Privacy Policy

ExtractInvoice is the data controller for personal data processed through the Service.

• Contact: hello@extractinvoice.app
• Website: extractinvoice.app
• Location: United States

As a small operation, we do not have a designated Data Protection Officer. For all privacy inquiries, contact us directly at the email above. We aim to respond within 48 hours.

• Account data: email, OAuth tokens (Google sign-in), plan, profile settings.
• Billing data: via Stripe (we don't store full card numbers).
• Documents: files you upload (PDF/images) and the extracted data we generate.
• Usage & logs: feature use, request metadata, error logs (sanitized), device/OS, IP.
• Diagnostics: health checks, rate-limit counters, performance metrics.
• Email submissions: if you send invoices via email for processing, we receive the email content, attachments, and sender address.

• Provide, secure, and maintain the Service (auth, extraction, storage, billing).
• Communicate about account, billing, and product updates (opt-out available).
• Monitor health, prevent abuse, and troubleshoot incidents.
• Improve accuracy and reliability (aggregate/anonymous metrics only).
• Comply with legal obligations (records, security, taxation).

If you're in the EU/UK, here's the legal basis we rely on to process your data:

• Contract performance: everything needed to deliver the Service you signed up for (extraction, storage, billing).
• Legitimate interest: security, abuse prevention, and service improvement (using anonymized data).
• Legal obligation: when we're required by law (tax records, data retention).
• Consent: optional stuff like marketing emails (you can withdraw anytime).

• Your documents (or derived images) may be sent to AI providers to perform extraction.
• We restrict sent data to what's needed and avoid sensitive data where possible.
• We do not permit providers to train on your data.

We use AI to extract data from your uploaded documents. This is automated processing, but it does not produce decisions with legal or similarly significant effects on you.

• What it does: extracts invoice fields (vendor, amount, date, line items) from your documents.
• What it doesn't do: make financial decisions, approve payments, or take actions on your behalf.
• Human review: you always review and approve extracted data before use. We flag low-confidence extractions for manual verification.

If you have concerns about automated processing, contact us at hello@extractinvoice.app.

• Neon: Postgres database for data storage.
• Vercel: Hosting, edge functions, and blob storage.
• Stripe: Payments (PCI-DSS compliant).
• Google AI: Document extraction processing.
• Sentry: Error monitoring and performance tracking.
• Upstash: Rate limiting via Redis.
• Resend: Transactional email delivery.

We do not sell personal data. We share only to operate the Service or when required by law.

We offer export formats compatible with popular accounting software. These are file downloads — we don't connect directly to these services:

• QuickBooks: IIF (Desktop) and CSV (Online) formats. You download the file and import it into QuickBooks yourself.
• Xero: CSV format compatible with Xero's import. You download the file and import it into Xero yourself.
• Other formats: CSV, Excel, JSON, and PDF for general use.

We never send your data directly to third-party accounting services. All exports are files you download to your device.

If you need a Data Processing Addendum for compliance, email hello@extractinvoice.app. We maintain an up-to-date list of core subprocessors:

• Neon (Postgres database)
• Vercel (hosting, storage)
• Stripe (payments)
• Google AI (extraction processing)
• Sentry (error monitoring)
• Upstash (rate limiting)
• Resend (email delivery)

• Account data: retained while active, deleted on account deletion (subject to legal retention).
• Original files: stored per plan — Trial: 14 days, Starter: 90 days, Professional: 180 days, Premium: 365 days.
• Extracted data: retained indefinitely while subscribed; trial users: 14 days.
• After cancellation: original files deleted after 90 days, extracted data deleted after 180 days. You can export anytime before deletion.
• Logs/metrics: kept for security/reliability, then aggregated or deleted.

• Encryption: data encrypted in transit (HTTPS/TLS) and at rest (via our hosting and database providers).
• Access controls: database row-level security ensures each user can only access their own data.
• Payment data: Stripe handles card data directly; we never see or store full card numbers.
• Attack prevention: rate limits and abuse detection to deter brute force and scraping.
• Monitoring: error tracking and health checks to catch issues fast.

If we discover a security breach affecting your personal data:

• Timeline: we'll notify affected users within 72 hours of confirming a breach, as required by GDPR.
• How: email to your registered address plus in-app notification.
• What we'll tell you: what happened, what data was affected, what we're doing about it, and what you should do.
• Response: we investigate, contain, assess impact, and take steps to prevent recurrence.

You have several rights regarding your personal data:

• Access: request a copy by emailing us or downloading your data in Settings → Data.
• Correction: update your info in profile settings or contact us.
• Deletion: delete your account through settings or email. We'll delete within 30 days.
• Portability: export your extracted data in multiple formats (CSV, Excel, JSON, PDF, QuickBooks, Xero) anytime. For a complete copy of all your data, use Settings → Data → Download My Data.
• Opt-out: unsubscribe from marketing via the email link.

We may need to verify your identity before fulfilling certain requests.

We don't sell your personal information. Period.

We also don't share your personal information with third parties for their advertising or marketing purposes. We only share data with the service providers listed above (Neon, Vercel, Stripe, Google AI, Sentry, Upstash, Resend) to operate the Service.

If you're a California resident, you have the right to request that we disclose what personal information we've shared with third parties for their direct marketing purposes. Email us at hello@extractinvoice.app to make this request. We'll respond within 45 days.

We protect international data transfers per applicable privacy laws:

• EU/UK transfers: we rely on Standard Contractual Clauses (SCCs).
• Adequacy decisions: where applicable, we use EU-recognized adequacy decisions.
• Supplementary measures: technical and organizational protections per EDPB recommendations.

Request our SCCs and transfer documentation at hello@extractinvoice.app.

If you're a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) give you additional rights:

• Right to know: what categories of personal information we collect, use, and share.
• Right to delete: request deletion of your personal information (with some exceptions).
• Right to correct: request correction of inaccurate personal information.
• Right to opt-out: we don't sell personal information, so nothing to opt-out from.
• Right to non-discrimination: we won't discriminate against you for exercising your privacy rights.

To exercise these rights, email hello@extractinvoice.app or use your account settings. We'll verify your identity and respond within 45 days.

If you're in the EU or UK, GDPR gives you additional rights:

• Right to access: request a copy of your personal data.
• Right to rectification: correct inaccurate or incomplete data.
• Right to erasure ("right to be forgotten"): request deletion of your personal data.
• Right to restrict processing: limit how we use your data.
• Right to data portability: receive your data in a structured, machine-readable format. Use Settings → Data → Download My Data to export everything as JSON.
• Right to object: object to processing based on legitimate interest.
• Right to withdraw consent: where processing is based on consent, you can withdraw it at any time without affecting prior processing.
• Right to lodge a complaint: you can file a complaint with your local data protection supervisory authority if you believe your rights have been violated.

Contact hello@extractinvoice.app to exercise these rights. We'll respond without undue delay and within one month.

A list of EU supervisory authorities is available at edpb.europa.eu. UK residents can contact the Information Commissioner's Office (ICO).

• Essential cookies: login sessions, security tokens, preferences. Required for the service to function.
• Analytics cookies: privacy-respecting usage metrics. No retargeting, no cross-site tracking.
• Functional cookies: remember your preferences for return visits.

We don't use third-party advertising cookies. Control non-essential cookies via your browser.

The Service is intended for users 18 and older who can form a binding contract. We do not knowingly collect personal data from anyone under 18. If we learn we've collected data from someone under 18, we'll delete it promptly. Contact us at hello@extractinvoice.app if you believe we have data from a minor.

We may update this policy. Material changes will be communicated by email or in-app. The “Updated” date reflects the latest version.

Questions or requests? Email hello@extractinvoice.app.