TripVerify ONE ("we", "our", or "us") is operated by ITURA and provides travel expense documentation, verification, and reporting services (the "Service"). This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our platform. By accessing or using TripVerify ONE, you agree to the terms of this Privacy Policy.
1. Information We Collect
1.1 Account Information
When you register for TripVerify ONE, we collect your name, email address, company name (if applicable), job title, and password. This information is required to create and manage your account.
1.2 Travel Expense Data
Our core service involves processing travel expense information you submit, including receipts, invoices, itineraries, booking confirmations, and related financial documents. This may include merchant names, transaction amounts, dates, currencies, payment methods, and trip descriptions.
1.3 Uploaded Documents and Files
You may upload receipts, PDFs, images, and other files to support expense verification. We store these files securely and process them to extract relevant expense data and generate your Proof Score.
1.4 Usage and Technical Data
We automatically collect information about how you interact with the Service, including IP address, browser type, operating system, pages visited, features used, session duration, and referring URLs. This data helps us improve the platform and diagnose technical issues.
1.5 Communications
If you contact us via email, our contact form, or support channels, we retain those communications to respond to your inquiries and improve our support.
2. How We Use Your Information
We use the information we collect to: (a) provide, operate, and maintain the Service; (b) process and verify your travel expense submissions; (c) generate expense reports, Proof Scores, and audit-ready documentation; (d) send transactional emails such as account confirmations, password resets, and report notifications; (e) respond to your support requests and inquiries; (f) detect, investigate, and prevent fraudulent or unauthorized activity; (g) analyze usage patterns to improve the platform's features and performance; (h) comply with applicable legal obligations; and (i) send product updates and marketing communications where you have given consent or where permitted by law.
3. Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data under the following legal bases: (a) Contract — processing necessary to perform our agreement with you and deliver the Service; (b) Legitimate Interests — improving the platform, preventing fraud, and ensuring security; (c) Legal Obligation — complying with applicable laws and regulations; and (d) Consent — for marketing communications and any processing you have explicitly agreed to. You may withdraw consent at any time without affecting the lawfulness of prior processing.
4. Data Sharing and Disclosure
4.1 Service Providers
We share data with trusted third-party vendors who assist us in operating the Service, including cloud hosting providers, payment processors, email delivery services, and analytics tools. These providers are contractually bound to protect your data and may only use it to perform services on our behalf.
4.2 Business Transfers
If TripVerify ONE is involved in a merger, acquisition, asset sale, or bankruptcy proceeding, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our platform before your data is transferred and becomes subject to a different privacy policy.
4.3 Legal Requirements
We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect our rights, your safety, or the safety of others.
4.4 No Sale of Personal Data
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
5. Data Retention
We retain your account information and expense data for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymize your personal data within 90 days, except where we are required to retain it for legal, tax, or audit compliance purposes. Uploaded documents and generated reports may be retained for up to 7 years to support tax and regulatory compliance obligations, unless you request earlier deletion and no legal hold applies.
6. Your Rights and Choices
Depending on your location, you may have the following rights regarding your personal data: (a) Access — request a copy of the personal data we hold about you; (b) Correction — request that we correct inaccurate or incomplete data; (c) Deletion — request that we delete your personal data, subject to legal retention requirements; (d) Portability — receive your data in a structured, machine-readable format; (e) Restriction — request that we restrict processing of your data in certain circumstances; (f) Objection — object to processing based on legitimate interests; and (g) Opt-out of marketing — unsubscribe from marketing emails at any time via the link in any email or by contacting us. To exercise any of these rights, contact us at privacy@tripverifyone.com. We will respond within 30 days.
7. Data Security
We implement industry-standard security measures to protect your data, including TLS encryption in transit, AES-256 encryption at rest, access controls, multi-factor authentication options, and regular security audits. However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected users in the event of a data breach as required by applicable law.
8. International Data Transfers
TripVerify ONE is operated from the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. For transfers from the EEA or UK, we rely on Standard Contractual Clauses or other approved transfer mechanisms to ensure adequate protection of your data.
9. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to operate the Service, remember your preferences, analyze usage, and improve performance. Essential cookies are required for the Service to function. Analytics and preference cookies are used with your consent where required by law. You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of the Service.
10. Children's Privacy
TripVerify ONE is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that a child under 16 has provided us with personal data, we will take steps to delete that information promptly. If you believe a child has submitted information to us, please contact us at privacy@tripverifyone.com.
11. Third-Party Links
The Service may contain links to third-party websites or integrations. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party services you access through TripVerify ONE.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice on the platform at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: privacy@tripverifyone.com. For EEA/UK users, you also have the right to lodge a complaint with your local data protection authority.