacy rights

Depending on where you live and subject to applicable exceptions, you may have rights to request access, correction, deletion, restriction, objection, or portability of personal information MounLab holds, or to withdraw consent. You may also have the right to complain to a local data-protection authority.

MounLab cannot retrieve or act on reimbursement content stored only on your device or in your private iCloud account. For that content, use the App's local controls, export tools, device and Apple Account settings, backup settings, and App-removal controls described above.

For information MounLab does hold, send a request to support@mounlab.com. We may need to verify the request and may retain a limited record showing that it was handled.

14. Children's privacy

Reimburse Note is a general-audience productivity App. It is not designed or marketed specifically to children, and MounLab does not knowingly collect personal information from children through version 1.0.

If you are not old enough to make privacy decisions under the law where you live, use any online feature only with the involvement of a parent or guardian. If we learn that a child provided personal information to MounLab through support or an online feature without authorization required by applicable law, we will take reasonable steps to delete it.

15. Security

We use reasonable technical, administrative, and organizational measures designed to protect information MounLab handles. Version 1.0 reduces exposure by processing reimbursement content locally and synchronizing it only through your private iCloud account, rather than transmitting it to MounLab.

No device, storage system, backup, transmission, or security measure is completely secure. Protect access to your device, review attachments before adding them, and confirm recipients before sharing an export.

16. Changes to this Policy

We may update this Policy as Reimburse Note and applicable requirements change. We will post the updated Policy on this page and revise the “Last updated” date. If a change materially affects how personal information is collected, used, or shared, we will provide additional notice or obtain consent when required.

Before introducing a feature that materially changes data handling, MounLab will review the applicable disclosures and update App Store privacy information as required. Minor product changes that do not alter the practices described here may not result in a Policy update.

17. Contact us

For privacy questions, concerns, or requests, email MounLab at support@mounlab.com.

When contacting us, please avoid including reimbursement records, receipts, financial information, or other sensitive content unless it is necessary for us to address your request.