Glenrix ("we", "our", "the platform") is a business finance management service that provides invoicing, expense tracking, receipt generation, and analytics tools. By using Glenrix, you agree to the collection and use of information as described in this policy.
For any privacy enquiries, contact us at: privacy@glenrix.com
We collect the following categories of information when you use Glenrix:
We process your data on the following legal bases under GDPR / UK GDPR:
Your information is used solely to:
We do not use your data for advertising, profiling, or any purpose beyond operating the platform.
Your data is stored on secure servers. We implement industry-standard security measures including encrypted connections (HTTPS/TLS), access controls, and regular security reviews.
Uploaded files and attachments are stored on secured cloud storage with access restricted to your account. Sensitive fields such as bank details are never exposed in plain text via our API.
While we take every reasonable precaution, no system is completely immune to risk. If a breach affecting your data occurs, we will notify you promptly in accordance with applicable law.
We do not sell, rent, or trade your personal data. We may share data only in the following limited circumstances:
Glenrix uses OpenAI's API to power certain features: extracting data from photographed receipts and supplier invoices, mapping spreadsheet columns during bank statement imports, drafting chase message suggestions, and powering the Glenrix chat assistant. When you use these features, the relevant image or text is sent to OpenAI for processing.
Extracted results are always shown to you for review and correction before being saved — nothing is saved automatically without your confirmation. OpenAI processes this data as our sub-processor under its API terms; please refer to OpenAI's own policies for details of how it handles data submitted via its API.
If you would prefer not to use AI-assisted features, manual entry is available everywhere an AI-assisted option appears.
When you interact with Glenrix via WhatsApp, messages you send are processed to fulfil your requests (e.g. logging a record, generating an invoice). Message content is not stored longer than necessary and is not shared with third parties beyond the WhatsApp Business API service.
If you are an unregistered visitor chatting with the Glenrix assistant, your phone number and session data are retained for up to 24 hours to maintain conversation context, then automatically expired.
If you enable payment chasing on an invoice, Glenrix processes data about the client you're chasing — contact details, payment status, communication history, and (for business clients with overdue balances) statutory interest and compensation calculations under the Late Payment of Commercial Debts Act 1998. This data comes from you, not from the client directly.
For overdue accounts that reach the later stages of the chase process, Glenrix may generate a formal Letter Before Action and related correspondence, based on information you provide and confirm at each step. Glenrix does not send this correspondence on your behalf without your explicit confirmation, is not a debt collection agency, and does not act as your legal representative — see our Terms of Service, Section 5a for the relevant liability terms.
Because this data may constitute evidence in a legal dispute, chase history and related records are retained even after an invoice is settled or a chase is closed, for as long as your account remains active or as required by law — see Section 11 (Data Retention).
Glenrix uses only essential session cookies required for authentication and platform functionality. We do not use advertising cookies, analytics tracking, or third-party tracking pixels of any kind.
A brief cookie notice is displayed on first visit so you are aware of this. You may disable cookies in your browser settings, but doing so will prevent you from logging in to the platform.
Under GDPR and UK GDPR, you have the following rights in relation to your personal data:
To exercise any of these rights, use the export/delete tools in your profile settings or email privacy@glenrix.com. We will respond within 30 days.
We retain your account data for as long as your account is active. Financial records (invoices, expenses, etc.) are retained as needed to provide continuity of service and comply with applicable record-keeping obligations.
When you delete your account, your personal data and all associated records are permanently removed immediately, except where retention is required by law.
WhatsApp session data: Conversation state and guest session data are automatically purged within 24 hours of inactivity.
Server logs: Application logs are retained for a maximum of 30 days and do not contain message content or financial data. Logs containing phone numbers or PII are not written at the INFO level.
Payment chasing records: Chase messages, check-ins, and Letters Before Action are kept for the life of your account for evidential purposes, even after the related invoice is settled — see Section 8.
Reference documents: We cache a copy of certain official government documents we link to from within the chase flow (e.g. the Pre-Action Protocol for Debt Claims) purely to make them faster to retrieve; this is a copy of a public document, not personal data.
Glenrix is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has registered an account, please contact us immediately.
We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notice. Your continued use of Glenrix after changes take effect constitutes acceptance of the updated policy.
If you have any questions or concerns about this Privacy Policy or your data, please contact us:
Email: privacy@glenrix.com
Postal: Glenrix, Data Protection Team, United Kingdom