Privacy Policy — Neat Invoicing

1. Information We Collect

When you use Neat Invoicing, we collect:

Account information: Name, email address, and password (hashed)
Invoice data: Files you upload (PDFs, images) and the data extracted from them (vendor names, amounts, line items, categories)
Usage data: Invoice counts, feature usage, and subscription status
Technical data: IP address at signup (for fraud prevention), browser type, and device information
Payment data: Processed securely by Stripe — we never store your card number, CVC, or full card details on our servers
Vendor profiles: Payment method preferences you save for vendors (bank name hints, Zelle/Venmo/PayPal handles, mailing addresses)
Referral data: Your unique referral code, referral relationships (who referred you and who you referred), and commission tracking data

2. How We Use Your Information

Process and extract data from your uploaded invoices using AI
Manage your account and subscription
Prevent fraud and abuse (disposable email blocking, IP-based rate limiting)
Improve our service and fix bugs
Send transactional emails (account confirmations, subscription changes)
Send service notifications (invoice processing confirmations, payment due reminders, weekly digest summaries)
Track referral relationships and calculate affiliate commissions
Generate vendor analytics and spending reports
Detect recurring invoice patterns and flag late or missing invoices

3. Third-Party Services

We use the following third-party services to operate Neat Invoicing:

Stripe — Payment processing. Stripe's privacy policy applies to payment data.
Amazon Web Services (AWS) — Secure file storage for uploaded invoices
AI/LLM providers — Invoice data extraction (we send invoice content for processing; no personal account data is shared)
Email delivery service — Transactional notifications (payment reminders, weekly digests, invoice confirmations). Only your email address and notification content are shared.

We do not sell, rent, or share your personal information with third parties for marketing purposes.

4. Data Storage & Security

Passwords are hashed using bcrypt and never stored in plain text
Uploaded files are stored in encrypted AWS S3 buckets
All data transmission uses HTTPS/TLS encryption
Database access is restricted and monitored
Each user can only access their own invoices and data

5. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete your personal information and uploaded files within 30 days. Anonymized usage statistics may be retained for analytics.

6. Your Rights

You have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your account and associated data
Export your invoice data (CSV/JSON export is available in-app)
Withdraw consent for data processing

To exercise any of these rights, contact us at [email protected].

7. Cookies

We use essential cookies for authentication and session management. We do not use advertising or tracking cookies.

8. Children's Privacy

Neat Invoicing is not intended for use by individuals under the age of 18. We do not knowingly collect data from minors.

9. Changes to This Policy

We may update this policy from time to time. We will notify registered users of significant changes via email. Continued use of the service after changes constitutes acceptance.

10. Contact

Questions about this policy? Email us at [email protected].