Privacy policy.

1. Who We Are

PaidInvoice is operated by [PaidInvoice Ltd, company number, registered address], the data controller responsible for your personal data under UK GDPR and the Data Protection Act 2018. If you have questions about this policy or how we handle your data, contact us at support@paidinvoice.com.

2. Information We Collect

We collect the following categories of information:

• Account information: name, email address, password, business name, business address, phone number, and logo, when you register or update your profile.
• Client & invoice data: information you enter about your clients (name, email, address) and the invoices, quotes, and line items you create, including amounts, dates and descriptions.
• Payment information: if you pay for a subscription or accept payments from your clients, our payment processor collects card or bank details directly — we do not store full card numbers on our own servers.
• AI & voice input: text or spoken descriptions you provide to our AI invoice assistant, used to generate invoice content in real time.
• Free generator data: information entered into our free invoice generator, which is processed to create your invoice and is not tied to an account.
• Usage data: pages visited, features used, device and browser type, IP address, and approximate location, collected automatically via cookies and similar technologies (see our Cookie Policy).
• Communications: messages you send us for support, feedback, or marketing preferences.

3. How We Use Your Information

4. Legal Basis for Processing (UK/EU users)

We rely on the following legal bases under UK/EU GDPR: performance of a contract (to provide the Service you've signed up for); legitimate interests (to improve, secure and market the Service in ways you'd reasonably expect); consent (for optional marketing communications and non-essential cookies, which you can withdraw at any time); and legal obligation (for tax, accounting and regulatory requirements).

5. AI Features & Voice Data

When you use our AI or voice invoice assistant, your input is sent to our AI processing systems (which may include third-party AI providers acting on our instructions) solely to generate your invoice. Voice audio is processed in real time to extract invoice details and is not retained as an audio recording after processing. Text prompts may be temporarily processed to improve accuracy and reliability of the feature, but are not used to identify you personally beyond what's needed to generate your invoice.

6. How We Share Your Information

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

• Service providers: payment processors (e.g. Stripe), cloud hosting providers, email/SMS delivery providers, analytics providers, and AI processing providers, each bound by contractual obligations to protect your data.
• Your clients: when you send an invoice or payment link, relevant details (your business info, the invoice content) are shared with the client you're invoicing, as instructed by you.
• Business transfers: if PaidInvoice is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.
• Legal requirements: where required to comply with a legal obligation, court order, or to protect our rights, users, or the public.
• With your consent: for any other purpose disclosed to you at the time we collect the data.

7. International Data Transfers

Some of our service providers may process data outside the UK/EEA. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or an adequacy decision, to protect your information to a standard equivalent to UK/EU law.

8. Data Retention

We retain your account and invoice data for as long as your account is active, and for a reasonable period afterwards to comply with legal, tax and accounting obligations (typically up to 6 years for financial records under UK law), resolve disputes, and enforce our agreements. Data entered into the free invoice generator without an account is retained only as long as necessary to generate your invoice and is not permanently stored on our servers unless you save or download it.

9. Cookies

We use cookies and similar technologies to run the Service, remember your preferences, and understand usage. Full details, including how to manage your preferences, are set out in our separate Cookie Policy.

10. Your Rights

Depending on your location, you have the right to:

• Access the personal data we hold about you;
• Correct inaccurate or incomplete data;
• Request deletion of your data (“right to be forgotten”), subject to our legal retention obligations;
• Object to or restrict certain processing, including direct marketing;
• Request a portable copy of your data in a machine-readable format;
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at support@paidinvoice.com. If you're unhappy with how we've handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, or your local data protection authority.

11. Children's Privacy

The Service is intended for business use by individuals aged 18 and over. We do not knowingly collect personal data from children, and the Service is not directed at children.

12. Security

We use industry-standard technical and organisational measures — including encryption in transit, access controls, and regular security reviews — to protect your information. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security, but we work continuously to protect your data and will notify you and relevant authorities of any data breach as required by law.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by email or in-app notice, and the “Last updated” date at the top of this page will reflect the most recent revision.

14. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or how we handle your data, contact us at support@paidinvoice.com or write to [registered business address].