Privacy Policy

Last updated: December 29, 2025

At Invoiceforge.ai, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. Please read this policy carefully.

1. Information We Collect

1.1 Information You Provide

We collect information that you provide directly to us, including:

• Account Information: Name, email address, company name, password
• Billing Information: Payment card details (processed securely by Stripe, we do not store full card details)
• Invoice Data: Invoices you send to our service, including vendor information, amounts, dates, line items, and attachments
• Integration Data: Information from connected third-party services (Xero, Gmail, Outlook) that you authorize us to access
• Communications: Messages you send to us, including support requests and feedback

1.2 Information We Collect Automatically

When you use Invoiceforge.ai, we automatically collect certain information:

• Usage Data: Pages viewed, features used, time spent on the service, invoice processing activity
• Device Information: Browser type, operating system, IP address, device identifiers
• Log Data: Server logs including access times, error logs, and system activity
• Cookies and Similar Technologies: We use cookies to maintain your session and improve your experience

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Provide and Improve Our Service

• Process and extract data from your invoices using AI technology
• Sync invoice data with your connected accounting software
• Manage your account and subscription
• Provide customer support and respond to your requests
• Improve and optimize our service, features, and user experience
• Train and improve our AI models for better invoice processing accuracy

2.2 Communications

• Send you service-related notifications (invoice processing status, errors, subscription updates)
• Respond to your inquiries and support requests
• Send you marketing communications (with your consent, you can opt out at any time)

2.3 Security and Compliance

• Detect, prevent, and address fraud, security issues, and technical problems
• Enforce our Terms & Conditions
• Comply with legal obligations and respond to lawful requests

3. How We Share Your Information

We do not sell your personal information. We share your information only in the following circumstances:

3.1 Third-Party Service Providers

We share information with trusted third-party service providers who perform services on our behalf:

• Stripe: Payment processing and subscription management
• Xero: Accounting software integration (when you connect your Xero account)
• Google/Microsoft: Email integration (when you connect Gmail or Outlook)
• AI Service Providers: For invoice data extraction and processing
• Cloud Hosting: For secure data storage and service operation

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

3.2 Legal Requirements

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

3.3 Business Transfers

If Invoiceforge.ai is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information is transferred and becomes subject to a different privacy policy.

3.4 With Your Consent

We may share your information with third parties when you give us explicit consent to do so.

4. Data Security

We implement robust security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Strict access controls and authentication requirements for our systems
• Regular Security Audits: We regularly review and update our security practices
• Secure Infrastructure: Our systems are hosted on secure, enterprise-grade cloud infrastructure
• Employee Training: Our team is trained on data protection and security best practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy:

• Account Data: Retained while your account is active and for a reasonable period after closure
• Invoice Data: Retained according to your subscription plan or as required by law
• Transaction Records: Retained for at least 7 years to comply with tax and accounting regulations
• Usage Logs: Typically retained for 90 days unless needed for security or legal purposes

When information is no longer needed, we securely delete or anonymize it.

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Portability

You can access your account information and invoice data at any time through our service. You can export your data in standard formats.

6.2 Correction

You can update your account information through the settings page. Contact us if you need help correcting any inaccuracies.

6.3 Deletion

You can request deletion of your account and associated data by contacting us. Note that we may retain certain information as required by law or for legitimate business purposes.

6.4 Opt-Out

• Marketing Communications: You can unsubscribe from marketing emails using the link in any marketing email
• Cookies: You can control cookies through your browser settings

6.5 Data Portability

You can request a copy of your data in a machine-readable format.

6.6 Withdraw Consent

Where we rely on your consent to process information, you can withdraw that consent at any time by contacting us.

7. International Data Transfers

Invoiceforge.ai is based in Australia. If you access our service from outside Australia, your information may be transferred to, stored, and processed in Australia or other countries where our service providers operate.

We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

8. Children's Privacy

Invoiceforge.ai is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a child under 18, please contact us immediately.

9. Third-Party Links

Our service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of material changes by:

• Posting the updated policy on our website
• Updating the "Last updated" date at the top of this policy
• Sending you an email notification (for significant changes)

Your continued use of Invoiceforge.ai after changes become effective constitutes acceptance of the updated policy.

11. Australian Privacy Principles

As an Australian business, we comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988. This includes:

• Open and transparent management of personal information
• Giving you the ability to deal with us anonymously or pseudonymously where practicable
• Collection, use, and disclosure of personal information only for relevant purposes
• Maintaining the quality and security of personal information
• Providing access to personal information and allowing correction

12. Contact Us

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

If you are not satisfied with our response to your privacy concern or complaint, you have the right to contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

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By using Invoiceforge.ai, you acknowledge that you have read, understood, and agree to this Privacy Policy.