Privacy Policy
Last updated: 29 July 2026
1. Who we are
DocketBox is operated by Pavel Klimov, sole trader, trading as DocketBox, based in Auckland, New Zealand ("DocketBox", "we", "us"). We are the data controller for the limited information described in this policy.
Contact for privacy matters: privacy@docketbox.nz
2. What DocketBox does
DocketBox is a mobile app for New Zealand sole traders, contractors and small operators who keep their own records. You photograph a receipt; the app extracts the supplier, date, total, GST and other details, and stores the result on your device so you can organise expenses and prepare GST and income-tax records.
3. Where your data lives
This is the most important part of this policy, so we set it out plainly.
On your device
Your receipts, receipt images, categories, apportionment settings and app preferences are stored in a database on your own device. They are not uploaded to us.
In your own Google Drive (optional)
If you sign in with Google and enable backup, DocketBox writes your receipt images and a backup of your receipt database into a folder in your Google Drive account. That data belongs to you and sits in your account. We cannot see it, and we do not have access to your Google Drive.
On our server
DocketBox runs a small backend service, used only to perform receipt recognition and to enforce usage limits. It stores:
| What | Why | How long |
|---|---|---|
| An anonymous device identifier and a device secret, generated when the app first runs | To authenticate requests from the app and to apply per-device usage limits | Until the device record is deleted or the app is uninstalled and the record is cleaned up |
| Counts of recognition requests, and the cost of those requests | To enforce the monthly free limit, to prevent abuse, and to control our own costs | Rolling monthly counters; summary records retained for abuse review |
| Subscription status (future paid plans) | To know whether a device is entitled to premium features | For the life of the subscription and as required for billing records |
4. Receipt recognition
When you scan a receipt, the app sends the photo to our backend, which forwards it to Anthropic (the provider of the Claude AI model) for the sole purpose of reading the receipt and returning structured data. The image is held in memory only for the duration of that request and is then discarded. Neither we nor Anthropic use your receipt images to train AI models.
Anthropic acts as our sub-processor for this step. Their handling of data submitted through their API is governed by their own terms and privacy policy, available at anthropic.com/legal/privacy.
You can use DocketBox entirely without recognition by entering receipt details manually. Nothing leaves your device in that case.
5. Google user data
Signing in with Google is optional and is used only to back up your own data to your own Google Drive.
- What we access: permission to create and manage files that DocketBox itself creates in your Google Drive, and basic profile information (your Google account identifier and email address) returned as part of sign-in.
- What we use it for: creating a DocketBox folder in your Drive and writing your receipt images and database backups into it, and showing you which account is connected.
- What we store: the sign-in token is held on your device only. We do not copy your Google account details or the contents of your Drive to our servers.
- What we never do: we do not read files in your Drive that DocketBox did not create, we do not share Google user data with third parties, we do not use it for advertising, and we do not use it to train AI models.
DocketBox's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
You can disconnect your Google account at any time from within the app, and you can revoke DocketBox's access from your Google account permissions page.
6. Analytics and crash reports
We collect a minimal set of anonymous event counts (for example: a scan was started, a recognition succeeded or was refused, an export was produced) and crash reports, so we can tell whether the app is working. These contain no receipt content and no personal information. We do not use advertising identifiers, we do not run ads, and we do not sell data to anyone.
7. Legal basis and your rights
We process the limited information described above because it is necessary to provide the service you have asked for and to protect it from abuse. Under the New Zealand Privacy Act 2020 you have the right to ask what personal information we hold about you, to ask us to correct it, and to complain to the Office of the Privacy Commissioner.
Because the data we hold is an anonymous device identifier and usage counters, we usually cannot link it to you as an individual. If you want your device record and counters deleted, email us from the address you can be reached at and tell us — we may need information from the app to identify the right record. Deleting the app from your device removes everything stored locally; your Google Drive backup remains in your own account until you delete it yourself.
8. Security
Traffic between the app and our backend is encrypted in transit (HTTPS). Device secrets are stored in the device's secure keystore and are encrypted at rest on our server. Access to the server is restricted to the operator.
9. Children
DocketBox is a business record-keeping tool and is not directed at children. We do not knowingly collect information from children.
10. Changes to this policy
If we change how DocketBox handles data, we will update this page and change the "last updated" date. If the change is significant — for example if we ever began storing receipt content — we will notify you in the app and ask for your consent before it takes effect.
11. Contact
Questions about this policy or about your data: privacy@docketbox.nz