Privacy Policy

Last updated 12 September 2026

This explains what InvoicesDone collects, why, who else gets to see it, and how to make us delete it. It is written to be read, not to be survived.

Who we are. InvoicesDone is operated by [LEGAL ENTITY NAME], a company registered in England and Wales, company number [NUMBER], registered office [REGISTERED ADDRESS]. For UK and EU data protection law we are the data controller for your account data.

Questions, or any request below: privacy@invoicesdone.com.

What we collect

Your account

Your email address and a password. We never see the password — it is hashed before it reaches us.
Your business details: name, address, phone, email, tax number, logo, payment details you choose to print on invoices, and your invoice numbering.

Your customers

Because this is invoicing software, you enter information about other people: names, contact people, email addresses, phone numbers, postal addresses and tax numbers. You choose what to enter. For that data you are the controller and we are your processor — we hold it and act on your instructions, and we do not use it for anything of our own.

Your invoices

Invoices, estimates, line items, prices, payments you record, and a log of what happened to each document — when it was issued, opened, reminded, paid or voided. This log is append-only, because the point of it is that it can be trusted.

When you use voice or the camera

Voice. The recording is sent to be transcribed, the text is turned into invoice lines, and the recording is not stored by us.
Photos of job sheets. The image is sent to be read and turned into invoice lines. We do not keep the image.
Your logo. Stored, because it has to print on every invoice.

Your contacts

If you use "bring them in from my contacts", your address book is read on your phone. Only the people you tick are sent to us, and only the fields shown on that screen. The rest never leaves the device.

When something breaks

If the app crashes we record the error message, a stack trace, which screen you were on, your platform and app version, and your user ID. Deleted after 60 days. We do not put your invoice contents in there.

What we don't do

No advertising, no ad networks, no selling data to anyone, for any purpose.
No analytics SDKs or third-party trackers in the app.
We never handle your money. Payments go directly from your customer to you.

Why we're allowed to hold it

What	Why	Lawful basis
Account and business details	To give you the service you signed up for	Contract
Invoices, customers, payments	Same — it is the product	Contract
Reminder emails to your customers	You asked us to chase on your behalf	Contract (yours); legitimate interests (theirs — being told about an unpaid invoice)
Crash reports	To find and fix faults	Legitimate interests
Subscription records	Billing and tax obligations	Legal obligation

Who else sees it

We use a small number of companies to run the service. Each is bound by a contract that limits them to doing what we ask.

Who	What for	Where
Supabase	The database and files — where everything lives	EU (Ireland)
Postmark (ActiveCampaign)	Sending invoices and reminders	United States
OpenAI	Turning voice and photographed job sheets into invoice lines	United States
Apple	Distributing the app and taking subscription payments	United States and elsewhere

Sending data outside the UK and EU

Postmark, OpenAI and Apple are in the United States. Those transfers rely on the UK International Data Transfer Addendum and the EU Standard Contractual Clauses. Your database itself stays in the EU.

About the AI part specifically

Voice recordings and job-sheet photos are sent to OpenAI only at the moment you use those features. Under OpenAI's API terms, data sent through the API is not used to train their models. They hold it briefly for abuse monitoring and then delete it. If you would rather nothing left the device for this, simply don't use the voice and photo buttons — everything else in the app works without them.

How long we keep it

While your account exists — your invoices, customers and settings. Invoices are financial records and we don't quietly prune them.
Crash reports — 60 days.
Delete your account and all of it goes immediately: every invoice, customer, payment, reminder and file. It is not recoverable, by you or by us. Save the PDFs you need first.
Records we are legally required to keep for tax purposes are kept for as long as the law requires, and nothing longer.

Your rights

Under UK and EU data protection law you can ask us to show you what we hold, correct it, delete it, hand it over in a portable form, or stop a particular use. Most of it you can do yourself in the app — the whole account is deletable from Settings → Your account.

For anything else, email privacy@invoicesdone.com. We'll answer within one month.

If you think we've handled your data badly, you can complain to the UK Information Commissioner's Office at ico.org.uk, or to your own country's data protection authority if you're in the EU. We'd rather you told us first so we can fix it.

If you're one of our users' customers

If you received an invoice or a reminder from someone using InvoicesDone, the business that sent it decides what happens to your details — not us. Contact them directly; their name and email are on the invoice. If you can't reach them, write to us and we'll pass it on.

Security

Everything is encrypted in transit and at rest.
Access to your data is enforced at the database level, so one account cannot read another's even if the app asked it to.
Invoice links carry a long random token and no personal data — but anyone with the link can see that invoice, which is the point of being able to send it.
No system is perfect. If something goes wrong that affects you, we'll tell you and the regulator as required.

Children

InvoicesDone is for running a business and isn't directed at children. We don't knowingly collect data from anyone under 16.

Changes

If we change this in a way that matters, we'll tell you in the app before it takes effect. The date at the top always reflects the current version.