Privacy Policy

1. Who We Are

InvoiceChaser AI ("we", "us", "our") is an AI-powered invoice follow-up service that sends professional payment reminders from your own email account. We operate the website invoicechaser-ai.netlify.app and related services.

For privacy enquiries, contact us at: privacy.invoicechaserai@outlook.com (placeholder — update with your actual email).

2. Information We Collect

2.1 Account information

• Full name and email address (used to create your account)
• Password (stored as a one-way encrypted hash — we cannot see it)
• Billing information (handled entirely by PayPal — we never see or store card details)

2.2 Invoice data you provide

• Client names and email addresses
• Invoice numbers, amounts, and due dates
• Any notes you add about a client or invoice

This data is stored in a Google Sheets database linked to your account. It is used solely to generate and send invoice reminders on your behalf.

2.3 Email access (Google / Microsoft)

When you connect your email account, we request only the minimum permissions necessary:

Permission	Purpose	Do we store email content?
Send email (Gmail SMTP)	Send invoice reminders from your address	✗ No
Read invoice reply threads (Gmail)	Detect when a client has replied so AI can respond	✗ No — only the reply text is analysed
Microsoft: Send + read invoice threads	Same as Gmail	✗ No

2.4 Usage data

• IP address, browser type, and device type (for security and fraud prevention)
• Pages visited and features used within the app (to improve the service)
• Error logs (to fix bugs)

3. How We Use Your Information

• To create and manage your account
• To send invoice reminders and follow-ups on your behalf
• To detect and respond to client replies using AI
• To process subscription payments via PayPal
• To send service notifications (e.g. draft ready for review, payment received)
• To improve and maintain the service
• To comply with legal obligations

We do not use your data to train AI models, serve advertisements, or sell to any third party.

4. How We Share Your Information

We share data only with the following trusted service providers, strictly for operating the service:

• PayPal — subscription billing
• Google (Gmail API / Sheets) — sending email and storing invoice data
• Microsoft Graph API — sending email for Microsoft users
• Groq AI — AI-generated email drafts (invoice data only, no personal conversations)
• Railway.app — IMAP email checking for reply detection
• Netlify — hosting the website

We do not sell, rent, or trade your personal information to any third party.

5. Data Retention

• Account data is retained while your account is active
• Invoice data is retained for 12 months after the invoice is closed, then deleted
• Email content (reply text) is processed in real-time and not stored beyond the session
• On account deletion, all your data is permanently removed within 30 days

6. Security

• All data is encrypted in transit using TLS/HTTPS
• SMTP App Passwords and OAuth tokens are stored with AES-256 encryption
• We never store passwords in plain text
• PayPal handles all payment card data — we never see it
• Access to production data is restricted to authorised personnel only

7. Your Rights (GDPR & Global)

Depending on your location, you have the following rights:

• Access — request a copy of all data we hold about you
• Correction — ask us to correct inaccurate data
• Deletion — request deletion of your account and all associated data
• Portability — receive your data in a machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — disconnect your email at any time from your dashboard

To exercise any right, email us at privacy.invoicechaserai@outlook.com. We will respond within 30 days.

8. Cookies

We use minimal cookies to keep you logged in and remember your preferences. We do not use advertising or tracking cookies. No third-party analytics scripts.

9. Children's Privacy

InvoiceChaser AI is designed for business use. We do not knowingly collect data from anyone under 18. If you believe a minor has created an account, contact us immediately.

10. Changes to This Policy

We will notify you by email at least 14 days before making material changes to this policy. Continued use after the effective date constitutes acceptance.