Privacy Policy

1. Data controller

The controller of the data collected through SettleMeNow is Francesco Pintus, an individual, reachable at info@settlemenow.com for any request regarding the processing of your personal data or the exercise of the rights described in Article 7.

2. What data we collect

We collect several categories of data, depending on how you use the service:

• Account data: first name, last name, email address and role, for users who access a workspace (admins, approvers, payers, viewers);
• Payment/reimbursement request data: requester name, email, IBAN, account holder, expense description, amount, any attached documents (invoices, receipts, supporting documents), submitted through each workspace's public area;
• Subscription payment data: handled directly by Stripe, which acts as an independent data controller for this data (see Article 5) — we do not receive or store your full payment card details;
• Technical data: IP address, browser information and cookies strictly necessary for the service to function (see Article 8).

3. Purposes of processing

We process your data to:

• Provide and operate the SettleMeNow service, including managing your workspace and its users;
• Manage payment and reimbursement requests submitted through each workspace's public area;
• Send transactional communications necessary for the service to function (e.g. sign-in links, OTP codes, request status notifications, summaries for the payer);
• Manage the subscription and billing, via Stripe;
• Respond to support requests sent to info@settlemenow.com;
• Comply with legal obligations, where applicable.

4. Legal basis for processing

We process your data mainly for the performance of the contract between you and SettleMeNow (provision of the service you requested), as well as to comply with any legal obligations and, where applicable, on the basis of a legitimate interest in ensuring the security and proper functioning of the platform.

5. Who we share your data with

We do not sell or share your data with third parties for marketing purposes. We rely on the following third-party providers (data processors or independent controllers, depending on their role) to operate the service:

• Stripe (Stripe Payments Europe, Ltd. and affiliated companies) — processes subscription payments as merchant of record (Stripe Managed Payments). For this data, Stripe acts as an independent data controller. Stripe may process data outside the European Union; in that case it relies on the safeguards provided by applicable law (e.g. standard contractual clauses);
• Aruba S.p.A. — provides the hosting, database and email services SettleMeNow relies on. The servers used for these services are located in Italy, within the European Union.

6. Transfer of data abroad

SettleMeNow also serves customers located outside the European Union. The data we collect is stored on servers located in Italy (see Article 5), regardless of the country from which you access the service. Any transfers of data to countries outside the EU, when carried out by our providers (e.g. by Stripe for payment processing), take place in accordance with the safeguards provided by applicable international data transfer regulations.

7. How long we keep your data

We retain a workspace's data for the entire duration of the active subscription. When a workspace is closed (voluntary cancellation or non-renewal), all associated data and documents — including those from payment/reimbursement requests submitted within it — are permanently deleted within 90 days. You can still request early deletion of your personal data at any time, as described in Article 8.

8. Your rights

As a data subject, you have the right to:

• Access the personal data we process about you;
• Request rectification if it is inaccurate or incomplete;
• Request its erasure, within the limits provided by applicable law;
• Request restriction of processing in specific cases;
• Request its portability in a structured format;
• Object to processing based on legitimate interest;
• Lodge a complaint with the competent supervisory authority (in Italy, the Garante per la protezione dei dati personali), without prejudice to your right to seek judicial remedy.

To exercise these rights, write to info@settlemenow.com.

9. Cookies

SettleMeNow uses only technical cookies, strictly necessary for the service to function (e.g. keeping you signed in). We do not use profiling cookies, advertising trackers, or analytics tools such as Google Analytics.

10. Data security

We adopt reasonable technical and organizational measures to protect your data, including: user passwords stored as hashes (never in plain text), logical separation of data between different workspaces, encrypted connections for accessing the service, and attachment access restricted to authorized users of the relevant workspace. However, no system is 100% secure: in the event of a data breach that poses a risk to your rights, we will inform you as required by applicable law.

11. Minors

SettleMeNow is not intended for persons under 18 years of age, and we do not knowingly collect data from minors.

12. Changes to this Privacy Policy

We may periodically update this notice. In case of material changes, we will notify you with reasonable notice by email or via an in-app notice.

13. Contact

For any question about this Privacy Policy or the processing of your data, write to info@settlemenow.com.