What the app is for

Simar Skanner is a tool for the clients and staff of Simar OÜ, an accounting firm. You use it to photograph invoices, receipts and other accounting source documents and send them to your accountant at Simar. There is no public sign-up: you log in with the e-mail address you have given to your accountant, or with a code your accountant gives you.

If you use the app as a client of Simar, your company is the data controller of its accounting documents and Simar OÜ processes them on your company's behalf in order to provide accounting services. For the app user account and security logs, the data controller is Simar OÜ.

What data the app processes

E-mail address and name – to log you in and to make sure a document is filed under the right company.

Documents you photograph or select (PDF) – to keep accounting source documents and make accounting entries. The app uses the camera only when you photograph a document yourself; from your photo library and files it reads only what you choose.

Text and data read from the document (supplier, invoice number, dates, amounts, invoice lines) – so that your accountant does not have to enter the data by hand. Text is recognised on your phone; the data fields are extracted on Simar's server. Documents may contain personal data, such as a private person's name on an invoice; it is processed for accounting purposes only.

Note to the accountant – your own comment attached to a document.

Device name and operating system version (for example “iPhone, iOS 27”) – to show which device a document was added from and to allow access from a lost device to be revoked.

Activity log (who added, changed or approved a document, and when) and the number of login attempts per IP address and e-mail for up to 24 hours – for accounting traceability and to prevent password guessing.

The app does not collect location, contacts or advertising identifiers. The app contains no advertising, and Simar does not collect app usage statistics.

The Android app and Google ML Kit. In the Android app, page edges are detected and text is recognised by Google's ML Kit software, which runs on your phone: documents and images are not sent to Google. ML Kit sends Google diagnostic and usage data about its own operation: device model and operating system version, app name and version, a device or installation identifier, performance metrics, image format and size, and event and error codes. Google encrypts this data in transit and does not transfer it to third parties. In the iOS app, recognition is done by Apple's on-device software.

The legal basis is the contract between your company and Simar OÜ and the obligations arising from the Estonian Accounting Act; for security logs, our legitimate interest in protecting our clients' data.

Where the data is kept and who can see it

Documents and the database are kept on Simar OÜ's server in a Hetzner data centre in Finland, in the European Union. Simar OÜ keeps encrypted backups in its own possession in Estonia. The connection between the app and the server is encrypted. Traffic is delivered by Cloudflare, which processes technical data (IP address) for security and reliability under its privacy policy.

On your phone, the login key is kept in the device's secure key store. Documents waiting to be sent are kept in the app's private folder, are not backed up to the cloud, and are deleted from the phone after a successful upload.

Documents can be seen by the users of your company who have access to your company in the app, and by the staff of Simar OÜ. Your accounts are handled by a designated accountant, but the firm's staff cover for one another when needed, so documents are visible to all Simar staff. Data from approved documents is entered into the accounting software Simar uses for your bookkeeping; its provider processes the data on our behalf in the European Union. Data is not sold or used for marketing.

Artificial intelligence. Documents are read by rule-based software on Simar's server and do not leave it. Reading client documents with AI is switched off. If Simar introduces it in the future, this will be done only by agreement with the client and on the condition that the service provider does not retain the data or use it to train models; before that we will update this notice and name the provider.

How long we keep data

We keep accounting source documents for seven years from the end of the financial year, as required by the Estonian Accounting Act. A document removed in the app disappears from the list; if it is already in use in the accounts, it is kept until the end of the statutory period. An approved document can be removed only by an accountant. Login-attempt data is deleted within 24 hours. A device's access ends when you log out or when your accountant revokes it.

Your rights and data deletion

You have the right to access your data, to have it corrected or deleted, to restrict processing, to object and to data portability, unless the law requires the data to be kept. To close your account and app access or to request deletion of your data, write to [email protected] or contact your accountant; we will reply within one month. You may lodge a complaint with the Estonian Data Protection Inspectorate (aki.ee).

Children

The app is a business accounting tool and is not intended for anyone under 18.

Changes

When this notice changes, we publish the new version on this page with its effective date; we announce significant changes, such as a new service provider, before they take effect. This notice is also available in Estonian. Simar OÜ's general privacy notice (in Estonian) is on the page Privaatsusteade.