Privacy Policy

This policy explains how BORDExpense collects, uses and protects information when you use our website or services.

1. OVERVIEW

BORDExpense is a product operated by NotGeneric Solutions Inc. References to “BORDExpense,” “we,” “us” or “our” mean NotGeneric Solutions Inc. and its relevant affiliates. BORDExpense provides expense and cash advance approval software for finance teams.

This Privacy policy explains how we collect, process, store, use and share information that identifies, relates to or could reasonably be linked with an individual (“Personal Information”). Personal Information does not include anonymous or aggregated data that cannot reasonably identify a person.

This policy applies to our website, BORDExpense application, interfaces and related services. For the expense, advance, approval and accounting records that an organization enters into BORDExpense (“Customer Data”), that organization is the controller (or responsible party) and decides how the data is used, and we act as its processor (or operator), as set out in section 11. For our own account, billing, security and usage information, we are the controller.

2. INFORMATION WE COLLECT

We may collect account and identity information, such as name, work email address, phone number, organization, department, role, employee or ERP code, approval limit and authentication credentials.

We may collect the business records you enter or connect, including website content, business knowledge, expenses, receipts and attachments, reports, finance approvals, analytical dimensions, accounting references, and an audit trail of changes.

We may collect technical and usage information, including IP address, browser and device information, operating system, pages viewed, feature usage, log data, crash data, diagnostic data, and cookies and similar technologies.

We may collect support messages, and billing contact details. Payment details are handled by our payment processors, and we do not intentionally store full payment card numbers in BORDExpense.

3. SOURCES OF INFORMATION

We collect information directly from you when you create an account, enter records, upload files, invite team members, use support or otherwise communicate with us.

We collect information from your organization and its administrators, from other users in your organization’s account, and from connected services you authorize, such as Sage X3. We collect only the information needed to provide the feature you choose to use.

4. HOW WE USE INFORMATION

To create, authenticate, administer and secure accounts, and to enforce roles and approval limits.
To provide, maintain and improve BORDExpense features, including expense capture, approval workflows, cash advance tracking, journals, CSV export and Sage X3 posting.
To apply the spending rules you configure and to show records to authorized users according to their roles.
To provide customer support, service notices, billing notices and security alerts.
To prevent fraud, abuse, unauthorized access and security incidents, and to keep an audit trail.
To understand product performance, troubleshoot errors and improve reliability.
To comply with legal obligations, enforce agreements, resolve disputes and protect rights, safety and property.

We use Personal Information on the basis of our contract with you or your organization, your consent where the law requires it, our legitimate interests in running and securing the service, and our legal obligations.

5. AUTOMATED CHECKS

BORDExpense applies spending rules that your organization configures, such as requiring a receipt above an amount or flagging a duplicate. These checks stop a report from being submitted or flag it for a person to review. Approval decisions are made by your organization’s people, and your organization is responsible for letting its employees question a decision that affects them.

We do not sell Personal Information. We may share information with vendors and service providers that help us host, secure, analyze, communicate, process payments, provide customer support and deliver BORDExpense, subject to appropriate contractual, confidentiality and data-protection obligations.

We may disclose information where required by law, legal process or governmental request; to enforce our agreements; to protect rights, safety, privacy or property; to prevent fraud or abuse; or in connection with a merger, acquisition, financing, reorganization, bankruptcy or sale of assets.

7. RETENTION AND SECURITY

We retain information for as long as reasonably necessary to provide the services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, secure the platform and support legitimate business purposes. Retention periods may vary based on the type of information and the customer’s configuration.

We use administrative, technical and organizational safeguards designed to protect information, including encryption of data in transit, role-based access controls, separation of each customer’s data, logging, backups and security monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If a breach of security affects Customer Data, we will tell the affected customer without undue delay and, where feasible, within 72 hours after we confirm the breach, so that it can meet its own notification duties. If a breach affects information we control, we will notify affected individuals and regulators as the law requires.

8. COOKIES AND SIMILAR TECHNOLOGIES

We use cookies and similar technologies that are necessary to operate the application, keep users signed in, keep sessions secure and remember settings. You can control cookies through your browser settings, but disabling some cookies may affect functionality.

9. YOUR CHOICES AND RIGHTS

Depending on where you live, you may have rights to access, correct, delete, restrict or export Personal Information, object to certain processing, withdraw consent, or complain to a regulator. These rights may be limited by applicable law and by the rights and obligations of the organization that controls the relevant data.

To make a privacy request about information we control, contact our [email protected]. We may need to verify your identity before responding, and we will respond within 30 days, or sooner if the law requires. You may unsubscribe from marketing emails using the link in those emails.

10. INTERNATIONAL PROCESSING

We and our service providers may process and store information in countries,which may be different from where you live. Where the law requires, we use safeguards for cross-border transfers, such as written data-protection commitments with our service providers, and we will enter into additional transfer terms with a customer on request. Information held in another country may be accessible to its courts and authorities under its laws.

11. PROCESSING OF CUSTOMER DATA

For Customer Data that is Personal Information, we process it only on the customer’s documented instructions, which are the Terms of Use, the customer’s Order and the customer’s use and configuration of BORDExpense, unless the law requires otherwise. We make sure that people who handle Customer Data are bound by confidentiality, we keep the safeguards in section 7, and we require our subprocessors to protect Customer Data in a way that is no less protective in substance than this policy.

12. CHILDREN

BORDExpense is a business service and is not directed to children. You must be at least 18 years old to use it. We do not knowingly collect Personal Information from children. If you believe a child provided information to us, contact us so we can take appropriate action.

13. CHANGES TO THIS POLICY

We may update this Privacy Policy to reflect changes to our services, legal obligations or data practices. We will post the updated policy with a new effective date and provide additional notice when the change is material. Continued use after the effective date means the updated policy applies.

14. CONTACT

For general enquiries, privacy questions or requests, contact [email protected].