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Privacy Policy

Purpose In Expenses, LLC · Version 4 · Effective October 20, 2026 · Earlier versions

This policy explains, in plain words, what information PIE handles, why, who else sees it, and how long we keep it. It describes how the portal works today.

Who we are

Purpose In Expenses, LLC, an Oregon limited liability company ("PIE", "we"), runs the PIE portal at portal.purposeinexpenses.com and its public pages. Our principal place of business is 2843 NW Lolo Drive, Bend, OR 97703. PIE resells software, hardware and services, and gives part of its own margin to the nonprofit each business chooses.

This policy covers people who visit our pages; people who use the portal for a business, for a nonprofit, or for themselves as an Impact Partner; and people at businesses we reach out to.

What we collect

  • Account and contact details: your name, email address, phone number, company, job title and your role on your team.
  • What you give us while using PIE: invoices and spend files you upload, quotes, orders, shipping addresses, survey answers, chat and support messages, and calls and texts with PIE's phone line, including call transcripts.
  • Payments: card payments are processed by iPos Pays. Your card number goes to iPos Pays. For a saved card, PIE keeps only the token iPos Pays returns, never the full card number.
  • Tax details: for an Impact Partner paid in cash, the W-9 details we need to report payments to the IRS. For a nonprofit, its EIN and tax-exempt status.
  • Accounts you choose to connect, such as Microsoft 365, Square or QuickBooks. We read only what that connection needs. See Who we share with for each one.
  • Information from other sources: company facts and work contact details from business data providers, public web search, and public records about nonprofits. We use these to find and understand businesses PIE could help, and to check nonprofits.
  • Usage data: your IP address, browser and device, the pages you view, and errors. When you are signed in, the portal records which page you are on, so PIE staff can see who is active. See Cookies and analytics.

How we use it

  • To run your account and the portal.
  • To price, quote, fulfill and support your orders.
  • To calculate and send PIE's gifts to the nonprofits businesses choose.
  • To track referrals and pay referral commissions.
  • To send you service email and, if you have not unsubscribed, news from PIE.
  • To keep PIE safe: checking for bots, scanning uploaded files for viruses, and checking nonprofits against public records and the US sanctions list.
  • To find and fix problems and improve the product.
  • To meet tax and accounting duties.

PIE may also display your business name and logo, as described under Community recognition in our Terms of Service.

AI processing

We use AI models for:

  • Reading invoices, bills and statements you upload, and sorting documents in your vault.
  • Answering chat, text messages and calls to PIE's phone line, and summarizing chats, email threads and recorded meetings.
  • Summarizing open-text survey answers.
  • Checking logos, photos and nonprofit pages you submit before they are published.
  • Helping PIE staff: summaries of accounts and orders, suggested next steps, and draft emails.
  • Researching and scoring businesses PIE could help, and drafting outreach to them.
  • Drafting PIE's own newsletters, social posts, store copy and special-day content.

When you call or text PIE's phone number, an AI assistant answers, and calls are transcribed.

Every AI request goes through the Vercel AI Gateway. For every request that asks a model to read, answer or write, our code turns on the Gateway's zero data retention option and asks that the request not be used for training. Vercel states that, with this option on, it sends the request only to model providers it has a zero data retention agreement with, and that the request fails if no such provider can take it. Vercel lists one exception, Anthropic's Claude Fable 5 model, which keeps requests for 30 days even with the option on. None of PIE's default models is that model.

Requests from features that handle personal or financial information are also limited to these hosts: Anthropic, Google Vertex AI and Amazon Bedrock. Features we class as holding no personal information (drafting PIE's own newsletters, social posts, store copy and special-day content) may use any provider the Gateway offers. Our default models today come from Alibaba, Anthropic, DeepSeek, Google and Meta. PIE staff can switch a feature to another model the Gateway offers.

Three AI steps work differently:

  • The text of each AI answer is also sent to OpenAI's moderation model through the Gateway, to check it for harmful content. This check is sent without the zero data retention option and is not limited to the hosts above.
  • The search index for PIE staff's internal knowledge base is built by sending knowledge-base text to Google's embedding model through the Gateway, without the zero data retention option.
  • PIE's training lessons are read aloud by ElevenLabs' voice model through the Gateway, and each recording is checked by ElevenLabs' transcription model. These requests carry only PIE's own lesson scripts and their audio, never your information, and are sent without the zero data retention option, so ElevenLabs may keep them.

Zero data retention covers the AI provider. PIE keeps its own copy of what you upload and of the AI's results, as described under How long we keep data. AI can make mistakes. If something looks wrong, tell us.

Cookies and analytics

  • Necessary cookies keep you signed in and remember your settings.
  • Microsoft Clarity records how our public pages, signup pages and the Member portal are used: clicks, scrolling, pages viewed, heatmaps and session replays. It does not run on PIE staff pages, sign-in pages, private-link pages (such as invitations, surveys, meeting bookings and shared files) or widgets shown on other websites. We mark payment details, passwords, sign-in codes, API keys, your documents and your messages so Clarity does not record them. Other text on the screen, such as a greeting with your first name, can appear in a replay. We never tell Clarity who you are: no name, email address or account ID is sent to it. Clarity sets first-party cookies named _clck and _clsk, and Microsoft may set its own, such as MUID. Clarity runs without asking first; you can block or delete cookies in your browser. Microsoft's handling of this data is described in the Microsoft Privacy Statement.
  • Vercel Web Analytics and Speed Insights count page visits and measure how fast pages load.
  • Sentry records errors. It records no session replays.
  • PIE does not run advertising on its sites.

Who we share with

These are the outside services the portal's code sends personal information to, or receives it from. Some run only when PIE switches them on. Each one handles the data for the purpose listed.

Hosting, database and security

  • Supabase: Our database, sign-in and file storage. Data: Everything stored in the portal, including your account, uploads and messages.
  • Vercel: Runs the portal, checks requests for bots, measures page speed and visits, and routes AI requests (the AI Gateway). Data: Every request to the portal, including your IP address and browser, and the text of AI requests.
  • ClamAV virus scanner (run by PIE): Scans files added to a document vault, and files shared through PIE, for viruses before anyone else can open them. Data: The files you upload. The scanner runs on a server PIE operates.

AI

  • AI model providers, through the Vercel AI Gateway: Read documents, answer chat, text and phone questions, summarize, and draft. See the AI section above for which providers handle which requests. Data: The text, documents or images a feature needs for that one request.
  • ElevenLabs, through the Vercel AI Gateway: Reads PIE's training lessons aloud and checks each recording. Data: PIE's own lesson scripts and their audio. No personal information.

Email, phone and text

  • Resend: Sends the portal's email and tells us whether it was delivered. Data: Your email address, your name and the content of each email.
  • Twilio: Runs PIE's phone and text line, which an AI assistant answers. Data: Your phone number, your texts, and the audio and transcript of your call.
  • Aircall: PIE staff's phone system. Data: Your phone number, call details, and voicemail recordings and transcripts.
  • Zoom (Zoom Communications): PIE's Lunch & Learn sessions and video calls you book with PIE staff when the staff member hosts on Zoom. When you register for a Lunch & Learn, PIE registers you on that session's Zoom meeting so Zoom can give you your own join link. When a booking page says a call may be recorded, Zoom records and transcribes it and PIE keeps the transcript and a summary for a limited time. Who registered for a session and how long they attended is copied into the portal so the team can follow up. Data: Your name, email address and organization if you registered, when you joined and left a session, a booked call's time and length, the recording and transcript of a call you were told may be recorded, and whatever you share with Zoom when you join a call.
  • Google: PIE staff's email and calendar, on Google Workspace. Email in PIE staff mailboxes is copied into the portal so the team sees the whole conversation with you. Data: Your email address, your name, and the email and meetings you have with PIE staff.

Customer records

  • HubSpot: Our customer records, kept in step with the portal. Data: Your contact details, your company and your history with PIE.

Payments

  • iPos Pays: Processes card payments. Data: Your card details, billing address and payment amounts. Your card number goes to iPos Pays. For a saved card, PIE keeps only the token iPos Pays returns.
  • Run Payments: When Run Payments processes your card payments, we read your sales, deposits, disputes and adjustments from Run to show them on your payments page. Data: Your merchant id, card sale amounts and status, deposit amounts and days, disputes, and the last four digits of a card or bank account. Never a full card number or a cardholder's name.
  • binlist.net: Tells us whether a card is credit, debit or prepaid. Data: The first six digits of a card number, which identify the bank, not the person.
  • Stripe: Refunds payments that were made through Stripe. Data: The payment record being refunded.

Ordering and delivering what you buy

  • TD SYNNEX (including its Stellr marketplace): The distributor that supplies, ships and provisions the hardware and software you order. Data: Your company, the contact and shipping address on an order, and what you ordered.
  • AppDirect: The platform behind TD SYNNEX's software marketplace, used to set up software subscriptions. Data: Your company, its contact and the subscriptions you order.
  • Google Maps Platform: Suggests the full address as you type a shipping address. Data: The address text you type.

Accounting and tax

  • QuickBooks (Intuit): PIE's bookkeeping, and the QuickBooks company you connect, if you do. Data: Customer names, invoices and payments.
  • SalesTaxZip: Looks up the sales tax rate for a shipping address. Data: The ZIP code only.

Accounts you choose to connect

  • Microsoft: When you connect Microsoft 365, we read your licenses and seat counts to quote and manage your subscriptions, and refresh them daily while the connection is on. Data: Your Microsoft 365 licenses, seat counts and the admin who connects.
  • Square: When you connect Square, we read your business profile and card payments to show what you pay in card fees. Data: Your Square business profile and payment records.

Analytics and error monitoring

  • Microsoft Clarity: Heatmaps and session replays of public pages and the Member portal. See Cookies and analytics above. Data: Clicks, scrolling, pages viewed, your browser and device, and on-screen text we do not mask.
  • Sentry: Records errors so we can fix them. It records no session replays. Data: Technical details of the error, the page and your browser. Before an error is sent we remove passwords, sign-in cookies and tokens, and email addresses.
  • Better Stack: Alerts us when the portal or a scheduled job stops running. Data: Only a signal that a job ran. No personal data.

Business data we receive about companies and their contacts

  • People Data Labs: Company and professional contact data, to find businesses PIE could help. Data: We send a company name or website and receive company facts and work contact details.
  • Proxycurl: Public professional profile data about companies and their staff. Data: We send a company or profile address and receive public profile facts.
  • Apollo.io: Company and work contact data. Data: We send a company name or website and receive company facts and work contact details.
  • Crunchbase: Company facts such as size and industry. Data: We send a company name and receive company facts.
  • Apify: Reads the public B Corporation directory. Data: Public company listings only.
  • Wappalyzer: Finds which software a company's website uses. Data: We send a website address.
  • Brave Search: Web search for companies and product prices. Data: Search words, such as a company or product name.
  • Serper: Web search for companies and product prices. Data: Search words, such as a company or product name.
  • Brandfetch: Finds a company's or nonprofit's logo and brand colors. Data: We send a website address.

Public records about nonprofits

  • ProPublica Nonprofit Explorer and the IRS: Confirms a nonprofit's tax-exempt status and reads its public filings. Data: We send a nonprofit's EIN or name.
  • US Treasury OFAC sanctions list: We download the public sanctions list and check nonprofit names against it. Data: Nothing is sent. The check runs inside the portal.

Product and photo content

  • Icecat: Product descriptions and photos for the PIE Store. Data: No personal data.
  • Unsplash: Stock photos for nonprofit pages. Data: Search words only. No personal data.

PIE's internal tools

  • ClickUp: PIE's internal task and knowledge tool. Its pages feed the staff assistant's knowledge base. Data: PIE staff notes, which can mention a customer.
  • GitHub: Where PIE's engineers track work. A feature request staff approve becomes a task there. Data: The text of the approved request.
  • LinkedIn: Publishes PIE's own posts to PIE's LinkedIn page. Data: The post, and the staff member who connects the page.

We also display your business name and logo as described under Community recognition, and we disclose information when the law requires it.

How long we keep data

  • Your account and what you add to it (uploads, messages, transcripts, orders) are kept while your account is open. Nothing is deleted on a timer today. Data is deleted when a deletion request is completed, as described next.
  • When an account is deleted, a 30-day waiting period starts, and the request can be canceled during it. When it ends, the request goes to PIE staff to complete: the company account is closed and the personal details of the people who asked are erased.
  • Records we keep after deletion, for legal and financial reasons: account activity log, donation history, donation payment records, donation acknowledgment letters, donation summary totals, checks sent to charities, giving each check came from, checks PIE sent early, charities and amounts chosen for each check run, gift acknowledgments to PIE, commission payment records, hardware invoices, cloud service invoices, hardware supplier invoices and card payment records. In these records an erased person's name and contact details are replaced, and a saved card token is removed.
  • The account activity log (who did what in the portal) cannot be changed or deleted, and is kept permanently for security. Email addresses written into it are masked automatically.
  • Unconfirmed requests: a name and email typed into a public form and never confirmed by email are deleted once the request expires.
  • Data held by the outside services listed above follows each service's own retention settings.

Security

  • Data travels between your browser and PIE encrypted (HTTPS).
  • Each account's data is walled off in the database, so one business cannot read another's.
  • Staff tools are open only to PIE staff accounts, and changes made in the portal are recorded in the account activity log.
  • Files added to a document vault, and files shared through PIE, are scanned for viruses before anyone else can open them.

Your choices

You can do these yourself in the portal, any time:

  • See and correct your details in Settings.
  • Download a copy of your company's data from Export your data. A teammate who can invite people requests it; we email them when the file is ready, and each download link works for 60 seconds.
  • Delete your company's account from Delete account. The teammate who can close the account requests it.
  • Both are also under Settings, Privacy & Data.
  • Choose which emails you get in Settings, Notifications, or use the unsubscribe link in our emails.

No portal login, or want something these pages do not do, such as erasing your personal details from a company account that stays open? Email hello@purposeinexpenses.com from the address the request is about. A person at PIE handles it.

Changes to this policy

Each version of this policy has a number and an effective date, shown at the top. Every earlier version stays readable on the version history page, with what changed.

Contact us

Email: hello@purposeinexpenses.com

Mail: Purpose In Expenses, LLC, 2843 NW Lolo Drive, Bend, OR 97703