KBros Omni — Privacy Policy
Last updated: 14 July 2026
KBros Omni (the “App”) is an internal business application provided by KBros Aristo Private Limited (“we”, “us”, the “Company”) to its employees and authorised users for submitting and approving business expense claims and related workflows. This policy explains what we collect, why, and how it is handled.
Information we collect
- Account information — your name and work email address, obtained when you sign in (via Google/company single sign-on). We do not collect your password.
- Expense data — the claims you create: amount, category, date, vendor, description/narration, and approval status.
- Bill/receipt images — photos or PDFs of bills you capture or upload as proof for a claim.
- Location — precise GPS location captured together with a bill photo (recorded as fraud-prevention evidence) and used to calculate travel distance for fuel/ mileage claims. Location is captured only in connection with these actions.
- Technical data — authentication tokens and basic device information needed to keep you signed in securely.
How we use your information
- To create, review, approve, and reimburse expense claims.
- To apply the Company’s expense-policy limits and entitlements.
- For fraud prevention and audit (e.g. verifying a bill’s capture time and location).
- For internal reporting and accounting.
Automated bill reading
To save you typing, an uploaded bill image is processed by a third-party artificial- intelligence service to extract details such as the amount, date, vendor and category. These providers act as our processors under agreement and are not permitted to use your data for their own purposes.
How we share information
We do not sell your personal information or use it for advertising. We share it only:
- within the Company, with your reporting managers, finance and administrators who process expense claims;
- with service providers who host our systems and provide the bill-reading service, under confidentiality obligations;
- with the Company’s HR/ERP systems used to process reimbursements; and
- where required by law.
Storage and security
Data is stored on the Company’s servers and is transmitted over encrypted connections (HTTPS). Access is restricted to authorised users through role-based permissions.
Data retention
We retain expense records for as long as needed to process reimbursements and to meet accounting, audit and legal obligations, after which they are deleted or anonymised.
Your choices
As this is an employer-provided application, you may request access to, correction of, or deletion of your personal data by contacting your HR/administrator or the address below, subject to the Company’s record-keeping obligations. You can disable location permission in your device settings, though some features (mileage claims, capture evidence) then won’t work.
Children
The App is for Company employees and authorised users only and is not directed to children.
Changes to this policy
We may update this policy; material changes will be notified in-app or by email.
Contact
Questions about this policy or your data: privacy@kbros-aristo.com.