Privacy Policy

At VoiceInvoice, we take your privacy seriously. This Privacy Policy explains how VoiceInvoice Inc. ("we," "us," or "our") collects, uses, shares, and protects your personal information when you use our voice-to-invoice platform.

By using VoiceInvoice, you agree to the collection and use of information in accordance with this policy. Please read it carefully. For questions, please use our Support contact form.

1. Information We Collect

Information You Provide

• Account Information: Name, email address, and password when you create an account
• Profile Information: Business name, logo, and branding preferences (optional)
• Voice Recordings: Audio recordings you submit to create invoices
• Invoice Data: Client names, contact information, job descriptions, line items, and amounts
• Payment Information: Payment handles and billing details (processed by our payment provider)

Information Collected Automatically

• Usage Data: Pages visited, features used, and interactions with the Service
• Device Information: Browser type, operating system, device identifiers
• Log Data: IP address, access times, and referring URLs

2. How We Use Your Information

We use your information to:

• Provide the Service: Process voice recordings, generate invoices, and send emails
• Manage Your Account: Authenticate you, manage subscriptions, and process payments
• Improve the Service: Analyze usage patterns, fix bugs, and develop new features
• Communicate With You: Send transactional emails, updates, and support responses
• Ensure Security: Detect fraud, prevent abuse, and protect user accounts
• Comply With Law: Meet legal obligations and respond to lawful requests

3. Voice Data Processing

How Voice Data Works: When you record a voice message to create an invoice, your audio is processed by our AI technology to extract invoice details such as client name, job description, and line items.

4. Third-Party Services

We use trusted third-party services to operate VoiceInvoice:

• Payment Processing: We use industry-standard payment processors to handle subscription billing securely. We do not store your full credit card information.
• AI Processing: Voice recordings are processed using advanced AI services to extract invoice details. Audio is processed in real-time and is not permanently stored.
• Email Delivery: We use professional email services to send transactional emails such as invoices and account notifications.
• Analytics: We use privacy-focused analytics to understand how users interact with our service and improve the experience.
• Hosting & Infrastructure: Our service runs on secure, enterprise-grade cloud infrastructure with industry-standard security certifications.

We do not sell your personal information to third parties. We share data with these providers only as necessary to deliver the Service.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Strict access controls limit who can view your data
• Secure Infrastructure: We use reputable cloud providers with SOC 2 compliance
• Regular Audits: We regularly review and update our security practices

While we take reasonable precautions, no method of transmission or storage is 100% secure. If you discover a vulnerability, please report it through our Support page.

6. Data Retention

We retain your data as follows:

• Account Data: Retained while your account is active
• Invoice Data: Retained while your account is active; deleted upon account closure or after 90 days of inactivity
• Voice Recordings: Processed in real-time; not permanently stored
• Payment Records: Retained as required by law (typically 7 years)

Upon account deletion, we will remove your personal data within 30 days, except where retention is required by law.

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your account and data
• Portability: Request your data in a portable format
• Opt-Out: Unsubscribe from marketing communications

To exercise these rights, contact us through our Support page. We will respond within 30 days.

California Residents (CCPA)

California residents have additional rights under the CCPA, including the right to know what personal information is collected and the right to opt-out of the sale of personal information. We do not sell personal information.

European Residents (GDPR)

If you are in the European Economic Area, you have rights under GDPR including the right to lodge a complaint with a supervisory authority. Our legal basis for processing is typically consent or contractual necessity.

8. Cookies & Analytics

VoiceInvoice uses cookies and similar technologies for:

• Essential Cookies: Required for the Service to function (authentication, security)
• Analytics Cookies: Help us understand how you use the Service to improve your experience

You can control cookies through your browser settings. Disabling essential cookies may affect Service functionality.

Analytics

We use product analytics to understand how users interact with our service, which may include anonymized session recordings. These recordings do not capture sensitive data like passwords.

9. Children's Privacy

VoiceInvoice is not intended for children under 13 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately, and we will delete it.

10. International Data Transfers

VoiceInvoice is operated from the United States. If you access the Service from outside the U.S., your data may be transferred to and processed in the U.S. or other countries where our service providers operate.

We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on our website. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us: