Privacy Policy

What we collect

Account data: your name, work email, company name, and authentication details, including multi-factor settings.

Service data: the invoices, documents, and client records you upload or forward, and the metadata we derive from them such as line items, amounts, tax rates, and payment status.

Usage data: log and device information — IP address, browser type, pages viewed, and timestamps — used to operate, secure, and improve the service.

Billing data: subscription plan and billing history. Card details are handled by our payment processors; we do not store full card numbers on our systems.

Why we use it

We use personal data to provide and operate the service, authenticate users, process payments, extract and validate invoice data, send transactional and service messages, detect fraud and abuse, meet legal and record-keeping obligations, and improve product quality.

We do not sell personal data, and we do not share it with third parties for their own advertising.

Automated processing

The service uses automated models to read documents, flag anomalies, and draft follow-up messages. These features support your decisions rather than replace them: invoices are sent after you approve them, and you can turn automated follow-up off.

Your invoice content is used to deliver the service to you. Where we improve our models, we do so on data that has been aggregated or de-identified so it no longer identifies you or your clients.

Sharing and processors

We share data with service providers who process it on our behalf under contract — hosting, payment processing, email delivery, and error monitoring — and with the accounting and payment platforms you explicitly connect, such as QuickBooks, Clover POS, and PayPal, to the extent needed to sync the records you have asked us to sync.

We may disclose data where required by law or valid legal process, or to protect the rights, safety, and security of our users and the service.

Security

Data is encrypted in transit and at rest using AES-256. Access is governed by role-based permissions, multi-factor authentication is available on every seat, and administrative access to production systems is restricted and logged. Every transaction carries a full audit log.

No system is perfectly secure. If a breach affects your personal data we will notify you and any relevant regulator as required by applicable law.

Retention

We keep account and invoice data for as long as your account is active. After closure we retain it for a limited period so you can export or reactivate, then delete or de-identify it, except where a longer period is required for legal, tax, or accounting obligations.

Your rights

Depending on where you live, you may have the right to access, correct, export, delete, or restrict the processing of your personal data, and to object to certain processing. You can exercise these rights from your account settings or by contacting us.

If you are in the EEA or UK, you also have the right to lodge a complaint with your local data protection authority.

International transfers

We may process data in countries other than your own. Where we transfer personal data out of the EEA or UK we rely on an approved transfer mechanism, such as the Standard Contractual Clauses, together with appropriate safeguards.

Cookies

We use cookies and similar technologies that are necessary to sign you in and keep your session secure, plus limited analytics to understand how the site is used. You can control non-essential cookies through your browser settings.

Changes and contact

We will update this policy as the service changes and will revise the date above when we do. Material changes will be notified to account holders.

Privacy questions and rights requests can be sent to privacy@invoicepro360.com.