Zap Expenses provides an expense capture and processing service that allows users to submit receipts and documents for automated processing.
Information is used to process receipts, log mileage, classify user intents (e.g., report requests), and generate expense summaries.
Where messaging platforms such as WhatsApp are used, they operate strictly on a user-initiated basis.
Messages and media received via messaging platforms are processed automatically to extract expense data (receipts, mileage) or determine user intent (e.g., reports, help) and are not used for advertising, profiling, or unrelated purposes.
We employ multiple layers of security to protect your data:
By submitting information via email or messaging platforms, users consent to the automated processing of that information for the purpose of expense capture and export.
Receipts, mileage logs, and expense data are retained while your account is active so you can export them at any time. HMRC requires self-employed business records to be kept for at least 5 years after the 31 January submission deadline for the relevant tax year, although different rules can apply to very late returns. Zap Expenses' own account-retention and deletion policy is separate from HMRC's requirements, and users remain responsible for retaining the records and supporting evidence they are required to keep. Zap Expenses does not automatically purge data, but you may request deletion at any time (see below).
Zap Expenses is a receipt capture and structured-record preparation tool. It does not itself send quarterly updates or tax returns to HMRC and does not, on its own, satisfy the MTD for Income Tax submission requirement. It does not provide tax advice. Extracted values (including VAT and category suggestions) require review by the user or their accountant. You remain responsible for the accuracy of your records and for compliance with HMRC regulations.
Users may request deletion of their data at any time by contacting hello@zapexpenses.com.