Privacy Policy

Last Updated: March 29, 2025

Welcome to InvoTrack ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

By using InvoTrack, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our application.

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

Contact information (such as name, email address, and phone number)
Business information (such as business name, address, and tax identification numbers)
Account credentials (such as username and password)
Payment information (processed through secure third-party payment processors)
Email account information (for invoice scanning and processing)

1.2 Invoice Data

Our application processes invoice data from your email accounts. This may include:

Invoice details (amounts, dates, invoice numbers)
Vendor information
Payment terms and conditions
Other information contained in your invoices

1.3 Usage Data

We automatically collect certain information about how you use our application, including:

Log data (IP address, browser type, pages visited, time spent)
Device information (device type, operating system)
Feature usage patterns
Error reports

2. How We Use Your Information

We use the information we collect for various purposes, including to:

Provide, maintain, and improve our services
Process and manage your invoice data
Communicate with you about our services, updates, and support
Personalize your experience
Analyze usage patterns to enhance our application
Detect, prevent, and address technical issues
Comply with legal obligations

3. Data Storage and Security

We use industry-standard security measures to protect your personal information:

Data encryption in transit and at rest
Secure authentication mechanisms
Regular security assessments
Access controls and monitoring
Secure data storage using Firebase and Redis

While we implement safeguards designed to protect your information, no security system is impenetrable. We cannot guarantee the security of your data transmitted to our application.

4. Data Sharing and Disclosure

We may share your information with:

Service Providers: Third-party vendors who provide services on our behalf (such as hosting, analytics, customer service)
Business Partners: Companies we partner with to offer integrated services
Legal Requirements: When required by law, court order, or governmental regulation
Business Transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal information to third parties.

5. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

Access and review your personal information
Correct inaccurate information
Delete your personal information
Export your data in a portable format
Opt-out of certain data processing activities
Withdraw consent (where applicable)

To exercise these rights, please contact us using the information provided in the "Contact Us" section.

6. Data Retention

We retain your personal information for as long as necessary to provide you with our services and for legitimate business purposes, such as maintaining performance of the application, making data-driven business decisions, and complying with legal obligations.

Notification data is automatically expired after 30 days.

7. Children's Privacy

Our application is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

8. International Data Transfers

Your information may be transferred to and processed in countries other than the country in which you reside. These countries may have different data protection laws. When we transfer your information, we take steps to ensure that your information receives an adequate level of protection.

9. Third-Party Services

Our application may contain links to or integrations with third-party services. This Privacy Policy does not apply to third-party services, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you access.

10. Changes to This Privacy Policy

We may update our 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. You are advised to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Email: [email protected]
Address: [Your Company Address]

12. Specific Features and Data Processing

12.1 Email Integration

Our application connects to your email accounts to scan for invoices. We implement the following safeguards:

OAuth authentication for secure access
Limited scope permissions (read-only where possible)
No storage of email credentials (using secure tokens)
Processing only invoice-related emails

12.2 WebSocket and Real-time Updates

We use WebSocket technology to provide real-time updates. This connection is encrypted and authenticated to ensure your data remains secure.

12.3 Rate Limiting

To protect our service and your account, we implement rate limiting on API requests. This helps prevent abuse and ensures service availability.

12.4 Google Workspace APIs

When accessing Google Workspace APIs (such as Gmail for invoice scanning), we explicitly affirm that:

We do not use Google Workspace API data to develop, improve, or train generalized artificial intelligence (AI) and/or machine learning (ML) models
All data accessed through Google Workspace APIs is used solely for the specific purpose of providing the invoice scanning and processing functionality
We maintain strict data separation between Google Workspace API data and any other data used in our application
Our use of Google Workspace APIs complies with Google API Services User Data Policy