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EPA Privacy Policy

BLUE HAT Expense Processing Assistant (EPA)
Privacy Policy — Version 0.3
Last updated: 25 October 20261. Application and contact
EPA is a local Windows application operated by BLUE HAT Belgique SRL for supervised
expense-document preparation. It is not a public online service. Contact:
[email protected].2. Data and purposes
EPA uses the authorised Google account email to verify the connected account.
It accesses the configured folder and metadata such as names, IDs, MIME types,
sizes, versions, checksums, parents and Trash status. It downloads selected images
and PDFs for display, conversion and, only when enabled and explicitly requested,
assisted extraction. Documents may contain supplier and customer details,
addresses, transaction information and other personal data printed on receipts.
EPA converts HEIC to JPG, allows legibility review, verifies uploads and sends
corresponding originals to Trash. It also proposes reviewed file names and
prepares editable notes from extracted expense facts and operator correction requests. Personal-card payment is
asserted by the operator, never inferred automatically. Group membership,
number reservations and operation markers support consistent processing/retry.3. Permissions and operator control
The requested Drive scope is https://www.googleapis.com/auth/drive. This grants
broad account access; the configured-folder restriction is application logic,
not a Google-enforced one-folder permission. Existing files placed outside EPA
can be processed in the chosen folder. Names change only after operator approval.
HEIC originals go to Trash only after approval and JPG verification. EPA does
not permanently delete Drive files; Google's own Trash rules still apply.
No expense submission to Falco, payment, spreadsheet entry or archival filing
is performed by EPA.4. Local processing and storage
Conversion and naming rules run locally. When configured, note generation and
revision use the external API described below. Google communications
use HTTPS. Google passwords are entered on Google's sign-in page. OAuth tokens
and the optional OpenAI key are stored in Windows Credential Manager.
EPA configuration, previews, converted images, extracted/reviewed facts, plans,
notes, number reservations and audit history remain in the user's EPA application
data directory. Metadata contains the model identifier but not its API key.
Logs include operation timestamps, file references, statuses, proposed names,
reviewed facts and notes; they are not intended to contain credentials or raw
image bytes. Exported XLSX logs are saved where the operator chooses.
EPA does not separately encrypt local documents/database. Protection depends on
Windows permissions and the computer's security/disk encryption. The audit log
is not tamper-proof and does not record changes made by other applications.5. Optional external AI
AI is disabled by default and is not used in demonstration mode. If the operator
configures the OpenAI API and explicitly authorises a selected batch, the selected
document contents are sent over HTTPS to OpenAI for structured fact extraction.
When requesting notes or a new version, extracted facts, the current note texts
and the operator's adjustment instructions are sent to OpenAI for generation.
New versions and adjustment requests are retained locally in the operation history.
The app does not redact document images before sending them. Extracted facts are
cached locally and must be reviewed. This step does not rename documents or
mark them as paid with a personal card. EPA sends store=false and does not enable
external tools or follow links printed in documents. This setting does not
promise zero retention; OpenAI's applicable terms, data controls and account
settings govern its processing. Review them before activation:
https://developers.openai.com/api/docs/guides/your-data
API billing is separate from ChatGPT subscriptions:
https://help.openai.com/en/articles/9039756-managing-billing-for-chatgpt-and-the-api-platform6. Other transfers
EPA communicates with Google for authorised Drive functions and with OpenAI only
for the configured, explicitly requested extraction, note-generation and revision workflows. It has no remote
telemetry, advertising or analytics integration. It does not transmit documents
to BLUE HAT's website or Falco. EPA does not sell data, train models or use data
for advertising/credit assessment. Separately configured backup/synchronisation
or manual sharing is outside EPA's own transfers. EPA's use and transfer of information received from Google APIs will adhere
to the Google API Services User Data Policy, including its Limited Use requirements:
https://developers.google.com/terms/api-services-user-data-policy7. Retention, removal and changes
No automatic expiry is implemented for local previews, facts, notes, plans or
logs. The Clear previews, Clear results, Clear plans and Clear notes controls hide
entries; they do not delete the database or audit history.
Stop EPA before backing up or removing its data. Removing
%LOCALAPPDATA%\BLUE-HAT\EPA also removes number reservations, cached facts and
retry history. Separately remove exports/backups where appropriate. Removing
local data does not remove files already in Drive or data handled by providers.
Desconectar-Drive.cmd removes local Google credentials/configuration, not Google's
server-side authorisation or processing data. Google access can be revoked in
Google Account connections. It does not remove the optional OpenAI key. To remove
that key, run Configurar-Leitura.cmd with an empty model. Revoke the API key in
the provider account separately if required.
Contact the address above about access, correction or deletion requests. Review
this policy before materially changing processing or introducing an online service.
Material changes will be reflected in the version and date shown above.