InvoiceAI

Privacy Policy

Last updated: February 4, 2026

1. Introduction

InvoiceAI Technologies Pvt. Ltd. ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our invoicing and business management platform ("Service").

By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, phone number, password
  • Business Information: Company name, address, GST number, PAN number, bank details
  • Client Data: Names, contact details, addresses, and tax information of your clients
  • Financial Data: Invoice amounts, payment records, quotation details
  • Contract Content: Text and terms of contracts you create
  • Communication: Messages you send us or content you submit

2.2 Information Collected Automatically

  • Device Information: IP address, browser type, operating system
  • Usage Data: Pages visited, features used, time spent on the platform
  • Cookies: Session cookies and persistent cookies for functionality and analytics
  • Log Data: Server logs including access times and error reports

3. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve our Service
  • Process transactions and send related information
  • Send invoices, quotations, and contracts on your behalf
  • Generate AI-powered content (contracts, emails, suggestions)
  • Send administrative messages, updates, and security alerts
  • Respond to your comments, questions, and support requests
  • Analyze usage patterns to improve user experience
  • Detect, prevent, and address technical issues or fraud
  • Comply with legal obligations

4. AI and Data Processing

Our Service uses artificial intelligence (powered by Google Gemini) to provide features like:

  • Contract generation
  • Email content suggestions
  • Item and pricing recommendations
  • Client data extraction

Important: When you use AI features, the relevant text is processed by Google's AI services. We do not permanently store your data with third-party AI providers. The AI processing is done in real-time and the data is not retained by Google for training purposes.

You can choose not to use AI features, and your core invoicing functionality will remain unaffected.

5. Data Sharing and Disclosure

We may share your information in the following situations:

5.1 With Your Consent

When you explicitly authorize us to share your information.

5.2 Service Providers

We work with trusted third parties who assist in operating our Service:

  • Cloud Hosting: MongoDB Atlas, Vercel (data storage and hosting)
  • Email Services: For sending invoices and notifications
  • Payment Processing: Razorpay (for subscription payments)
  • AI Services: Google Gemini (for AI features)
  • Analytics: For understanding usage patterns

5.3 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

6. Data Security

We implement appropriate security measures to protect your information:

  • 256-bit SSL/TLS encryption for data in transit
  • Encrypted data storage at rest
  • Secure password hashing (bcrypt)
  • Regular security audits and penetration testing
  • Access controls and authentication mechanisms
  • Data stored in secure Indian data centers

However, no method of transmission over the Internet is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide you services.

  • Active accounts: Data retained indefinitely while account is active
  • Cancelled accounts: Data retained for 30 days, then deleted
  • Legal requirements: Some data may be retained longer for legal or tax compliance
  • Backups: Backups are retained for up to 90 days for disaster recovery

8. Your Rights

You have the following rights regarding your data:

  • Access: Request a copy of your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data (subject to legal requirements)
  • Export: Download your data in a portable format (CSV)
  • Restriction: Request restriction of processing
  • Objection: Object to certain types of processing

To exercise these rights, please contact us at privacy@invoiceai.com or through your account settings.

9. Cookies

We use cookies and similar technologies to:

  • Essential Cookies: Required for the Service to function (authentication, security)
  • Functional Cookies: Remember your preferences and settings
  • Analytics Cookies: Understand how you use the Service

You can control cookies through your browser settings. Disabling certain cookies may affect functionality.

10. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

11. International Data Transfers

Your information is primarily stored and processed in India. However, some of our service providers may process data in other countries. We ensure appropriate safeguards are in place for any international transfers of personal data.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

  • Email: privacy@invoiceai.com
  • Data Protection Officer: dpo@invoiceai.com
  • Address: InvoiceAI Technologies Pvt. Ltd., Bangalore, India