ExpensAble’s Privacy Policy – Effective July 20, 2015

TRUSTe European Safe Harbor certification


We respect your privacy. We have created this privacy policy (“Privacy Policy”) to provide you information about how the private information that you supply is used and to inform you about your privacy-related choices. We refer to the ExpensAble web, application, and mobile services collectively as “ExpensAble” or the “Service.” The Service is owned and operated by Insperity Financial Solutions, a division of Insperity Business Services, L.P., formerly known as Insperity Expense Management, Inc. (“Insperity” or “we”). This Privacy Policy states our policy for our ExpensAble application and website, mobile app, and services; it does not apply to other services or sites owned or operated by Insperity or its affiliates. By using ExpensAble, you agree to this Privacy Policy.

This Privacy Policy discloses the information gathering and use practices for Insperity. This Privacy Policy applies to all information that you, or the company which has arranged for you to be a designated user, provide to Insperity and that Insperity maintains electronically. Additionally, this Privacy Policy applies to any personal information obtained from your use of ExpensAble.

What information does ExpensAble collect?

Insperity provides services for companies that are its customers (each a “Customer”) and permits access and use of the Service by individuals that are our Customer’s designated users (each a “User”). The Insperity site obtains information about visitors to the ExpensAbe product page of the web site (“Site Visitors”) who may or may not be Users of ExpensAble, but Site Visitors that are not Users with appropriate login credentials are not allowed access to the ExpensAble application.

If you are a User of the Service, ExpensAble collects personally identifiable information (“PII”) about you and your use of the Service and encrypts passwords and bank account information used for the Service. PII includes information that you, or the company for which you are a User, provides with regard to your User profile, for example:

  • Name, phone number and address (street and e-mail)
  • Login credentials (i.e., usernames)
  • Security validation questions and answers
  • Bank account information (i.e., type and number)
  • Job title

When we collect this kind of PII, it is because you or the company for which you are a User voluntarily submits the information to us in order to participate in the services we provide or offer.

When, as a User, you use the functionality of ExpensAble for expense-reporting-related activities, such as flights, travel, hotel, meals, gifts, and other expenses (“Transactional Data”), the Service records and processes this Transactional Data. While this information relates to you, it is considered to be the Customer’s information, because it relates to the Customer’s business and financial affairs.

We may collect PII from Site Visitors through methods such as sponsored contest, online surveys or requests for information.

We may also collect information about Users and Site Visitors by means of automated information-gathering methods that are discussed in more detail below.

We may also request and retain information about the company for which you are a User such as:

  • Your company’s size, revenue, type, and industry codes (i.e., SIC)
  • Your company name, phone number, physical address and URLs

Insperity also collects the following information through automated means:

  • IP Address
    IP addresses are numbers that are automatically assigned to your computer, and, if associated with other individually identifiable information, could be considered personal information. We use your IP address to operate the Service, help diagnose problems with our server or systems, and to administer and improve ExpensAble. Your IP address is also used to help identify you and to gather broad demographic information (for example, your region, city, postal zip code), some of which we aggregate and then share with our strategic alliance companies, potential strategic alliance companies, and other third-party organizations (collectively, “partner organizations”). We may also use your IP address to keep track of the information you have entered, viewed, or used by means of the Service.
  • Site Access, Browser Type, Operating System, Etc.
    We may also collect the name of the Internet service that provides you access to the Internet (e.g., Comcast, Verizon, AOL, or ATT), your browser type, operating system, the date and time you access ExpensAble, and the Internet address of any web site from which you link directly to ExpensAble, as well as collecting other information in a User’s log file. A User’s log file tells Insperity where a User comes from when entering ExpensAble, which part of ExpensAble the User visits as well as where the User goes when leaving ExpensAble, and how much time the User spends on ExpensAble. We collect and use this information for operation and management of the Service and for monitoring and improving its performance. We do not link this automatically collected data to other information we collect about you.
  • Tracking technologies
    Technologies such as: cookies, beacons, tags and scripts are used by Insperity and our strategic alliance or marketing partners, affiliates, or analytics or service providers . These technologies are used in analyzing trends, administering the site, managing User sessions in ExpensAble and improving the time it takes Users to complete tasks within ExpensAble, tracking users’ movements around the site, and gathering demographic information about our enterprise user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis. We use cookies for our shopping cart, to remember users’ settings (e.g. language preference) and to personalize users’ interface to identify users of the site as ExpensAble users, and to enable the pre-population or automatic fill of forms and schedules. Users can control the use of cookies at the individual browser level. If accessing the ExpensAble Mobile App, we track the equipment and operating system version to monitor Mobile App crashes and improve performance solely within the Mobile App.
  • Behavioral targeting/Re-targeting
    We may partner with a third party to either display advertising on our Web site or to manage our advertising on other sites. Our third party partner may use technologies such as cookies to gather information about your activities on this site and other sites in order to provide you advertising based upon your browsing activities and interests. If you wish to not have this information used for the purpose of serving you interest-based ads, you may opt-out by clicking here (or if located in the European Union click here). Please note this does not opt you out of being served ads. You will continue to receive generic ads.
  • Location-based Information
    An ExpensAble mobile access application will ask you for permission to obtain your location, which it may use to pre-populate forms and schedules. If you do not grant permission (or turn off this function), the application will not use your location data.

What is this information used for?
We use this information to provide you with the services available on ExpensAble and to operate, study, improve, or enhance the Service. We also use your information in other ways which may include, but are not limited to, the following:

  • Emails
    Insperity uses your PII to communicate with you in the course of your relationship with the Service. Insperity will send emails from time to time regarding services offered or industry related news or information.
  • Commercial Offers
    We may also contact you to tell you about products and services provided by Insperity partner organizations. If you do not wish to receive e-mail communications from Insperity regarding these offers or other third-party products and services, you may opt out of receiving such communications by following the procedure set forth in such email. E-mail communications from third parties may have their own procedures for opting out. Opting out of third party communications will not affect communications sent directly by Insperity that relate to the Service; you cannot opt out of these emails.
  • Pre-populated Forms
    Some PII will be used to pre-populate forms for use on ExpensAble or used when submitting information to third parties.
  • Targeted Online Displays (Banners)
    Based on your preferences and PII, Insperity may decide to include in our Service select banners or other ads which may be of interest to you or your company. If we choose to use PII in a manner different than the purpose for which it was collected or as discussed in this Privacy Policy, then we will offer you an effective way to opt out of the use of PII for those other purposes.

With whom is this information shared?

We do not sell your personal information to third parties. Insperity shares personal information only as described below:

  • Affiliated Companies and Third-Party Contractors
    We may share your information among related companies of Insperity. In addition, we may from time to time transfer our database of PII to third-party contractors who analyze such information on behalf of Insperity for the purpose of, among other things, targeting e-mails to Users regarding partner organization offers, or who mail marketing materials to Users regarding partner organization offers. Additionally, we may from time to time transfer certain PII such as credit card and billing information to a third-party contractor who provides payment processing services on behalf of Insperity. Such third-party contractors will be contractually bound to hold all such information in confidence under the terms of this Privacy Policy and, when applicable, the U.S.- European Union Safe Harbor and U.S.-Swiss Safe Harbor Privacy Principles, and not to share such information with any parties other than Insperity.
  • Compliance with Law and Protection of ExpensAble and Others
    Insperity will also disclose PII to third parties if compelled to do so by a judicial or other government subpoenas, warrants or orders, or, as necessary, to protect Insperity’s rights or the rights of third parties.
  • Partner Organizations
    Insperity has entered into marketing agreements, strategic alliances and other relationships with trusted partner organizations that may offer or provide products and services to you, sometimes under discounted or preferential terms. We may sometimes agree to give these partner organizations PII about our Users, subject to contractual terms of confidentiality. If you initiate an inquiry with respect to a third party’s product or services by clicking on the icon or link relating to such product or service in ExpensAble, we may also furnish such third party with certain PII for the purpose of, among other things, pre-populating forms or facilitating the exchange of information between you and the third party.
  • Business Transfers
    As Insperity and its affiliated companies continue to develop its businesses, it may sell various aspects of its business. If Insperity sells, transfers, or assigns a portion of its business it reserves the right to transfer all PII associated with that business as part of such a transaction. Also, in the event that Insperity or substantially all of its assets are acquired, the PII may be one of the transferred assets. You will be notified via email or a prominent notice on our Web site of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

What access do you have to the information that you provide?

If you are a User, you may have access to much of your profile information through logging into ExpensAble and clicking Preferences under the Settings menu. Here, if you have access, you can view, delete and update profile information about you that we maintain, such as your name, company name, email address and phone number. If you use the Service but (1) are not a Customer or User or (2) do not have certain administrative or access rights, you may contact Insperity at the address at the bottom of this Privacy Policy to request a copy of your information or to have Insperity make any changes to your information. If you are a User that cannot make changes to your own information, you should check with Customer to request a copy of your information or to have changes made and if Customer cannot fulfill the request, Customer can request assistance from Insperity. We will typically respond to your request within 30 days. If we are unable to provide you the requested information within 30 days we will provide you with a timeline establishing when your requested access will be provided.

Insperity has no direct relationship with the individuals whose personal data it processes. An individual who seeks to correct, amend, or delete inaccurate data should direct his query to the Insperity Customer (the data controller). If the Customer requests Insperity to remove or amend the data in response to a user’s query, Insperity will respond to the Customer request within 30 days.

Security measures

We make access to your PII subject to certain reasonable security measures, including technological controls such as a “firewall”, in accordance with industry standards. When the use of ExpensAble involves the Internet transmission of confidential information about you or ExpensAble (such as Log in credentials), we use Secure Socket Layer (SSL) technology to allow the transmission of encrypted information from your PC to our server and back again; use of SSL is the industry standard for Internet platform security. No data transmission over the Internet or data storage can be guaranteed to be 100% secure, so while Insperity strives to protect your PII, we cannot ensure or warrant the security of any information that you transmit to or that is stored by ExpensAble.

Disclaimer of responsibility for privacy policy and content at linked sites

We may provide you with links to other web sites. We are not responsible for those sites and cannot control the use of information that you submit or that is gathered from your computer once you reach those sites, nor can we control the content of what is offered on those sites or on links from those sites. You should access such third-party web sites directly to determine their privacy policies.

Use of information from third parties

We may use information about you provided by third parties (such as credit reporting agencies or strategic alliances) in order to offer their services and products, to improve the Service, or to evaluate a Customer’s or potential Customer’s eligibility for the Service.

This is not a children’s website

ExpensAble is a commercial service and does not knowingly solicit data from children or knowingly market to children. All Users must be of the legal age in their jurisdiction that qualifies them to make enforceable contracts.


We may display personal testimonials of satisfied customers on our site in addition to other endorsements. With your consent we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at csr.assistant@insperity.com.


Insperity may choose to offer chat rooms, blogs, forums, message boards, and/or news groups to its Users. Any information that is disclosed in these areas becomes publicly available information, and you should exercise caution when deciding to disclose any personal information. To request removal of your PII from our blog or community forum, contact us at the email address listed below. In some cases, we may not be able to remove your PII, in which case we will let you know if we are unable to do so and why.

Data retention

We will retain your information and the data we process on behalf of our Customers for as long as the Customer’s account is active and non-delinquent or as needed to provide Customer services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

TRUSTe Certification and EU Safe Harbor Principles
Insperity has been awarded TRUSTe’s Privacy Seal signifying that this Privacy Policy and practices have been reviewed by TRUSTe for compliance with TRUSTe’s program requirements including transparency, accountability and choice regarding the collection and use of your personal information. The TRUSTe program does not cover information that may be collected through downloadable software, mobile services and mobile site. The TRUSTe certification covers our collection, use and disclosure of information we collect through our website http://www.insperity.com/products/expense-management and our service platform. The use of information collected through our service shall be limited to the purpose of providing the service for which the Customer has engaged Insperity.

TRUSTe’s mission, as an independent third party, is to accelerate online trust among consumers and organizations globally through its leading privacy trustmark and innovative trust solutions. If you have questions or complaints regarding our Privacy Policy or practices, please contact us at the email, phone number or address listed at the bottom of this Privacy Policy. If you are not satisfied with our response you can contact TRUSTe here.

Insperity complies with the U.S.-EU Safe Harbor Framework and the U.S.-Swiss Safe Harbor Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries and Switzerland. Insperity has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, security, data integrity, access, and enforcement. To learn more about the Safe Harbor program, and to view Insperity’s certification, please visit http://export.gov/safeharbor.

If you have any complaints regarding our compliance with the EU Safe Harbor framework, you should first contact us via the email address, phone number, fax number or physical address listed at the bottom of this Privacy Policy. If contacting us does not resolve your complaint, you may raise your complaint with TRUSTe by Internet here, fax at 415-520-3420, or mail to TRUSTe Safe Harbor Compliance Dept., click for mailing address. If you are faxing or mailing TRUSTe to lodge a complaint, you must include the following information: our name, the alleged privacy violation, your contact information, and whether you would like the particulars of your complaint to be shared with us. For information about TRUSTe or the operation of TRUSTe’s dispute resolution process, click here or request this information from TRUSTe at the addresses listed above. The TRUSTe dispute resolution process shall be conducted in English.

California Residents – Your Privacy Rights

California Civil Code Section 1798.83 permits California residents who provide personal information in obtaining products or services for personal, family or household use to request and obtain from us once a year, free of charge, information about the personal information (if any) we disclosed to third parties for their direct marketing purposes in the preceding calendar year. If applicable, this information would include a list of the categories of personal information that was shared and the names and addresses of all third parties with which we shared information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to the address provided at the end of this Privacy Policy. Please be aware that not all information sharing is covered by Section 1798.83 requirements, and only information on covered sharing for California customers will be included in our response.

Changes in these policies and practices

Insperity reserves the right to change its Privacy Policy at any time. Insperity will provide notification of material changes to this Privacy Policy by posting a new privacy policy at http://www.expensable.com/privacy-policy prior to the change taking effect. Changes will not be marked so it is your responsibility to review the entire policy. You agree that it is your responsibility to monitor such updates. Your continued use of ExpensAble after such revisions have been made or your failure to object in writing to any notice of such change will constitute your full acceptance of such revised privacy policy. This Privacy Policy was last updated on July 20, 2015.

More information
If you have any questions about this Privacy Policy, please write to:
Insperity Financial Solutions.
Attn: Web Support (Privacy Policy Inquiry)
Mail Code 1-3240
19001 Crescent Springs Drive
Kingwood, Texas 77339-3802
Fax: 800-878-6813
Telephone: 877-804-8978
Email address: csr.assistant@insperity.com