Transparency | Mobilexpense

Transparency

Last reviewed: October 2025

Purpose

At Mobilexpense, we are committed to ensuring that our data-processing services for EU customers are transparent, lawful, and secure.

This page describes:

  • The jurisdictions governing the ICT infrastructure we use to process data within the EU.

  • High level overview of technical, organisational, and contractual measures we implement to prevent unlawful international governmental access to or transfer of non-personal data held in the EU.

Our goal is to provide clear information so customers and partners understand where their data resides and how we protect it.

Jurisdictions of our ICT Infrastructure

ICT category

 

Primary processing location

 

Governing jurisdiction

 

Potential extra-territorial reach

 

Description of use

 

Core application hosting; archiving

Belgium, Germany, Netherlands

Belgian, Dutch, German, and EU law

Some (for infrastructure operated by global providers with non-EU parent companies)

Production and backup environments for Mobilexpense products are hosted in EU-based data centres operated by independent EU provider and EU subsidiaries of global cloud platforms. All customer data is stored and processed within the EU.

Cloud and productivity tools

Belgium, Germany, Netherlands, Ireland

Belgian, Dutch, German, Irish, and EU law

Some (foreign parent companies headquarters outside the EU)

Cloud-delivered applications used by Mobilexpense for internal operations, automation, and analytics. Data is hosted in EU regions, with Standard Contractual Clauses and supplementary technical measures applied to limit non-EU access.

Collaboration and support tools

Belgium, Germany, Netherlands, Ireland

Belgian, Dutch, German, Irish, and EU law

Some (foreign parent companies headquartered outside the EU)

Tools for customer support, project management, and internal collaboration. Hosted in EU regions.

Content-delivery and performance networks

Primarily EU nodes with global edge presence

EU and non-EU laws depending on user location

Yes

Non-personal technical data (e.g., IP, cached data) may transit through global caching servers;

Research and meeting transcription

Belgium

Belgian and EU law

None

Used internally for automated note-taking; all processing in Belgium.

 

Technical measures

We implement layered technical safeguards to ensure EU data remains under EU control:

  • Encryption at rest & in transit using strong, industry-standard algorithms.

  • Encryption key management and monitoring is performed fully within the EU.

  • EU-resident data storage — all primary data, backups, and logs remain within EU data centres. Customer data is not stored outside of the EU.

  • Access approval controls — all administrative access to EU systems is approved by EU-based security personnel and logged.

  • Segregated environments for test and production data; no transfer of customer data to non-EU regions.

  • Anonymisation & pseudonymisation for non-personal datasets used for analytics or product improvement.

Organisational measures

  • EU-based operations and teams: Our core operations, support, and security teams are based in the EU. Relevant teams review all governmental requests. To date, we have not received requests from governments outside the EU.

  • Access control & training: staff receive regular security and compliance training; privileged access is reviewed quarterly.

  • Law-enforcement request process: any governmental request for data is reviewed by Legal & DPO teams; we challenge overbroad or unlawful requests and, where lawfully permitted, notify affected customers.

  • Supplier due diligence: all suppliers undergo risk assessment covering jurisdiction, security, and contractual safeguards.

  • As part of being a Visma company, all of our suppliers have to be aligned with Visma's Supplier Code of Conduct

  • Audit & review: this page and the underlying measures are reviewed at least quarterly.

Frequently asked questions

Can our company use Mobilexpense for free?

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Does Mobilexpense integrate with my existing workflow?

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Are there additional fees?

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How are we charged for Mobilexpense?

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What is a virtual card?

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Is my data secure?

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