Privacy policy
Last updated 22 October 2026.
Clear Balance (the Telegram bot @ClearBalanceBoardBot and its Mini App) exists to keep a business's receipts. This page says what it collects, what it does with it, who else sees it, and how to have it removed.
What is collected
- Your Telegram identity
- Your Telegram user id, the display name you give the bot, the language you choose, and which teams you belong to. This is what tells the bot whose receipts are whose.
- Receipts
- The picture or PDF you send, the text read from it, and the fields you confirm on the review card: merchant, company number, invoice number, date, total, VAT and currency. They are stored in your team's database, and the picture on the server beside it, so that Search can show it again.
- A connected mailbox
- If you connect a mailbox in Settings, the bot stores the address and a credential for it: for Gmail and Outlook the refresh token that Google or Microsoft issued when you signed in, for IMAP the password you typed. The credential is stored encrypted. The bot also keeps, per folder, how far it has read.
What is done with a connected mailbox
The bot reads the folders you chose, from the date you chose, and looks at the attachments. It opens each folder read-only and fetches messages without marking them read; it never sends, moves, labels or deletes mail, and never reads a folder you did not choose. An attachment that looks like a receipt (a picture of the right shape, or a PDF) is shown to a language model with one question, whether it is a receipt, and the ones that are, or could not be checked, are offered to you one at a time. You decide what is filed. Attachments you skip, and those of a run you stop, are deleted from the server within a day. The sender, subject and date of the message are shown on the card while you review it and are not stored.
Message bodies are not stored, and nothing about messages without a receipt attachment is kept beyond the position the bot has read to.
Google user data
When you sign in with Google, the bot asks for access to Gmail over IMAP
(the https://mail.google.com/ scope) and for your email address.
The scope is used only to read the folders you choose for receipts, as
described above; the address is used to label the mailbox in your Settings.
Clear Balance's use and transfer to any other app of information received from
Google APIs will adhere to the
Google
API Services User Data Policy, including the Limited Use requirements. In
particular, Gmail data is not used for advertising, is not sold, and is not
read by a person except with your consent, for security, or as the law
requires.
Who else sees the data
Reading a receipt uses two outside services: Microsoft Azure Document Intelligence reads the text of the picture, and Google's Gemini model reads the fields from the picture and that text, and answers whether an email attachment is a receipt. Each receives the picture or PDF for that purpose only. Telegram carries the messages, as it does for any bot. Nothing is sold or shared with anyone else.
Where it is kept
On one server, with a nightly backup copied to the owner's own machine. Credentials for mailboxes are stored encrypted with a key that is not in the database. A deleted team's receipts are kept in a dump for recovery.
Removing your data
- A mailbox: Settings → the mailbox → Remove deletes the stored credential at once. You can also revoke the bot's access from your Google account or your Microsoft account.
- A receipt: Search → the bin on its row.
- Everything: leaving a team as its last member deletes the team's receipts, and you can ask for your account to be removed by messaging the bot.
Contact
Message @ClearBalanceBoardBot on Telegram.