MotExpenses
English
ItalianoPrivacy policy
1. Who processes your data
The controller is Bonazzi S.r.l., registered office Via Tommaso Gulli 13, 43125 Parma, Italy, VAT number IT02211640343, e-mail privacy@motexpenses.app, certified e-mail (PEC) lorenzo@pec.bonazzisoftware.it.
This policy covers the MotExpenses app for iPhone, iPad, Android, Apple Watch, Wear OS, CarPlay, Android Auto and Android Automotive, the web portal and this website (together, the "Service").
In short
- You can use the app without an account: your data then stays on your phone and we never receive it.
- If you create an account, a copy of your data goes to our cloud in Europe. Locations and personal details are encrypted with a key dedicated to your account.
- We do not sell your data and do not use it to profile you for advertising.
- A company sees your drives only if you share them, and never your personal ones.
2. What data we process
| Category | Examples | Where it comes from |
|---|---|---|
| Account data | E-mail, name, account identifier, language, currency, units, country | From you, when you sign up |
| Location and drives | Precise location, also in the background, route, times, distance, stops, start and end addresses, notes | From the GPS of the phone or the car |
| Activity and devices | Kind of movement (driving, walking, cycling), paired Bluetooth devices chosen as "your car" | From the phone's sensors |
| Vehicles | Make, model, fuel type, number plate, VIN, odometer, fuel or battery level, outside temperature | From you, from a photo of the registration document, from the manufacturer or from the car app |
| Expenses | Amounts, currency, date, fuel station, refuels, receipts | From you or from a photo of the receipt |
| Documents and deadlines | Driving licence (number, categories, expiry, points, holder's date of birth), insurance policy (insurer, number, policyholder with tax code or VAT number and address, agency, green card), road tax, inspection, servicing | From you or from a photo of the document |
| Hired cars and car sharing | Rental company, contract dates, fee, kilometres allowed, pickup and return reports with odometer, fuel or battery level, damage, signatures and photos; the car sharing service and cost of a drive | From you or, for a company car, from the company |
| Emergencies and accidents | Location at the time of the request, note and photos of the accident | From you; we do not store data about the other driver or vehicle |
| Work data (only if you use the Service with a company) | Work categories, cost centre allocations, expense reports, surname, name, employee number, assigned cars and bookings | From you and from the company |
| Data from the car manufacturer | Access tokens, list of cars, readings | From the manufacturer, after you consent on its website |
| Subscriptions | Plan, dates, payment status | From Apple, Google or the company invoice; we never receive your card details |
| Technical and diagnostic data | Phone model, app version, random installation identifier, operating logs (which include GPS tracks), app integrity checks | From the phone; logs leave the phone only if you send them |
| Support access log | Who in support looked at your account and when | Generated by the Service |
Photos: photos of receipts, pumps and documents are read on the phone and deleted straight after. The exception is refuel receipts for company cars, kept as the company's accounting records, and the photos of a hired car's pickup and return, which you take as evidence of its condition: they stay on the phone and, with an account, are kept encrypted with your key in the cloud.
This website uses no cookies and loads nothing from other sites. On your device it keeps only the language you choose with the switch at the top and whether you closed the note about cookies. It counts visits anonymously with Microsoft Azure Application Insights: for each page viewed it records the page, the site you came from, the browser's language and the country and city derived from the IP address, which is not kept. It uses no identifiers, so it cannot tell whether two visits come from the same person. The provider that hosts the site also records IP addresses and requested pages for technical and security purposes.
3. Why we process it and on what legal basis
| Purpose | Legal basis (Art. 6 GDPR) |
|---|---|
| Providing the app's features: drives, expenses, costs, deadlines, reminders, reimbursements | Performance of the contract (Art. 6(1)(b)) |
| Recording the location in the background to detect drives | Consent, given through the operating system's permissions and revocable at any time (Art. 6(1)(a)) |
| Synchronising data between devices, portal and car (Cloud account) | Performance of the contract |
| Reading the car's data from the manufacturer | Performance of the contract, at your request and with your consent given to the manufacturer |
| Sharing drives and expense reports with a company or a person you choose | Performance of the contract, on your initiative |
| Weather for drives (Cloud subscribers) | Consent, through a switch in the settings |
| Managing subscriptions, expiry notices, invoicing companies | Performance of the contract; tax obligations (Art. 6(1)(c)) |
| Support and the diagnostics you send us | Performance of the contract; for logs you send, your explicit request |
| Security, abuse prevention, checking that the app is genuine, access log | Legitimate interest (Art. 6(1)(f)) |
| Anonymous statistics of visits to this website | Legitimate interest |
| Keeping expense reports and receipts sent to companies | The company's legal obligation to keep accounting records |
| Subscription offers in the app (at most one a month) | Legitimate interest |
We make no automated decisions with legal effects on you. The app's proposals (drive category, full tank, price) are suggestions that you confirm or correct; we record whether you accepted them to learn whether they are useful.
4. Location and drive recording
Location is the most sensitive data we process, because it tells where you live and where you go. So:
- the app uses the location also when it is closed only if you allow it in the operating system's settings; you can revoke the permission at any time and keep using the app by entering drives by hand;
- when an automatic recording starts the app tells you and you can choose not to record: the route is then deleted;
- the names of start and end places come from the phone's operating system geocoding service (Apple or Google), which receives only the point; you can switch this off;
- the optional map of a drive is the operating system's (Apple Maps or Google Maps);
- without an account routes stay on the phone; with an account they are stored in the cloud encrypted with your account's key;
- we never use the location for advertising and never pass it on to third parties;
- on the emergency screens the location shows you where you are and the address to give the emergency services; the app does not send it to anyone.
Weather for drives, for subscribers who turn it on, sends Apple WeatherKit the coordinates and times of start and end; the result is stored only if you confirm it.
5. Companies, sharing and employees
If you use MotExpenses for work, a company receives your data only through a share you accept, which you can revoke at any time.
- You choose which drive categories and which cars to share, whether sending is automatic or on confirmation, and whether to include locations.
- By default the company receives no locations: it sees dates, distances, categories and notes. Addresses and routes only if you include them.
- The company does not see the end time of drives, so that it cannot work out the average speed.
- Personal drives are never shared. On a company car the company sees only the kilometres of personal drives.
- Expense reports you send become the company's documents: they stay with it even if you revoke the share or close the account.
- For payroll the company can record your surname, name, employee number and your car; you see them read-only in the app.
For the data it receives the company is an independent controller. It remains responsible for complying with employment law, including Art. 4 of Italian Law 300/1970 (Workers' Statute), and for informing its employees.
If you sign in with your company account (federation with the company's Entra ID), the company manages that identity but cannot open the data of your personal account.
6. Who we share data with
We do not sell your data. We share it only with:
| Recipient | Why | Role |
|---|---|---|
| Microsoft Ireland Operations Ltd (Azure, Entra External ID, Azure Communication Services) | Hosting the cloud and this website, statistics of visits to the website, sign-in, service e-mails | Processor |
| Apple Distribution International and Google Ireland Ltd | App distribution, in-app purchases, app integrity checks, location services, place names, maps, notifications, weather, CarPlay, Android Auto | Independent controllers for their services |
| The manufacturers of the cars you connect (today Volvo Car Corporation and, for BMW, MINI, Rolls-Royce, BMW Motorrad and Toyota Supra, Bayerische Motoren Werke AG) | Reading the vehicle data you authorised | Independent controller |
| The company or person you share with | At your choice, see section 5 | Independent controller |
| Authorities | When the law requires it | Independent controller |
These never receive your data, because we download theirs as public data: the Italian Ministry of Enterprises and Made in Italy (fuel prices), the European Central Bank (exchange rates), the European Environment Agency (model catalogue), ACI (mileage rates).
Transfers outside the EU. Cloud data is stored in data centres in the European Union. Some providers (Microsoft, Apple, Google) belong to US groups and may access data from the United States for support or security: such transfers rely on the EU-US Data Privacy Framework and on the European Commission's standard contractual clauses.
7. Security and retention
Security. In the cloud, locations, addresses, notes, number plate, VIN, driving licence, insurance policy and change history are encrypted (AES-256) with a key dedicated to your account, which is in turn protected by a key kept in Azure Key Vault. The database prevents one account from reading another's data. Communications are encrypted (TLS). On the phone data is protected by the operating system; the manufacturer's access tokens are in the phone's secure keychain. The backup you can export (.motbackup) is encrypted with a password you choose and that not even we can recover.
Support. Authorised support staff can look at your account to solve problems. Every look is logged before the access and you find it in the app and in the portal. Diagnostic logs you send us can be read only by a separate, restricted role.
How long
| Data | Retention |
|---|---|
| Account data and synchronised data | While the account is active |
| Accounts you ask to delete | 7 days to change your mind, then deletion; the encryption key is destroyed, so backup copies (kept 7–35 days) become unreadable as well |
| Accounts whose subscription has expired | Cloud data deleted 30 days after expiry, with notices 30, 15 and 1 day before expiry; data on the phone stays |
| Portal sign-ups not completed | 7 days |
| Logs on the phone | 30 days (you can change it) |
| Raw recordings on the phone | 30 days after becoming drives; those discarded automatically, 7 days |
| Diagnostic logs sent to support | 30 days |
| Statistics of visits to the website | 90 days |
| Photos of receipts and documents | Deleted straight after reading |
| Photos of a hired car's pickup and return | 12 months after the car is returned |
| Expense reports and receipts sent to a company | As the company's retention obligations require (in Italy, usually 10 years) |
| Billing data | 10 years |
8. Your rights
You can ask at any time to access your data, correct it, erase it, restrict its processing, object to processing based on legitimate interest and receive it in a readable format (portability). You can withdraw the consents you gave without affecting processing already carried out.
Much of this you do yourself in the app: editing data, exporting (CSV, PDF, backup), revoking shares, turning off location and place names, deleting the account from Account in the app or the portal (how). For anything else write to privacy@motexpenses.app; we answer within one month.
You have the right to lodge a complaint with the Italian data protection authority, the Garante per la protezione dei dati personali (www.garanteprivacy.it), or with the authority of the country where you live.
9. Minors
The Service is meant for people who drive a vehicle and is not directed at anyone under 18. We do not knowingly collect data of minors.
10. Testing phase
While the app is distributed for testing (TestFlight, Google Play internal testing), the data entered serves only to check that it works and may be deleted at the end of the test. The app says so when it is first opened.
11. Changes
If we change this policy in a significant way we will tell you in the app before the changes take effect.