Privacy Policy

Last updated: February 2026

1. Who We Are

EasyReimburse ("we," "our," or "us") provides an AI-powered travel reimbursement platform built for Erasmus+ youth mobility projects. Our platform is accessible at https://app.easyreimburse.ai and our marketing website at https://easyreimburse.ai.

Data Controller: EasyReimburse, Hooftstraat 117B, 3314 BC, Dordrecht, The Netherlands. Contact: [email protected].

2. Data We Collect

2.1 Organization Accounts

When you register as an organization, we collect:

  • Name and email address
  • Organization name
  • Payment information (processed securely by Stripe — we never store card details)

2.2 Participant Data

Participants do not create persistent accounts. When participants access the platform via magic links, the following data is processed:

  • Name and email address (provided by the organization)
  • Travel documents (boarding passes, tickets, invoices — uploaded as images or PDFs)
  • Extracted travel data (routes, dates, amounts, flight numbers)
  • Bank details (IBAN) for reimbursement purposes
  • Digital signatures on declarations of honor

2.3 Usage Data

We use Plausible Analytics, a privacy-friendly analytics service that does not use cookies and does not collect personal data. We collect aggregated, anonymous usage statistics such as page views and referral sources.

3. How We Use Your Data

We use your data to:

  • Provide and operate the EasyReimburse platform
  • Process travel documents using AI for data extraction
  • Perform currency conversions using official EU exchange rates
  • Facilitate communication between organizations and participants
  • Process payments via Stripe
  • Send service-related emails (magic links, notifications)
  • Improve our services based on aggregated usage patterns

We process personal data based on:

  • Contract performance: Processing necessary to provide our services to registered organizations.
  • Legitimate interest: Processing participant data as instructed by the organization (data controller) for the purpose of managing travel reimbursements.
  • Consent: Where participants voluntarily upload documents and provide personal information via the platform.
  • Legal obligation: Where required for tax, accounting, or regulatory purposes.

5. Data Sharing

We do not sell your personal data. We share data only with:

  • Stripe: For payment processing (organization accounts only).
  • AI processing services: Travel documents are processed by AI models for data extraction. Documents are processed but not retained by the AI provider.
  • Hosting provider: Our platform is hosted on European servers.
  • European Commission InforEuro API: For exchange rate data (no personal data is shared).

6. Data Storage & Transfers

Your data is stored on servers located within the European Union. We are committed to keeping data processing within the EU/EEA wherever possible. Where data transfers outside the EEA are necessary (e.g., for AI processing), we ensure appropriate safeguards are in place in accordance with GDPR requirements.

7. Data Retention

  • Organization accounts: Data is retained for the duration of the account, plus any period required for legal or accounting purposes.
  • Participant data: Retained for the duration of the project and any subsequent audit period, as required by Erasmus+ program rules. Organizations can request data deletion.
  • Travel documents: Stored securely for the project duration and audit period. Deleted upon organization request or after the retention period.
  • Payment records: Retained as required by applicable tax and accounting laws.

8. Your Rights

Under GDPR, you have the right to:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate data.
  • Erasure: Request deletion of your personal data (subject to legal retention requirements).
  • Portability: Request your data in a structured, machine-readable format.
  • Restriction: Request restriction of processing in certain circumstances.
  • Objection: Object to processing based on legitimate interest.
  • Complaint: Lodge a complaint with your local data protection supervisory authority.

To exercise any of these rights, contact us at [email protected].

9. Cookies & Analytics

Our marketing website uses Plausible Analytics, which does not use cookies and does not track individuals. No cookie consent banner is required for this analytics service.

The application at https://app.easyreimburse.ai uses essential session cookies required for the service to function. These are strictly necessary cookies and do not require consent under GDPR.

10. Children's Privacy

EasyReimburse is designed for use by organizations managing Erasmus+ youth mobility projects. While participants may include young people (typically 18+), the platform is operated by adult project coordinators. We do not knowingly collect data from children under 16 without parental consent.

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify registered users of significant changes via email. The "Last updated" date at the top of this page indicates when the policy was last revised.

12. Contact Us

For privacy-related questions or to exercise your data rights, contact us at: