Corps Security (UK) Limited (“Corps”, “we”) of 85 Cowcross Street, London EC1M 6PF is the data controller for the personal data processed by the Corps Expenses app and its associated web submission service (together, “the Service”).
Data protection queries: dataprotection@corpssecurity.co.uk.
This notice covers the processing carried out when Corps employees use the Service to submit and approve business expenses. It supplements (and does not replace) the general Corps Security privacy policy and your employee privacy information.
| Category | Examples | Where it comes from |
|---|---|---|
| Identity | Name, work email address, employee sign-in identifier, your manager | Your Microsoft Entra ID (work) account when you sign in |
| Expense claims | Amounts, VAT, cost codes, merchant name, transaction dates, descriptions and notes you enter | Entered by you in the app |
| Receipt images | Photographs of receipts you capture or upload. Receipts can incidentally reveal personal information (for example location, purchases, loyalty numbers) | Captured or uploaded by you |
| Mileage journeys | Start and end locations, journey purpose, miles, vehicle fuel type and engine size, passenger count | Entered by you in the app |
| Approval history | Who submitted, approved or rejected a claim, when, and the reason given | Generated by the Service |
| Device & notifications | A push-notification token identifying your device, and the device platform (iPhone/Android) | Generated by your device when you enable notifications |
| Technical logs | Standard service logs (for example access logs) | Generated by the Service |
The app does not access your contacts, location, browsing history or personal files, and does not save receipt photos to your device or photo library (see “Your own device” below).
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Processing your expense claim and reimbursing you | Contract — Art. 6(1)(b) |
| Keeping tax and VAT records, including receipt images | Legal obligation — Art. 6(1)(c) (HMRC record-keeping and VAT requirements) |
| Approval routing, audit trail, fraud prevention and dispute resolution | Legitimate interests — Art. 6(1)(f) |
| Sending you push notifications about the status of your claims | Legitimate interests — Art. 6(1)(f); you can disable notifications at any time in your device settings |
No solely automated decision-making. The app suggests figures read automatically from your receipt, but every figure is confirmed or corrected by a person (you), and every claim is approved or rejected by a person.
Within Corps: your line manager (and their delegate where applicable) for approval, the Finance team, and staff responsible for audit and system administration — on a need-to-know basis. Approved expense data is exported to Corps’ finance system for payment. Data may also be disclosed where required by law (for example to HMRC or auditors).
We do not sell your data or share it for marketing.
The core system and its database are hosted in Corps’ own UK data centre. We use the following providers for specific functions:
| Provider | Function | Notes |
|---|---|---|
| Microsoft (Entra ID) | Work sign-in | Your existing Corps Microsoft 365 identity |
| Microsoft Azure (AI Document Intelligence) | Automated reading of receipt images | Region: UK South |
| Microsoft Azure (Blob Storage) | Storage of receipt images | Region: UK South |
| Microsoft Azure (Notification Hubs), Apple (APNs), Google (FCM) | Delivering push notifications to your device | Notification content is minimal (for example “Expense approved”) |
Your expense and receipt data is stored and processed in the United Kingdom: our own UK data centre and Microsoft Azure’s UK South region. The one exception is push-notification delivery — notifications are routed through Apple’s and Google’s notification services, which may process them outside the UK. Notification content is minimal (for example “Expense approved”), and for these transfers we rely on the UK’s approved safeguards, including the UK Extension to the EU–US Data Privacy Framework, under which Apple and Google are certified.
The app is designed to leave no expense data at rest on your phone:
| Data | Retention |
|---|---|
| Expense claims, receipt images, mileage records, approval history | 6 years from the end of the tax year in which the expense was incurred (HMRC requirement) |
| Identity records | Duration of employment plus 6 years, then deleted or anonymised |
| Push-notification tokens | Until you sign out, disable notifications, or your account is deactivated |
| Technical/access logs | 90 days |
You have the right to access your data, to have inaccurate data corrected, to request erasure, to restrict or object to processing based on legitimate interests, and to data portability where applicable. Because most expense records must be kept to meet HMRC requirements, erasure of those records is deferred until the legal retention period ends — where this applies we will tell you and pseudonymise what we can in the meantime.
To exercise any right, contact dataprotection@corpssecurity.co.uk.
You also have the right to complain to the Information Commissioner’s Office (ico.org.uk / 0303 123 1113).
We will update this page when the Service or our processing changes, and flag significant changes to you through the app or internal communications.