ATTACHMENT 1
PERSONAL INFORMATION WE COLLECT WHEN YOU USE THE SERVICES
Last Updated: October 23rd, 2020
| Category of personal information | How we use it (purpose of use) | Legal basis for the processing |
| Contact information
Personal information, such as your name, phone number, address, and e-mail address |
We use this information to address your inquiries or complaints you make (or are made about you) regarding the Services.
We use your name to print on the expense reports or timesheet you submit, so your manager and accounting function know who submitted the expense report or timesheet.
We use your email to uniquely identify you as a user in the system and also to authenticate and authorize you during login.
Other fields like your phone number and address are stored on a case-by-case basis and only if your employer’s preference is to save this in our system. These are optional fields on your user profile and can be filled in only by your employer. |
This processing is necessary for our legitimate interests, namely administering the Services, addressing inquiries and complaints regarding the Services, and for purposes of performing our contract with you or your Company.
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| Business information
Your business information, such as the name, size, logo, and location of your Company
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We use this information (including information you provide to Gorilla Expense during the sales discovery process) to help us more accurately price the Services for you.
We use your company’s logo for displaying it on the expense report PDF preview screen and on various places within the application. Your Logo might be displayed on our public website in the Existing Customers section. |
This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you or your Company. |
| Employment information
Your employment information, such as your employee identification number and cost center
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We use any information your employer’s administrator enters on your user profile (like employee identification or cost center or department or location) for integration with backend accounting or payroll systems to issue reimbursements to you.
We use other information like your supervisor information entered on your user profile by your employer’s administrator to determine approval workflow. |
This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you or your Company. |
| Other personal profile information
Other personal profile information, such as your travel preferences or out-of-office settings
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If you are using the travel booking solution offered by Gorilla Expense or its partners, your travel preferences may be stored with us. This includes your home airport location, meal options, preferred travel class or hotel class options, and similar information.
In addition, your passport and visa details as entered by you in the Services will be used in connection with international trips.
If you decide to enable the out-of-office settings in the Services, we use that information to route expense reports to an alternate manager for approval while you are out of the office. |
This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you. |
| Travel- and expense-related information
Travel- and expense-related information, such as copies of receipts and itineraries |
We collect expense receipts and data associated with the expense, such as data identified as necessary by your employer for accounting purposes (for example, data like location of the expense, department of the user, receipt details, people who were part of a meal, mileage start and end addresses, date of the expense, date of the travel, amount of the expense, project and customers associated with the expense, and similar information. | This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you or your Company. |
| Your corporate card and Bank Account information | If corporate cards are provided by your Company and your Company wants us to automatically import all charges made on the corporate card into the Services, so that you can attach receipts and other details to those charges, you or your Company will have to maintain the corporate card information within the Services. This helps us associate your credit card charges with your Gorilla Expense account. This also helps credit card reconciliation across the corporate credit card statement.
We may use your Bank account number to reimburse your expenses directly to your bank account if you are set up to get reimbursed directly from Gorilla Expense. In such cases, you may be required to store your Bank account number in our system |
This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you or your Company. |
| Information about your mobile device | If you choose to provide Gorilla Expense mobile apps access to your camera and photo gallery, the application will have that access. This is required for capturing images of receipts or attaching images of receipts from the photo gallery of your mobile device.
Gorilla Expense mobile apps do not track your location. |
This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you or your Company. |
| Other information provided by third parties
Other information provided by third parties, such as information provided by travel management companies and your Company
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If your Company requires us to import information about you from systems like Active Director, CRM systems, ERP systems or travel management systems, we will do so as requested. | This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you or your Company. |
| Other information you choose to provide
Any information you may choose to provide when you use the chat functionality available through the Services or fill out a “free text” box on forms available through the Services (for example, your comments and opinions that you express when you comment on a blog post or other content posted through the Services, or when you interact with us by chat, email, mail or phone).
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We cannot limit what personal information you may choose to provide on receipts or free text boxes. | This processing is necessary for our legitimate interests, namely administering the Services, and for purposes of performing our contract with you, and for purposes of performing our contract with you or your Company. |
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