Privacy Policy

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for You to access our Service or parts of our Service.
Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
Application means the software program provided by the Company, named Invoice Candy, that You access through Our website at invoicecandy.com.
Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Invoice Candy in Louisville, Kentucky, USA.

For the purpose of the GDPR, the Company is the Data Controller.
Country refers to: Louisville, Kentucky, United States
Data Controller, for the purposes of the GDPR (General Data Protection Regulation), refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.
Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
Personal Data is any information that relates to an identified or identifiable individual.

For the purposes for GDPR, Personal Data means any information relating to You such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity.
Service refers to the Application.
Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used. For the purpose of the GDPR, Service Providers are considered Data Processors.
Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the Service.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Under GDPR (General Data Protection Regulation), You can be referred to as the Data Subject or as the User as you are the individual using the Service.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address
First name and last name
Phone number
Address, State, Province, ZIP/Postal code, City
Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Information from Third-Party Social Media Services

The Company allows You to create an account and log in to use the Service through a third-party account You already have, where the sign-in page offers it.

If You decide to register through or otherwise grant us access to a Third-Party Social Media Service, We may collect Personal data that is already associated with Your Third-Party Social Media Service's account, such as Your name, Your email address and Your profile picture.

You may also have the option of sharing additional information with the Company through Your Third-Party Social Media Service's account. If You choose to provide such information and Personal Data, during registration or otherwise, You are giving the Company permission to use, share, and store it in a manner consistent with this Privacy Policy.

Information Collected while Using the Application

While using Our Application, in order to provide features of Our Application, We may collect:

The details You enter on Your invoices, estimates and receipts, including the names, email addresses and addresses of Your clients
Images and files You upload, such as Your logo or a background for Your documents
Your approximate location, based on Your IP address, which We use to set Your default country, currency and time zone and to help prevent fraud

We use this information to provide features of Our Service, to improve and customize Our Service. The information may be stored on the Company's servers and/or a Service Provider's server.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our Service.
To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
To notify You about Your clients' activity: by email when a client pays You online, and, if You turn on notifications in the Invoice Candy app, by push notification when a client pays You online or opens an invoice or estimate You sent. For push notifications We store a notification token for Your device, which We delete when You sign out of the app. You can turn push notifications off in the app's settings or Your device's settings.
To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
To manage Your requests: To attend and manage Your requests to Us.

We may share your personal information in the following situations:

With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, for payment processing, to contact You.
For Business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of our business to another company.
With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
With Business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside. If You interact with other users or register through a Third-Party Social Media Service, Your contacts on the Third-Party Social Media Service may see Your name, profile, pictures and description of Your activity. Similarly, other users will be able to view descriptions of Your activity, communicate with You and view Your profile.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

If You delete Your Account, see Deleting Your Account below for what We keep, why, and for how long.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Detailed Information on the Processing of Your Personal Data

Service Providers have access to Your Personal Data only to perform their tasks on Our behalf and are obligated not to disclose or use it for any other purpose.

Analytics

We use analytics Service Providers to understand how visitors and users find and use the Service, so that We can improve it. They may collect Usage Data such as the pages or screens You view, the actions You take, Your browser or device type, and Your approximate location based on Your IP address. This may include recordings of how You use our pages, which can show what is on them, including details about Your clients. We use these recordings only to understand and improve how the Service works.

When You use Invoice Candy through an AI assistant, We also record which assistant features are used, whether they worked and how long they took, but not the contents of Your documents or Your clients' details.

In the Invoice Candy app for iPhone and Android, We record which screens You open and which actions You take (for example, creating, sending or sharing a document, or recording a payment), together with Your app version, device type and operating system, and a random identifier for the installed app. As on our website, this may include recordings of how You use the app's screens, which can show what is on them, such as Your documents and Your clients' details. We use these recordings only to understand and improve how the Service works.

You can limit analytics on our website through Your browser's settings, for example by blocking cookies, and on a mobile device through its advertising and privacy settings.

Advertising

We may use advertising Service Providers to measure how well our ads perform and to show our ads to people who may be interested in the Service. They may use cookies or similar technologies to collect information about Your visit to our website, such as the pages You view and whether You sign up. You can limit this through Your browser's settings and Your device's advertising settings.

Email

We may use Your Personal Data to contact You with newsletters, marketing or promotional materials and other information that may be of interest to You. You may opt-out of receiving any, or all, of these communications from Us by following the unsubscribe link or instructions provided in any email We send or by contacting Us.

We use email Service Providers to deliver the emails the Service sends, including the emails You send to Your clients through the Service, and to manage and send Our own emails to You.

Payments

We may provide paid products and/or services within the Service, and the Service may let Your clients pay You online. In those cases We use third-party payment processors.

We will not store or collect payment card details. That information is provided directly to the payment processors, whose use of personal information is governed by their own privacy policies. These payment processors adhere to the Payment Card Industry Data Security Standard (PCI-DSS), which helps ensure the secure handling of payment information.

Customer Support

We may use a customer support Service Provider for live chat and help articles in the Service. When You contact Us through it, it receives Your name, email address and the messages You send, along with basic information about Your browser or device.

Error Monitoring

We use an error monitoring Service Provider. When something goes wrong on our website or in our mobile app, or the app crashes, it records technical details about the error, such as Your browser or device type and operating system, the page or screen You were on, and Your account identifier.

Security and Fraud Prevention

We use security Service Providers to protect our sign-up and log-in forms from spam and automated abuse, and to tell Us the approximate location associated with Your IP address, which We use to set Your default country, currency and time zone and to help prevent fraud. They may collect information from You and from Your Device for security purposes.

Maps and Addresses

We may use a mapping Service Provider to suggest and look up addresses and places as You type them. It receives what You type and may collect information from Your Device for security purposes.

Push Notifications

If You turn on notifications in the Invoice Candy app, We send them through push notification Service Providers, including the notification service of Your Device's operating system, which deliver the notification's text to Your Device.

AI Assistants and Connected Apps

You can choose to connect Your Account to an AI assistant or another app that supports the Model Context Protocol. Nothing is shared with an AI assistant unless You connect it yourself by signing in and choosing Allow on the Invoice Candy screen that names the app. See Using Invoice Candy with AI assistants for how it works.

What a connected assistant can access

When You ask a connected assistant to do something, it can read and change the information in Your Account that the request needs, including:

Your invoices, estimates and receipts, including their line items, notes, totals and status
Your clients' names, email addresses, phone numbers and postal addresses
Payments recorded against Your invoices, and revenue totals
Your business details, such as Your business name, email, phone, address, website and currency, and Your tax rates

A connected assistant can also email documents and payment reminders to Your clients on Your behalf, record payments You have received and remove payments You recorded by hand. It cannot charge cards, move money, change Your plan or billing, see Your password, or remove payments a client made online through a payment processor.

How the assistant's provider handles Your information

The information an assistant reads from Invoice Candy, including Your clients' details, is sent to that assistant's provider and handled under the provider's own privacy policy and the settings of Your account with them, for example whether Your conversations may be used to improve their models. We do not control how the provider stores or uses it. Please review the provider's privacy policy before connecting.

You decide whether to share Your clients' information with an AI assistant. The Company does not use the information in Your Account to train AI models.

What We keep

Connection records: which apps You have connected, when, and when each was last used. The access keys an app uses are stored only in a scrambled (hashed) form. They expire after one hour and are renewed for as long as the app stays connected, up to 60 days without use.
AI activity log: each change and email an AI assistant makes in Your Account, and each one Invoice Candy refused, with the date and the app's name. You can see it under Account settings, Connected apps. It is kept with Your Account.
Usage Data: which assistant features are used, whether they worked and how long they took, as described under Analytics above.

Disconnecting

You can disconnect an app at any time under Account settings, Connected apps; it loses access to Your Account immediately. Resetting Your password disconnects every app. Disconnecting does not delete information the assistant's provider already received; contact the provider to delete it.

Deleting Your Account

You can delete Your Account at any time: on the website under Account settings, Delete account, or in the Invoice Candy app under Settings, Delete account. Only the Account's owner can delete it. If You can't do it yourself, email [email protected] and We will do it for You.

When You delete Your Account:

It is permanently disabled. You are signed out everywhere, including the Invoice Candy app, and You can no longer sign in to it or use it. Connected AI assistants and apps lose access to it.
The links You sent Your clients stop working, and Your clients can no longer view Your documents or pay them online.
Any paid plan is cancelled immediately and You will not be charged again. The rest of the current billing period is not refunded.
We stop sending You marketing emails.
Its email address can't be used to sign up for a new Account.

What We keep after You delete Your Account

We keep the records of a deleted Account for up to seven (7) years after it is deleted. This includes Your invoices, estimates and receipts, Your clients' details, the payments recorded and received, Your business and login details, and the sign-in and usage history associated with the Account. We keep these records only for the following legitimate purposes:

preventing, detecting and investigating fraud, abuse and security incidents;
resolving payment disputes and chargebacks, and answering questions about payments made through the Service;
complying with Our legal, tax and accounting obligations, and establishing, exercising or defending legal claims.

These records are no longer available through the Service, and We do not use them for any other purpose, including marketing or training AI models. At the end of the retention period they are deleted or de-identified. Information a Service Provider (for example, a payment processor) already received is handled under that provider's own privacy policy.

Legal Basis for Processing Personal Data under GDPR

We may process Personal Data under the following conditions:

Consent: You have given Your consent for processing Personal Data for one or more specific purposes.
Performance of a contract: Provision of Personal Data is necessary for the performance of an agreement with You and/or for any pre-contractual obligations thereof.
Legal obligations: Processing Personal Data is necessary for compliance with a legal obligation to which the Company is subject.
Vital interests: Processing Personal Data is necessary in order to protect Your vital interests or of another natural person.
Public interests: Processing Personal Data is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Company.
Legitimate interests: Processing Personal Data is necessary for the purposes of the legitimate interests pursued by the Company.

In any case, the Company will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Your Rights under the GDPR

The Company undertakes to respect the confidentiality of Your Personal Data and to guarantee You can exercise Your rights.

You have the right under this Privacy Policy, and by law if You are within the EU, to:

Request access to Your Personal Data. The right to access, update or delete the information We have on You. Whenever made possible, you can access, update or request deletion of Your Personal Data directly within Your account settings section. If you are unable to perform these actions yourself, please contact Us to assist You. This also enables You to receive a copy of the Personal Data We hold about You.
Request correction of the Personal Data that We hold about You. You have the right to have any incomplete or inaccurate information We hold about You corrected.
Object to processing of Your Personal Data. This right exists where We are relying on a legitimate interest as the legal basis for Our processing and there is something about Your particular situation, which makes You want to object to our processing of Your Personal Data on this ground. You also have the right to object where We are processing Your Personal Data for direct marketing purposes.
Request erasure of Your Personal Data. You have the right to ask Us to delete or remove Personal Data when there is no good reason for Us to continue processing it.
Request the transfer of Your Personal Data. We will provide to You, or to a third-party You have chosen, Your Personal Data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which You initially provided consent for Us to use or where We used the information to perform a contract with You.
Withdraw Your consent. You have the right to withdraw Your consent on using your Personal Data. If You withdraw Your consent, We may not be able to provide You with access to certain specific functionalities of the Service.

Exercising of Your GDPR Data Protection Rights

You may exercise Your rights of access, rectification, cancellation and opposition by contacting Us. Please note that we may ask You to verify Your identity before responding to such requests. If You make a request, We will try our best to respond to You as soon as possible.

You have the right to complain to a Data Protection Authority about Our collection and use of Your Personal Data. For more information, if You are in the European Economic Area (EEA), please contact Your local data protection authority in the EEA.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

By email: [email protected]