Privacy Policy

Last updated: 10 June 2026

1. About SoleBooks

SoleBooks: Receipts & Expenses is a mobile app designed for sole traders, freelancers, contractors, and small businesses in Ireland and the United Kingdom. The app helps users manage quotes, invoices, clients, receipts, expenses, mileage, VAT/tax summaries, and business export records.

SoleBooks is operated by LabNua. This Privacy Policy explains how we collect, use, store, and protect personal data when you use the SoleBooks app, the SoleBooks support pages, or contact us for help.

For privacy questions, support requests, or data protection requests, contact us at support@labnua.com.

2. Key privacy points

SoleBooks is built to keep your business records under your control.

• We do not sell your personal data.
• We do not use your personal data for third-party advertising.
• We do not send receipt images to AI services for processing.
• Where AI assistance is used for receipt processing, the app sends extracted receipt text only, not the original receipt image.
• We use Firebase Analytics to understand app usage and improve the app.
• We use Firebase Crashlytics to identify and fix crashes, bugs, and stability issues.
• Apple processes App Store purchases and subscriptions. We do not receive your full payment card details.

3. Personal data we may collect

3.1 Information you enter into the app

You may choose to enter business, financial, and client information into SoleBooks, including:

• Your business name, trading name, address, email address, phone number, VAT number, business logo, and business preferences.
• Client names, client contact details, job details, quote details, invoice details, payment status, and notes.
• Expense records, receipt details, supplier or merchant names, dates, totals, VAT/tax amounts, categories, mileage records, and export data.
• Information included in PDFs, CSV exports, accountant-ready packs, and other records you generate using the app.

This information is used to provide the app features you choose to use.

3.2 Receipt scanning and AI-assisted receipt processing

SoleBooks may help extract and organise receipt information. When you scan or process a receipt, the app may extract text from the receipt and use AI-assisted processing to identify information such as:

• Merchant or supplier name.
• Date.
• Receipt total.
• VAT or tax amounts.
• Currency.
• Item descriptions.
• Suggested expense category.
• Other text printed on the receipt.

When AI-assisted processing is used, SoleBooks sends extracted receipt text only. Receipt images are not sent to AI services for this processing.

Receipt text may sometimes contain personal data, depending on what appears on the receipt, such as a name, partial payment reference, loyalty number, location, or other printed details. You should review all AI-assisted results before saving or relying on them.

AI-assisted receipt processing is designed to help with data entry. It does not make legal, tax, accounting, credit, employment, or similarly significant decisions about you.

3.3 Firebase Analytics

SoleBooks uses Firebase Analytics to help us understand how the app is used and how we can improve it. Firebase Analytics may collect technical and usage information such as:

• App opens and usage events.
• App version.
• Device type and operating system version.
• General interaction patterns within the app.
• Diagnostic and performance-related information.
• App instance identifiers or similar technical identifiers.

We use this information to improve SoleBooks, understand feature usage, identify areas of friction, and make better product decisions. We do not use Firebase Analytics for third-party advertising.

3.4 Firebase Crashlytics

SoleBooks uses Firebase Crashlytics to help detect, diagnose, and fix app crashes and stability problems. Crashlytics may collect information such as:

• Crash logs.
• Stack traces.
• App version.
• Device model.
• Operating system version.
• Time of crash.
• Technical identifiers such as Crashlytics installation identifiers.
• Diagnostic information about what happened before a crash.

Crash reports help us fix bugs and improve reliability. We do not use Crashlytics data for advertising.

3.5 App Store purchases and subscriptions

If you purchase a subscription or start a free trial, the transaction is processed by Apple through the App Store.

We may receive limited subscription-related information needed to unlock paid features, such as subscription status, product type, renewal status, or entitlement information. We do not receive your full payment card number, bank account details, or Apple ID password.

Apple handles payment processing under Apple’s own privacy and payment terms.

3.6 Support messages and website contact forms

If you contact us through the app, by email, or through a LabNua support form, we may collect:

• Your name.
• Email address.
• Message content.
• App or device details you choose to provide.
• Information needed to investigate your support request.

We use this information to respond to you, troubleshoot issues, and maintain records of support requests.

4. How we use personal data

We use personal data for the following purposes:

• To provide SoleBooks app features.
• To create, manage, and export business records you choose to create.
• To process receipt text and suggest structured receipt information.
• To provide customer support.
• To maintain app security, stability, and performance.
• To diagnose crashes, bugs, and technical problems.
• To understand feature usage and improve the app.
• To manage subscriptions and paid access.
• To prevent misuse, fraud, abuse, or technical disruption.
• To comply with legal obligations.
• To protect our rights, users, and services.

5. Lawful basis for processing

Where EU GDPR, UK GDPR, or Irish and UK data protection laws apply, we rely on one or more of the following lawful bases:

Contract

We process data where it is necessary to provide the SoleBooks app and the features you request, such as creating records, processing receipts, managing exports, and supporting subscriptions.

Legitimate interests

We process some data for our legitimate interests in operating, securing, maintaining, improving, and supporting SoleBooks. This includes crash reporting, product improvement, abuse prevention, and responding to support requests.

Consent

Where consent is required by law, we rely on consent. This may apply to certain analytics, optional features, or communications depending on how the app or platform settings are configured.

Legal obligation

We may process or retain information where required to comply with applicable law, regulatory obligations, court orders, tax, accounting, or legal claims requirements.

6. Where your app data is stored

SoleBooks is designed so that your core business records are stored on your device and, where you choose or enable it, through Apple iCloud or Apple device backup services linked to your Apple ID.

If you use iCloud backup or iCloud sync features, Apple processes that data under your Apple account settings and Apple’s privacy terms. We do not control your Apple ID, iCloud account, or device backup settings.

Some features, such as AI-assisted receipt text processing, analytics, crash reporting, app support, and subscription management, involve limited data being processed by third-party service providers as described in this policy.

7. AI-assisted receipt text processing

SoleBooks may use a third-party AI text-processing service to help turn extracted receipt text into structured expense information.

The AI service may process extracted receipt text to return suggested fields such as merchant, date, total, VAT/tax amount, currency, and category.

We do not intentionally send receipt images to the AI service for this feature. We send text extracted from the receipt.

You remain responsible for checking the accuracy of receipt results, categories, tax/VAT figures, invoices, exports, and records before relying on them. SoleBooks is a productivity and record-keeping tool. It does not provide legal, tax, accounting, or financial advice.

8. When we share personal data

We may share limited personal data with trusted service providers where necessary to operate SoleBooks. These may include:

• Apple, for App Store subscriptions, in-app purchases, device services, and iCloud services you use.
• Google Firebase, for analytics, crash reporting, and diagnostic services.
• Cloud hosting or server providers, where used to run support, contact, or app-related services.
• AI text-processing providers, where used to process extracted receipt text.
• Email and support service providers, where used to respond to messages.
• Professional advisers, insurers, regulators, courts, or public authorities where necessary for legal, regulatory, or rights-protection purposes.

We require service providers to process personal data only for the relevant service purpose and to apply appropriate security measures.

We do not sell your personal data.

9. International transfers

Some of our service providers may process personal data outside Ireland, the United Kingdom, or the European Economic Area.

Where personal data is transferred internationally, we rely on appropriate safeguards where required by law. These may include adequacy decisions, standard contractual clauses, UK international data transfer safeguards, data processing terms, or equivalent lawful transfer mechanisms.

10. Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include secure transmission for network requests, platform security controls, restricted access to service provider dashboards, and use of established third-party providers for hosting, analytics, crash reporting, and payment processing.

No app, device, network, or online service can be guaranteed to be completely secure. You should protect your device, Apple ID, passcode, backups, and exported files.

11. Data retention

We keep personal data only for as long as necessary for the purposes described in this policy.

• Records you create in SoleBooks remain on your device or connected Apple services until you delete them, remove the app, change your backup settings, or otherwise manage them through your device or Apple account.
• Support emails and support form messages may be retained for up to 24 months after the last interaction, unless a longer period is needed for legal, security, dispute, or business record purposes.
• Crash and diagnostic data is retained for as long as needed to investigate issues, improve app stability, and maintain the service.
• Analytics data may be retained in Firebase or Google Analytics according to our configured settings and Google’s applicable service terms.
• Subscription and purchase records may be retained by Apple and, where visible to us, for as long as needed to manage access, handle support, resolve disputes, and comply with legal obligations.
• Where data is needed for legal claims, fraud prevention, tax, accounting, or regulatory reasons, we may retain relevant information for longer where permitted or required by law.

12. Your privacy rights

Depending on where you live and which law applies, you may have rights over your personal data, including the right to:

• Access personal data we hold about you.
• Ask us to correct inaccurate personal data.
• Ask us to delete personal data.
• Object to certain processing.
• Restrict certain processing.
• Request a copy of certain data in a portable format.
• Withdraw consent where processing is based on consent.
• Complain to a data protection authority.

To exercise your rights, contact support@labnua.com. We may need to verify your identity before responding to a request.

Because many SoleBooks records are stored on your own device or Apple services, you may also be able to delete or export records directly in the app, through your device, or through your Apple account settings.

13. Complaints

If you are in Ireland, you can contact the Data Protection Commission. If you are in the United Kingdom, you can contact the Information Commissioner’s Office.

We encourage you to contact us first so we can try to resolve your concern.

14. Children’s privacy

SoleBooks is intended for adults and business users. It is not designed for children and should not be used by anyone under 16.

We do not knowingly collect personal data from children. If you believe a child has provided personal data through SoleBooks, contact us at support@labnua.com.

15. Data you include in business records

SoleBooks lets you create and manage business records. You decide what information to enter into the app.

You should avoid entering unnecessary sensitive personal data into receipts, notes, invoices, quotes, client records, exports, or support messages. SoleBooks is not intended for storing special category personal data such as health information, criminal offence information, biometric data, or other highly sensitive information unless you have a lawful reason and appropriate safeguards.

16. Accuracy of app outputs

SoleBooks may help organise receipts, expenses, invoices, quotes, mileage, VAT/tax summaries, and exports. You are responsible for reviewing the accuracy of all records, AI-assisted suggestions, calculations, categories, VAT/tax treatment, and exports before relying on them.

SoleBooks does not replace professional accounting, tax, legal, or financial advice.

17. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we may notify users through the app, website, App Store listing, or other appropriate means.

The latest version will be available at https://www.labnua.com/solebooks/privacy/.